Tendering Methods Flashcards

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1
Q

What is tendering

A

the process of inviting bids from interested contractors to complete packages of work

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2
Q

What should a tender be…

A

-Fair- all bidders have the same info at the same time

-Clear- clear scope

-Simple- transparent on prerequisites for success

-Accountable- ability to understand why decisions are made

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3
Q

Key Criteria for judging a tender

A

-Cost
-Quality
-Time
-Environment- Carbon, noise
-Social Value- Societal Impacts

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4
Q

Define Tender

A

Offer by a contractor to undertake a specified piece of work or programme for a quoted sum

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5
Q

What’s the difference between a Type 1 and Type 2 tender

A

Type 1= Standing Offer, the acceptance of which doesn’t create a binding contract

Type 2= If accepted creates a legally binding contract

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6
Q

Methods of Tendering

A

-Open (Traditional)
-Single Stage Selective
-Two Stage Selective
-Negotiation
-Competitive Dialogue

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7
Q

Characteristics of Open Tendering

A

-Advertisement in the technical press inviting interested parties to apply for tender documents
-Everyone has equal opportunities to tender and everyone has the same info
-Employer is not bound to accept the lowest or any tender

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8
Q

Advantages of open tendering

A

 Results in very competitive tendering prices
 Creates opportunities to a larger number of contractors
 Better competition
 Traditional method, so familiar to everyone in the industry

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9
Q

Disadvantages of open tendering

A

 Can result in a contractor who has little experience being chosen (no reliability about the quality of the work)
 The tender process takes a long time- expensive
 Unreliable competition

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10
Q

Characteristics of Single Stage Selective

A

o A short-list of suitably qualified contractors are invited to tender for the proposed works- these names may be pre-approved or drawn up through a pre-qualification process
o Useful as simple
o Most popular tending form for large contracts

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11
Q

Advantages of single-stage

A

 Reduces tendering costs and time
 Can select a reliable experienced contractor

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12
Q

Disadvantages of single-stage

A

 Tendering prices not as competitive as there is less competition
 Difficult for new firms to obtain work
 Can be biased

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13
Q

Characteristics of Two-Stage Selective

A

Stage 1: Selection of contractor through competitive tendering, and the establishment of a pricing basis for future negotiation

Stage 2: Selected contractor provides required paperwork and submits price bid

o Contractors don’t like this route as much
o Contractor selected on the basis of an approximate bill of quantities, the contractor then works closely with the design team and a final tender is submitted based on bill prices previously outline in the successful competitive tender
o Used where the selection of the right contractor is of paramount importance due to an early start being required or the need for technical contribution from the contractor
o More convoluted

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14
Q

Characteristics of Negotiation (nomination)

A

o Special case of selective, but the shortlist contains only one name
o Contractor may be selected by direct negotiation
o Challenge the contractors quoted price- can work with them
o Used with specialist contractors, a single firm is asked to submit a tender which is negotiated between the quantity surveyor and contractor
o Price tends to be higher than open competition and leads to problems for new firms

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15
Q

Advantages of negotiation

A

 Time consumption low
 Can select a reliable, experienced contractor at a reasonable price
 Contractor can contribute their expertise during design stage
 Can lead to early commencement of work on site

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16
Q

Disadvantages of Negotiation

A

 Tends to result in a higher tender figure, than if there was open competition
 Difficult for new firms to get work
 Can be risky at the negotiation stage

17
Q

Characteristics of competitive dialogue

A

o Start dialogue with multiple contractors in order to determine optimum solution. Following which the contractors compete on the basis of the identified solution
o Dialogue Stage= confidential bilateral dialogue with each contractor to identify and define acceptable solution
o Final Stage= final tenders are invited on the basis of their identified solutions
o Contractors don’t like this as they can do lots of preparation with no guaranteed work at the end

18
Q

What does the public contracts regulations 2015 state about public sector tendering

A

o Open and Selective Tendering Procedures as the normal tendering methods

o Got to be available to as many people as want to tender

o Mandatory debriefing of tenders

19
Q

What does the Social Value Act 2012 state

A

Contract awarded on the ‘best value tender’

20
Q

Define Standstill Period

A

Period of time between the notice of the contract award decision and the award of the contract

21
Q

What is the min standstill period for a public sector tender and why is this

A

-Min 10 days

-To allow for unsuccessful tenderers to consider their feedback, and gives them an opportunity to ask for further info or call for a review

22
Q

What is a framework agreement

A
  • Long-term agreement between a client and one or more works/service providers that enables the client to place contracts as and when they needed on terms pre-agreed by the parties

o Must include a minimum of 3 members
o Work must be awarded on the basis of fair criteria in the framework
o Must not last longer than 4 years
o Standstill period applies to the award of framework, not to individual call-offs

  • A pain-gain share fund is created which is split between parties in proportion to their individual contributions to the overall achievement of the stated performance indicators
23
Q

What is a joint venture

A

-Bring together multiple parties to work together smoothly
-Used on very complex projects
-Manages risk-if one contractor goes into administration
-Share knowledge

24
Q

2 types of joint venture

A

Integrated- Joint company

Unincorporated- Contractual agreement