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RICS APC - Autumn 2023 > Procurement and Tendering > Flashcards

Procurement and Tendering Flashcards

1
Q

Could you please provide an outline of the RICS tendering strategies guidance note?

A
  • Difference between procurement and tendering.
  • Choosing the most suitable tender strategy.
  • Post Tender Interviews
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2
Q

What is the difference between tendering and procurement?

A
  • Procurement is the overall act of obtaining goods
    and services from external sources and includes the overall procurement strategy.
  • Tendering is an important phase in the
    procurement strategy and involves the bidding process and appointment of a contractor.
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3
Q

How does a choice of contract relate to achieving a clients quality aspirations?

A

The selection of a traditional contract, for example, could have a positive impact on quality given that the client will have control of the design up until the point of construction.

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4
Q

Are single stage, two stage and negotiated procurement or tender strategies?

A

They are tender routes that define the overall procurement strategy for a project.

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5
Q

What are the benefits of a two stage tender approach?

A

Early contractor input on design, Early contractor input on programme, ability to procure long lead items.

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6
Q

What are the negatives of a two stage tender process?

A

Generally more expensive due to reduced sub-contractor pool.

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7
Q

What are the benefits of a negotiated tender process?

A

Shorter programme for the works.

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8
Q

What are the negatives of a negotiated tender?

A

No cost competition, programme delay if negotiation fails.

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9
Q

What are the benefits of a single stage tender?

A

Cost competition

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10
Q

What are the negatives of a single stage tender?

A

No early procurement, Longest programme.

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11
Q

What are the typical processes undergone in a tender?

A
  • QS compiles tender documents and issues.
  • QS runs tender queries process, contractors visit site.
  • Tender returns submitted and opened (tender opening form)
  • Tender interviews
  • Select preferred
  • Appoint.
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12
Q

How would you manage a delayed tender?

A
  • Public Projects - Tender return is to be discounted.
  • Private Projects - Client advised of lateness, client to provide specific instruction if to tender to be included.
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13
Q

What errors would you check for in a tender?

A
  • Arithmetical (QS check)
  • Programme
  • Conflict of Interest
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14
Q

How would you deal with an arithmetical error received in a tender?

A

This would be included in the instructions to tender however this would typically be:

  • Allow contractor to amend their error.
  • Contractor to stand by their price.
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15
Q

How would you deal with a non-cost error in a tender?

A
  • Contact the contractor immediately.
  • If can’t be resolved then discount tenderer.
  • If it can be resolved then tenderer confirm this in writing and amend tender return accordingly.
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16
Q

What is typically included within a tender opening form?

A
  • Witness
  • Job name
  • Tenderer name
  • Prelims
  • Profit and Overhead
  • Overall cost
  • Contract duration
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17
Q

What is an expression of interest

A
  • An invite to a list of contractors.
  • Based on limited details
  • Contractors to return and confirm their interest.
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18
Q

What is a pre-qualification questionnaire?

A
  • A document compiled by QS.
  • A number of questions for the contractor to respond to.
  • Specific to the project.
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19
Q

What is the difference between PQQ and EOI?

A
  • EOI is generally a more open invite to more contractors.
  • EOI before PQQ.
  • PQQ more job specific.
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20
Q

What is the purpose of issuing a PQQ or EOI?

A
  • To deduce your shortlist of tenderers.
  • To de-risk tender process by ensuring interested contractors and tendering.
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21
Q

Why is a tender opening form important?

A

Formal log of the tender returns received at the initial point of tender opening.

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22
Q

What element of management do you apply to a tender process?

A
  • Contractors attending site.
  • Arrange contractor interviews and chair.
  • Ensure responses to tender queries are timely.
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23
Q

What is typically included within the employer’s requirements?

A
  • Client / Project brief
  • Existing building information Incl. fit-out guide.
  • Design Information
  • Performance specifications.
24
Q

What are employer’s requirements?

A
  • D&B contract
  • Detail client’s requirements for the project.
  • Allow contractor to collate proposals.
25
Q

What takes precidence the employer’s requirements or contractor’s proposals?

A

Contractor’s proposals as they are response to the ER’s.

26
Q

Who would typically issue the tender documents?

A

Myself or the quantity surveyor.

27
Q

Why did you issue the tender to only the three contractors?

A

This was following a PQQ where three strong responses were received so we were confident no party would be dropping out.

28
Q

How do you determine that a contractor is suitable for tendering for works?

A
  • Previous projects involved with team.
  • Case studies
  • Response to PQQ
  • Size of the contractor.
29
Q

How do you determine the length of a tender period?

A
  • Complexity of works.
  • Scale of works.
  • Extent of design to review.
  • Procurement route.
30
Q

Do you involve wider stakeholders in the review of a tender?

A

Yes:
- Project team
- Agents
- Client

31
Q

What is a tender scoring matrix?

A
  • Document I compile.
  • Relevant to specific project
  • scores key project areas
32
Q

What is typically included within a scoring matrix?

A
  • H&S
  • Proposed team.
  • Sustainability
  • Project specific items (e.g. approach to complete mock-ups)
33
Q

How do you typically run contractor interviews?

A
  • Select date w/ project team.
  • Issue agenda couple of days before
  • Chair meeting
  • Allow questions from team / client.
  • Discussion following interviews with client team.
34
Q

On Leadenhall fit-out, what caused your clients restricted timescales for relocation?

A
  • Lease expiry in their old office space.
35
Q

Given restricted timescales, why didn’t you choose a negotiated route?

A
  • Client wanted an element of cost competitiveness.
  • Early buildability input on joinery / building logistics was important.
36
Q

Why was quality a key aspiration for the client?

A
  • High-end fit-out.
  • High-end building
  • HQ
37
Q

Did you relay to your client that there could be a cost premium associated with a two stage approach?

A

Yes:
- Comfortable as competitive tender

38
Q

What happens if there is an error in a tender?

A
  • Alternative 1 - Errors to stood by or withdraw.
  • Alternative 2 - Errors to be amended.
39
Q

What is typically included within a PQQ?

A
  • Project information.
  • Questions from team.
  • Request for financial information.
  • Proposed schedule of amendments (If possible)
40
Q

What is the purpose of a pre-tender estimate?

A
  • Provide the client with an estimate against the anticipated tender return values.
  • Allows comparison once tender returns received.
41
Q

How did you go about determining a suitable timescale for your tender period?

A
  • Coordination with QS.
  • Project benchmarking
  • How busy market is.
42
Q

What were the fundamental lease dates that were governing the tenants programme requirements?

A
  • Move in date
  • Lease expiry
  • Also tenant had planned a launch for their new fitout.
43
Q

Other than a programme, what else did you issue to your client when recommending the two stage procurement approach?

A
  • Recommendation report Incl:
  • Note around contractor buildability input.
  • Benchmarking regarding cost premium
  • Benefit of early orders and programme risk.
  • Professional team fees.
44
Q

Under NEC contracts, what is an activity schedule?

A
  • A list of activities prepared by the contractor.
  • List is works required to complete “the works”
  • Lump sum against each item which totals contract sum.
45
Q

What takes presedence employer’s requirements or contractorsa proposals?

A
  • CP’s
46
Q

What impacts your selection of an appropriate procurement route?

A
  • Size
  • Value
  • Complexity
  • Tender Strategy
47
Q

What are framework agreements?

A
  • Selected framework of contractors tendered to as part of projects for a client.
48
Q

What are private finance initiatives?

A
  • Initiative to ecourage private sector business to finance local and central government infrastructure.
  • Introduced in 1992.
49
Q

What is a Private finance intitiative?

A
  • A procurement method where private sector finances, buillds and operates infrastructure and provides long term services through long term contractual agreements. Usuallly 25 years.
50
Q

What is your role in reviewing tender returns?

A
  • Programme
  • Team
  • Logistics
51
Q

What is the base date of a contract?

A
  • The tender of the priced offer being made.
52
Q

What key guidance do you assess relevant to tendering and procurement?

A
  • RICS black book
  • Tendering strategies prof standard
  • JCT Tendering Practice
  • JCT selecting the appropriate form of contract
53
Q

What is the birtish standard for infrasstructure projects?

A
  • BS11000-1 Collaborative Businesses
54
Q

When was the latest RICS construction policy issued?

A
  • March 2013
55
Q

How can robust tendering strategies help to ensure positive tender results?

A
  • Accountability
  • Auditability
  • Levelling
  • Recuce corruption claims
56
Q

What are some key components relevant to the e-tendering guidance note?

A
  • Security (password protection of tender information)
  • Technology - How the tender can be issud electronically (by email, disk)
  • Notification of results (by email)

RICS APC - Autumn 2023 (22 decks)

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