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APC Technical Competencies > Procurement & Tendering > Flashcards

Procurement & Tendering Flashcards

1
Q

What is procurement?

A
  • The overall process of acquiring construction work or services
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2
Q

What should be considered when selecting a procurement route?

A
  • The specifics of the project and the client objectives regarding cost, time, control, quality, and risk
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3
Q

What are the main procurement methods?

A
  • Traditional
  • Design & Build
  • Management Contracting
  • Construction Management
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4
Q

What is traditional procurement?

A
  • The design is completed by the client design team before competitive tender are invited
  • A main contractor is then employed to build what the designers have specified
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5
Q

How does traditional procurement work?

A
  • The contractor takes responsibility and financial risk for the construction of the works.
  • The client takes the responsibility and risk for the design and design team performance.
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6
Q

What are the advantages of traditional procurement?

A
  • Retaining control over the design can lead to higher quality.
  • It offers increased levels of cost certainty before commencement
  • Design changes are reasonably easy to arrange and value.
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7
Q

What are the disadvantages of traditional procurement?

A
  • The overall project duration may be longer with no overlap between design and construction.
  • There is no input into design and planning by the contractor.
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8
Q

What is design and build?

A
  • Where the contractor is responsible for the design, planning, organisation, control and construction of the works to the employer’s requirements.
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9
Q

How does design and build work?

A
  • The employer gives the tenderers the ‘Employer’s Requirements’ and the contractors responds with the ‘Contractor’s Proposals’, which include the price for the works.
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10
Q

What are the advantages of design and build?

A
  • There is a single point of responsibility for the design and construction.
  • There is earlier commencement on site.
  • Contractor’s experience harnessed during the design phase.
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11
Q

What are the disadvantages of design and build?

A
  • Clients may find it hard to prepare a sufficiently comprehensive brief.
  • The Client has to commit to a concept design early.
  • Variations from the original brief can often be expensive.
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12
Q

How much design input will the contractor have in a design and build?

A
  • This depends on the amount of design work the employer has already completed at the time of tender.
  • This can range from a full design to production information and coordination only.
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13
Q

Who carries out the design for the contractor in a design and build?

A
  • It may be outsourced to a separate design company (contractor retains responsibility).
  • They may have in-house design capabilities or the client’s team may be novated.
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14
Q

What is the difference between management contracting and construction management?

A
  • Under management contracting, the Main Contractor is in direct contractual relationships with the trade contractors and the client is in contract with the Main Contractor only.
  • Under construction management the client is in direct contractual relationships with each of the trade contractors and the construction manager isn’t.
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15
Q

How do you identify the client requirements before
recommending a procurement route?

A
  • Through detailed discussions with the client and design team to identify their priorities in terms of cost, time, quality, and risk.
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16
Q

If the client wishes to start on site asap, what route
would you recommend?

A
  • My recommendation would need to take into account their other requirements such as cost and quality.
  • If time was their overriding priority, then a Design & Build procurement option may offer the best solution
  • This can offer the fastest start on site with overlap of the design and construction.
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17
Q

What is GMP?

A
  • Guaranteed maximum price.
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18
Q

What does a GMP mean to you?

A
  • A lump sum contract under which there is no adjustment of tender price unless design changes are requested by the client.
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19
Q

What is Partnering?

A
  • A long term approach of structuring business relationships.
  • It involves two or more organisations working together to achieve specific mutual objectives.
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20
Q

What is project partnering?

A
  • All members of the professional team become involved in the partnering process at the design stage including contractors.
  • Ownership of risk is spread between the parties and a collaborative approach is encouraged
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21
Q

What is Strategic Partnering?

A
  • A long-term relationship that is established with a view to undertaking a number of projects over a long period.
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22
Q

What are the benefits of partnering?

A
  • The potential for conflict is reduced.
  • Improved client satisfaction is gained.
  • Improved buildability with early involvement of contractors.
  • Better predictability of time and cost.
23
Q

What is tendering?

A
  • A structured procedure for generating quotations from suppliers or contractors in order to award construction work
24
Q

What are the main methods of choosing a contractor?

A
  • Open tendering.
  • Selective tendering:- Single or Two Stage.
  • Negotiated tendering.
  • Serial tendering.
25
Q

What is open tendering?

A
  • Open tendering allows anyone to submit a tender for the works or services that are required.
  • There are little or no barriers to entry needed to submit a tender.
26
Q

What are the advantages of open tendering?

A
  • It provides opportunities for capable firms which the clients may have not previously considered.
  • It should secure maximum competition from the open market.
27
Q

What are the disadvantages of open tendering?

A
  • There is no assurance that the lowest tenderer is capable or financially stable.
  • The total cost and time needed to review the tenders is increased.
28
Q

What is selective tendering?

A
  • This restricts the number of tenderers by pre-selecting a limited number of contractors to tender for the work.
29
Q

What are the two types of selective tendering?

A
  • Single stage and two stage.
30
Q

What is single stage tendering?

A
  • A structured process of receiving competitive tenders from a number of pre-selected capable contractors.
  • This can be based on financial standing, previous track record, capacity and resources available.
31
Q

What are the advantages of single stage tendering?

A
  • It tends to reduce the aggregate cost of tendering.
  • It reduces the risk of receiving tenders from unsuitable contractors.
32
Q

What is two stage tendering?

A
  • Two stage tendering is where the Client seeks to appoint the Contractor based on an outline scope of work that is not fully defined.
  • The client then works with the appointed contractor to develop the scope of work and reaches an agreed price.
33
Q

What is the purpose of the first stage in two stage tendering?

A
  • This initial phase allows the tenderers to submit details under a pre-construction agreement.
  • It includes aspects regarding project preliminaries, method statements, design, overheads, and profit.
34
Q

What is the purpose of the second stage in two stage tendering?

A
  • Following development of the design, a formal negotiation process is undertaken during stage 2
  • This is to agree the final price, contract conditions and programme.
35
Q

What do tenderers return as part of the first stage?

A
  • Detailed build up of prices for the preliminaries items.
  • Percentage additions for profit and overheads.
  • A construction programme.
36
Q

What are the advantages of two stage tendering?

A
  • Early involvement of the contractor.
  • Encouragement of collaborative working.
  • Potential for an earlier start on site.
37
Q

What are the disadvantages of two stage tendering?

A
  • Cost certainty may not be achieved before construction starts.
  • The contractor could take advantage of second stage negotiation and increase costs.
38
Q

Why should you use 2 stage tendering?

A
  • With a complex building and if early completion is required.
  • Where the design team would like to make use of contractors expertise on buildability issues.
39
Q

What is negotiated tendering?

A
  • Where the client has an existing preference for appointing a particular firm and only negotiates with one contractor.
40
Q

When might negotiated tendering be used?

A
  • When the contractor has carried out work successfully for the client previously where they have an existing relationship
41
Q

What is serial tendering?

A
  • Contractors are asked to bid for a project on the basis that if they complete the initial project well, other projects of a similar type will follow and the same bill rates will be applied.
42
Q

What could selecting the wrong contractor lead to?

A
  • A bad client & contractor relationship.
  • A dissatisfied client.
  • An insolvent contractor.
43
Q

How would you put together a set of tender
documents?

A

In accordance with JCT practice note 2017 I would include:

  • ITT (Invitation to tender letter)
  • Form of tender
  • Pricing documentation
  • Drawings and specification
  • Pre-construction H&S information.
  • Conditions of proposed contract.
44
Q

What is the form of tender?

A
  • A pre-printed formal statement in which the tenderer fills in the blank spaces.
  • The tenderer provides their name, address and price for the works
45
Q

What are the employer’s requirements?

A
  • They set out the client’s requirements including the function, size, and quality of the project.
46
Q

What are the contractor’s proposals?

A
  • The contractor’s response to the Employers Requirements.
  • They are the key documentation for the client to consider at the tender review.
47
Q

What information would you request in the pre-qualification
questionnaire?

A
  • Management structure.
  • relevant experience.
  • Company accounts.
  • Health and safety records.
  • Provision of bonds, & warranties.
48
Q

How would you determine the duration of the tender period?

A
  • It depends on the procurement process and size of the project.
  • It is better to ensure there is sufficient time so contractors can price the project correctly
  • rather than rush and encourage contractors to price a high risk element into the tender.
49
Q

What is a PQQ?

A
  • Sets out a series of questions for potential tenderers to answer in order to reduce the number of tenders to those that are genuinely appropriate.
50
Q

What does the ITT document set out?

A

The ITT document sets out:

  • State the recipient, time, date and location of submission.
  • Explain the method for dealing with queries.
  • Give site visit contact details.
  • Require a confirmation of receipt of tender.
51
Q

What does the preliminaries document set out?

A
  • Provides a description of the project that allows the contractor to assess costs which cannot be allocated to a specific element of works
  • This will include a general summary, method statements, pre-construction information, planning conditions and section/phasing of the work.
52
Q

What are the benefits & disadvantages of management contracting?

A

Benefits

  • Overlap of design and construction by tendering certain
    packages early.
  • Beneficial on complex and/or specialist projects.
  • Client is are able to retain control of the design.

Disadvantages

  • unsuitable as a procurement route for inexperienced clients since, works usually begin before the nature of the completed building is known.
53
Q

What are the benefits & disadvantages of construction management?

A

Benefits

  • A competent person to help you through the decision
    making process
  • Greater control over the outcome of your project
  • A collaborative, non adversarial delivery team

Disadvantages

  • Failing to programme the project in the most effective
    way
  • Failing to sufficiently manage the quality of the project
  • Failing to deliver the project on time or on budget

APC Technical Competencies (10 decks)

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