Procurement and tendering Flashcards
What is your understanding of the different UK procurement routes and their key advantages and disadvantages?
I am familiar with the four primary UK procurement routes: Traditional, Design & Build, Construction Management, and Management Contracting. Each has its own advantages and disadvantages:
Traditional: Provides clear project scope but can be inflexible and prone to delays.
Design & Build: Streamlines design and construction but can limit client control over design.
Construction Management: Offers flexibility and can accelerate project delivery but requires active management.
Management Contracting: Suitable for complex projects but involves higher risk and potential cost overruns.
How do you ensure the chosen procurement route aligns with the client’s objectives?
I align the procurement route with the client’s objectives by considering factors such as project complexity, risk appetite, desired timeframes, cost constraints, and current market conditions. This ensures that the chosen route best meets the client’s needs and project goals.
What role does the RICS Tendering Strategies guidance note play in the tendering process?
The RICS Tendering Strategies guidance note provides a framework for managing the tendering process. It outlines best practices for tendering, including how to structure the process, evaluate tenders, and ensure fairness and transparency.
Can you describe your involvement in the tendering process for the 1 Triton Square project?
On the 1 Triton Square project, I oversaw the tender process, from creating a Contractor Long List and implementing a Pre-Qualification Questionnaire (PQQ) to preparing tender documentation and conducting post-tender interviews. I generated a detailed tender report, which included analysis, equalisation, and scoring of tenders to provide a comprehensive evaluation based on client objectives.
How did you assist the client in selecting the most suitable procurement route for the 1 Triton Square project?
I arranged a workshop to present various procurement routes and tendering strategies, advising on a Design & Build route due to the client’s desire to mitigate design risk and commence work early. I recommended a two-stage tendering process to incorporate contractor expertise early in the project, aligning with the client’s feedback and project needs.
How did you handle tender analysis and scoring for the Sky Labs project?
For the Sky Labs project, I analyzed second-stage tenders from subcontractors for the enabling works package. I compared tenders with our estimates, identified discrepancies, and advised on necessary corrections. I addressed a contractor’s omission in their bid by referring to the contract terms, ensuring that all submissions were accurate and fair.
How do you determine which procurement route is best suited for a particular project?
The selection depends on client priorities (time, cost, quality), project complexity, risk appetite, and the degree of client involvement desired.
What are the key advantages and disadvantages of each procurement route?
Each procurement route offers unique benefits and trade-offs in terms of control, cost certainty, speed, and risk distribution.
How do you align the chosen procurement route with a client’s objectives regarding time, cost, and quality?
The chosen procurement route should reflect the client’s priorities. For example, if the client values design control and quality, a traditional route might be ideal. For speed and single-point responsibility, Design & Build might be better.
Can you provide an example of how you have adapted procurement strategies to meet evolving client objectives?
On a fast-track project, initially planned as Traditional, switching to Design & Build could be necessary to meet a tight deadline while still delivering on quality.
How do you assess and manage risk appetite when selecting a procurement route?
Consider the client’s willingness to take on risk. For risk-averse clients, Traditional might be preferable, while clients with higher risk tolerance might prefer Management Contracting.
How do you ensure that documentation is comprehensive and clear throughout the tendering process?
Consistent review and coordination between teams ensure all project details are accurately captured in the documents.
What is the role of the Pre-Qualification Questionnaire (PQQ) in the tendering process?
The PQQ screens potential contractors to ensure they meet the project’s technical, financial, and experience requirements before tendering.
What are the key documentation requirements for different procurement routes?
Each procurement route has specific documentation needs, including contracts, specifications, and tender documents. Clear documentation is essential for setting expectations and avoiding disputes.
Can you describe a situation where effective communication was crucial in the tendering process?
Clear communication was crucial in a project where multiple stakeholders were involved. Regular updates and detailed reports helped keep everyone aligned and reduced misunderstandings.
Can you explain your approach to analyzing and equalizing tenders?
A detailed approach to analyzing tenders involves comparing bids on a like-for-like basis, identifying any inconsistencies, and ensuring all are aligned with the project’s requirements.
What is the purpose of normalizing tenders, and how do you implement this process?
Normalizing ensures all tenders are compared on an equal footing, accounting for different assumptions or exclusions by contractors.
How do you conduct a thorough analysis of received tenders, and what factors do you consider?
A thorough analysis involves evaluating the bids on price, quality, and compliance with tender documents. RICS guidance emphasizes the importance of transparency and fairness in this process.
How do you prepare and manage tender documentation, including the pricing schedule and tender report?
This includes preparing a comprehensive pricing schedule, scope of works, and tender reports to facilitate transparent and competitive bidding.
How do you address and resolve issues arising from post-tender queries?
Effective communication and a clear process for addressing queries help resolve any issues, ensuring that the final contract reflects the best value for the client.
