TENDERING Flashcards
- Describe the different forms of tendering commonly used in the building industry?
Open Tendering: public advertisement, usually in newspapers, and commonly for large jobs. The ad gives details of the project, client and tender closing date and where the documents can be viewed. Selected/Invited: with client’s approval, the architect will invite a few contractors to tender for a job. EOI/Public invitation: interested contractors provide expressions of interest, in which the client and architect select a few to tender for the job.
Negotiated: One contractor is selected and a price is negotiated between them and the client, with the assistance of the architect. Usually for D&C contracts.
- How would you ensure all tenderers knew the detailed arrangements for a tender process?
Terms and Conditions for tendering should be submitted with the tender documents so all tenderers understand the selection process and any particular allowances (i.e. alternative tenders may be submitted as long as a conforming tender accompanies it).
- What would be included in a typical set of tender documents for one of your projects?
Client details, Architect details, Conditions of tender and schedules, general conditions of contract and contract information, preliminaries, consultant specifications, schedules, reference documents (ie approvals), site information (investigation reports), Drawings.
- How would you create a selected list of prospective tenders?
Refer to previous clients and/or architects experiences - check licences/experience/capacity/insurances
EOI to establish shortlist
Pre-qual panel
- What do you do when a tenderer notifies you of contradictions in the tender documents?
Check the contradiction and inform all tenderers of the contradiction and the correction to this.
- What happens after tenders close?
The architect will review the tenders and put together a schedule of comparison of the different tenders for client review and selection. Tender assessment should be against an agreed set of criteria. Non-conforming tenders identified. Must be a transparent, impartial, defensible process in accordance with the conditions of tendering and Code of tendering.
- How do you manage late tenders?
Typically not accepted. Must be outlined in the conditions of tendering. This should be discussed with the client and whether they want to accept late tenders or not at the pre-tender phase.
In the tender process what is an addendum and what is it used for?
An addendum to the tender documents may be issued prior to the closing of tenders for the purpose of clarifying the documents in response to a query from a tenderer, or to reflect modifications in the design or to the contract terms. Clarification of the tender documents will be made only by formal addendum issued by the architect not less than 5 days before the closing of tenders.
All addenda issued during the tender period must be numbered and dated. Tenderers must provide evidence at the time of lodging the tender that the tender includes all costs associated with all addenda. The evidence is usually in the form of an addenda acknowledgement form.
What happens at Acceptance?
Once a preferred tender is selected there may be further negotiations with the tenderer (trade breakups, staging - not BAFO). Acceptance is then given in writing (this is the date of contract) by way of a letter of acceptance.
Acceptance is followed by formal possession of the site on an agreed date (site commencement)
Unsuccessful tenderers should be notified in writing.
