Tender Documentation and Evaluation Flashcards
What does CPI stand for
Coordinated Project Information
What is provided in the CPI
-Drawings
-Specifications (Preambles)
-Bill of Quantities
-Activity Schedules
-BIM Modules
Purpose of BOQs
Basis for or facilitates:
-Tender invitation/evaluation
-Valuation of variations
-Obtaining subcontractors quotations
-Negotiating further contracts
-Ordering of materials
What are contained in the preliminaries to bill of quantities
-Nature, location and scope of works
-Names of parties
-List of project information
-Employer’s requirements and contractors obligations
-States contract form and particulars
-Specific requirements to be priced
BoQs- Specifications (Preambles)
-Specification clauses in the BoQs, which describe the expected type and standard of materials and workmanship
-Includes the relevant BS references
-Must be read in conjunction with info on drawings in measured works section of BoQ
BoQs- Provisional Sum
A pre-assessed sum included to cover work which cannot be given and described in accordance with the measurement rules
Charge to a project, but cannot chargeto a specific task- site security, site offices, insurance
* Defined= if the nature and quantity of the work can be identified
* Undefined= scope of work is unknown
BoQs- Prime Cost (PC) Sum
Sums of money included in BoQs either for works to be carried out by a nominated subcontractor or for materials and plant to be supplied by a nominated supplier
Used for sections of work specifically intended to be executed by specialist firms
Sum to cover works yet to be fully designed
BoQs- Dayworks
Any varied work that cannot be properly measured and valued
Daywork rates are based on prices prevailing at the time of such work
Tender Documents
- Formal invitation/instructions to tenderers
- Form of tender
- Form of contract, contract conditions and amendments
- Pricing document – BoQ, Activity Schedule, SoR
- Employer’s Requirements (Design-Build route)
- Contractor’s Proposals (Design-Build route)
- Employer’s information requirements for BIM
- Design drawings (and BIM model)
- Specifications
- Health and Safety File
- Tender return slip
How must tenders be received
- All sealed tenders must be deposited at the designated point at the scheduled time
- Late tenders should not be entertained
How should tenders be opened
- Attendance register
- No tender must be opened before he latest time for submission of tenders
- All tenders should be opened at the same time
- Announcement of tender figures, contract periods and all attached documents for each bid
- Minutes of the tender opening should be produced
Tender Evaluation-Responsiveness
- Check that the tender has broken no rules
- Each tender must be substantially responsive to the requirements set out in the tender documents
- Only admissible tenders will proceed to the next stage
- Tenders with qualifications to be amended to withdraw the qualifications, but without amending the price
Basis of tender award
- Either Lowest price tender
- Or best value- offer to be based upon weighted evaluation criteria notified to tenders in advance
o Best value includes quality, price, technical merit, aesthetics, functional and environmental characteristics, running costs, cost effectiveness, lifecycle costs, period required for completion
Tender Pricing Strategies by contractors
o Cover Pricing-contractors want to stay on a clients pre-qualified list, so they ask another contractor to price and then tender that price + percentage increase for profit
o Front-end or back-end rate loading- if contractor is cash strapped load rates appearing at the start
Correction of Errors within Tender
o Approach 1
Tender is notified of errors and is given an opportunity to confirm or withdraw tender
If tender is withdrawn the second lowest tender is examined
o Approach 2
Tenderer is notified of errors and is asked if tender is to be confirmed or if genuine errors are to be corrected
If the corrected total is no longer the lowest it is set aside and the lowest is now examined
If it is still the lowest after correction, tenderer is given the opportunity to insert the corrected detail on the tender form
