Procurement and Tendering Flashcards
If a prospective bidder has omitted or incorrectly priced, what would you do?
I would first speak to the Subcontractor to make them aware of the situation and give them a chance to still keep the bid or withdraw their offer. I am aware that a subcontractor prices risk into their bid either as a separate allowance or within their rates. If the Risk of the omission is too great that they would choose to withdraw.
How do you fairly assess multiple tenders?
- If there is a complete design, I would assess against on a pre-estimate that I have compiled. I would compare the bids against each other by elements.
- But in the event where there is a scheme design it is more complex and requires a comparison between the highest bid. I would also consult the Project Team on construction methodologies.
What would you do if a tender was late?
- In public tenders I will not admit a late tender but in private I will discuss with my employer if they are happy to accept. It is in the best interest not to accept to prevent any implication of fraud, collusion and bid rigging.
- However, if a tenderer needs additional time and they have communicated it to myself prior to the deadline I would discuss with my employer and provide an extension to all the tenderers.
How do you assess items not priced for in the tender?
I allocate contingencies for items not priced by using quantities and rates present.
I would check if the pricing documents has stated any assumptions inclusions and exclusions that can mean that the missing item has not been considered.
What are the characteristics of a framework agreement?
- The framework agreement is a strategic partnership which allows parties to create long-term contractual relationships such as in eight2O the contracts sign on for a 5 Year Asset Management Plan Cycle
- The parties enter into the contract acknowledging that they have not fully agreed on all matters but have agreed on sufficient matters (fixed terms and conditions) to move forward with the contract.
- In eight20 the subcontractors and suppliers are pre-qualified and sign on to overarching contract with fixed terms and conditions and pre agreed rates which are reviewed periodically and amended. However, the sections of works are issued to the subcontractor after the contract has been agreed.
- This allows for continuous pricing, Early contractor Involvement and development of design.
What is Early Contractor Involvement?
It is when the supply chain (Subcontractor) who have the necessary expertise, experience and knowledge is contracted into the design phase to develop the design.
What are Tender interviews?
They are organised by the client team and held between them and the tenderer to present, discuss or make clarifications of the project brief or future requirements.
When and how are they carried out? Are the carried out together or separately?
- In eight20 I organised three types of tender interviews pre, mid and post
Pre-tender interviews (Tender clarification Meeting): which were conducted with all prospective tenderers and the Site engineers and the subcontractor representatives to understand the nature of the site, ground and possible risks. They would ask questions which were answered by the site team and recorded by myself.
Mid tender interviews: In HS2 for the shaft sinking I would analyse the tenders commercially and require clarifications on aspects of the tender such as the construction methodology, highlight errors and omissions giving them the chance to stand by the tender or withdraw.
Post tender interviews (Post tender reviews): In eight20 I carried out Post tender interviews with the selected tenderer iron out the conditions of the contract, programme, resourcing, and other discussions of contract detail.
Throughout the whole process, I would highlight errors and omissions, anomalies in the rates prices, seek advise on construction methodologies from the site team and highlight areas of potential risk to increased costs
You have mentioned procurement schedules, how are they used in a construction project and what is the advice you have provided when compiling them?
In eight20 I would advise the site team on timescales, what specifications of equipment, drawings are required and if any there will be issues that will pose a delay.
I advised by complied procurement schedules by liaising with Site Engineers for the procurement of long lead items such as specific pipe, archaeological & UXO (unexploded ordinance).
The procurement schedule shows the timeframes required for the procurement of goods to facilitate availability in time for the construction works specifically for UXO and Archaeological works required before excavation.
You have compiled prequalification questionnaires what are these, why do you have them and what do you include in them?
- Pre-qualification questionnaires are list of questions that are sked from the subcontractor where their answers are used to shortlist subcontractors or to pre-select the tenderers.
- The shortlisting is based on their financial standing, capacity, resources, qualifications and track record, references and size of work previously carried out.
You have mentioned that you complied Balance Score Cards while analysing Tenders bids, what is the process that you carried out?
I would use the answers from the prequalification questionnaires and liaise with the site team to compile a weighted scoring against the different elements such as Technical, Commercial, Health and Safety and Consents. I would use the commercial tender analysis according to the criteria of price, rating and others to fill out the commercial section of the Balance Score Card.
You mentioned 360 reviews, how did you carry these out?
I measured the performance based on performance Commercially, operationally, design, health and safety by obtaining information from the site team and contributing commercial information on turnaround times for Payment Applications, Compensation Events and Quotation close out, Early Warning submission and awareness.
What would you do if a tender submission is not compliant?
I will check the tender compliance documentation to see if not complaint and if found so I would reject it.
