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Carrie APC Optional > Procurement & Tendering > Flashcards

Procurement & Tendering Flashcards

1
Q

What is Procurement?

A

The process of acquiring goods, works or services.

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2
Q

What are the main 3 factors when considering a procurement route?

A

Client objectives

  1. Time
  2. Cost
  3. Quality
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3
Q

Name some Procurement options

A 
Traditional
Design and Build
Construction Management
Management Contracting
Framework Agreements
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4
Q

A brief explanation of Traditional Procurement

A

The client engages the architect/design team and contractor directly

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5
Q

A brief explanation of Design & Build Procurement

A

The client engages the contractor who designs and builds

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6
Q

A brief explanation of Construction Management Procurement

A

The construction manager is employed to arrange trade contracts and monitors them

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7
Q

A brief explanation of Management Contracting Procurement

A

The contractor performs the role of managing the works contractors who carry out the works

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8
Q

A brief explanation of Framework Agreements

A

A template contract is agreed for a series of projects

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9
Q

Name some tendering processes

A

Single Stage Tendering - bid for whole construction work. Usual on traditional route. RIBA after stage 4 tech design.
Two Stage Tendering - tender based on bid quality, then joins design team -usual on D&B route. RIBA stage 2 concept design
Negotiated Tendering - single stage 1 contractor. Not permitted by Public Proc. RIBA stage 2 concept design

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10
Q

A brief explanation of Single Stage Tendering

A

Multiple contractors tender through one single tender process

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11
Q

A brief explanation of Two Stage Tendering

A

The contractor is selected for the 1st stage on the basis of limited scope.
The 2nd stage full price is negotiated through open book tendering

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12
Q

A brief explanation of Negotiated Tendering

A

Where the contract is negotiated with a preferred contractor or contractors.

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13
Q

What is novation

A

A process where the contractural rights & obligations are transferred from party to another new 3rd party.

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14
Q

What is tendering

A

The bidding process to obtain and price, also to appoint a contractor

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15
Q

How does procurement through a framework work?

A

Framework fulfils obligations of public procurement rules. Framework provider vets contractors to allow them onto framework. Can allocate by

  • Direct award - based on standard pricing
  • Further competition - using specification ‘invitation to tender’
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16
Q

How did Brexit change public procurement?

A

The Public Procurement (Amendment etc.) (EU Exit) Regulations 2020
OJEU replace with ‘find a tender’

17
Q

What is the Public Contract Regulations 2015?

A
  • UK response to EU procurement directive
  • Enables buyers to run procurement faster
  • requirement
18
Q

What are the current public procurement thresholds?

A

For central gov:
Supply, services and design contracts - £122,976
Works contracts £4,733,252
Special and other services £663,540

19
Q

What public procurement frameworks are available?

A
  • CCS
  • YPO
  • ESPO
20
Q

What re the benefits of a procurement framework?

A
  • Reducing overall procurement costs and internal resources
  • Building long term relationships between buyers and suppliers
  • Better long term value for both buyers and suppliers
  • Public procurement compliant
21
Q

What are pre-qualification procedures?

A
  • Can be used to filter unqualified applicants
  • Only bidders that are qualified can apply
  • Can be a questionnaire to be completed, PAS 91 is an example
22
Q

How are selection criteria used?

A
  • Similar to Pre-qual, are minimum standards that bidders must meet
  • Criteria must be relevant and proportionate to proc exercise.
  • Weighting can be applied to criteria, or a pass/fail
23
Q

Has RICS issued guidance?

A

Yes, Tendering Strategies guidance document

Procurement of Facility Management

24
Q

What is the difference between tendering and procurement

A

Procurement - overall act of obtaining services

Tendering - phase in procurement (bidding and appointment)

25
Q

What are the 3 types of contractor selection?

A
  • Open - any one can tender
  • Selective - Short list drawn up (framework or approved supplier list)
  • Single contractor selection
26
Q

What documents are typically included in a tender ?

A
  • Form of tender
  • Contract conditions
  • Instructions to tendered documents
  • Project information
  • Design information
  • Pricing document
27
Q

How should tender queries be dealt with?

A
  • Any tender queries raised are
    answered back to all tendering contractors and not just
    those that asked the question
  • The name of the tenderer raising the query
    should not be mentioned.
28
Q

What is Tenda Addenda?

A

Where supplementary information needs to be supplied during a tender period

29
Q

How should tenders be opened according to RICS?

A

A tender opening form should be used and another qualified construction
professional should be present to witness the opening
of the tenders. The client and other members of the
design team should also be invited to the tender
opening

30
Q

What are key issues to be aware of reviewing a tender bid?

A

• obvious errors in programme dates
• any qualifications that render the tender null and
void; and
• conflicts of interest (e.g. review proposed key
subcontractors

31
Q

How can a tender be normalised in evaluation?

A
  • use an average of the submitted costs
  • use the highest price from the tender returns; or
  • use the cost plan allowance for that particular
    element.
    Upon analysis, if there are any particular rates or costs
    that seem extremely out of place or unduly high or low
    then the tenderer’s attention should be drawn to the
    item and they should be given a chance to confirm or
    explain the apparent disparity.
32
Q

How should bidders be notified of tender?

A
  • All tenderers should be notified of decision.
  • Cooling off period may be allowed for unsuccessful tenderers to raise objections
  • Good practice to invite tenderers to discuss tender
33
Q

What other best practice guidance is available?

A

JCT Tendering practice note 2017

34
Q

What is indexation?

A

Most contracts longer than two or three years will typically have indexation applied to the price.
Some contracts agree to apply a specified index, others will build in a set amount regardless of what actual inflation turns out to be and some have a capped figure.

Carrie APC Optional (8 decks)

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