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RICS Mandatory > 2 - Procurement and Tendering > Flashcards

2 - Procurement and Tendering Flashcards

1
Q

What are the general steps of a Tender?

A
  • Procurement/Tender Strategy
  • ITT - Invitation to Tender
  • PQQ
  • Collation of Tender Docs in to Form of Tender
  • Issue to tenderers
  • RFIs/TQs etc.
  • Open tenders
  • Compare and compile tender report
  • Recommendation
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2
Q

What goes in a Form of Tender

A
  • Preconstruction and H&S information
  • Design information - specs, drawings
  • Project information - people, org chart, processes
  • Project requirements - programme, constraints, risks etc.
  • Performance criteria
  • Proposed form of contract and requirements - collateral warranties, guarantees etc.
  • Pricing document/BoQ
  • Tender scoring criteria
  • Tender process
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3
Q

What is included in a tender report?

A
  • Overview of process (audit trail)
  • Credit check results
  • Analysis of return against PTE
  • Any levelling, amendments, omissions etc. to create a fair comparison
  • Scoring against criteria
  • Key issues, such as qualifications
  • Overall scoring matrix
  • Recommendation
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4
Q

What is the difference between single and two stage tendering?

A

Single - Client issues tender for whole project. Doesn’t get ECI, but does get a price for what they want.

Two-Stage - Client issues tender for initial stage to enter in to a PCSA in order to gain ECI for the contract later.

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5
Q

What does the Contractor price/provide in the first stage of a two stage tender?

A
  • Design and development fee
  • OH&P
  • Design process fee
  • Preliminaries
  • Programme
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6
Q

How does the Contractor price the second stage of a two stage tender?

A
  • In theory, based on the agreed rates under the first stage, but all might be subject to negotiation
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7
Q

What are the risks/benefits of a two-stage tender?

A
  • Better buildability
  • Helps develop a more viable scheme
  • Certainty of costs
  • Developed knowledge of the whole project team
  • Programme improvement potential as better understanding of delivery requirement etc.
  • Stuck with one Contractor
  • Client is driven by contractor - can lose control/power over what they want
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8
Q

What are the risks/benefits of a single-stage tender?

A
  • Can tender to multiple contractors
  • Suitable for the traditional procurement route
  • Retains control of requirements with Client
  • Can take longer and cost more overall as no ECI benefit
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9
Q

What is Management Contracting?

A
  • Works constructed by different works contractors who are contracted to a management contractor
  • Management contractor paid on a fee basis and brought into the project early.
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10
Q

What is Construction Management?

A

A client places each contract package themselves, but usually gets a construction manager to help coordinate.

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11
Q

What are the Risk/benefits to Construction Management?

A
  • Speed
  • No main contractor overheads
  • Needs lots of experience
  • Price unknown until last package is let
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12
Q

What are the Risk/benefits to Management Contracting?

A
  • Speed
  • Reduced main contractor overheads
  • Programme risk technically with the Main Contractor
  • Needs lots of experience
  • Price risk with Client - unknown cost until last package is let
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13
Q

What is the purpose of tendering?

A

Formal written offer to carry out work
- Auditability
- Parity
- Accountability
- Ensuring everything has been picked up
- Getting the right cost for the works

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14
Q

What are the three types of tender strategy?

A
  • Single
  • Two stage
  • Negotiated
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15
Q

What is a Pre Tender Estimate?

A

Effectively a benchmark against which the tenders can be compared for the Client.

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16
Q

What law governs public procurement?

A

Public Procurement Regulations 2023

17
Q

What is the threshold for value of government works?

A

£5.3m, but varies for different types of works

18
Q

What has replaced OJEU in the UK?

A

Same rules under Public Procurement Regs, but now uses FTS - Find a Tender Service?

19
Q

What are the main UK Public Procurement procedures?

A

Open - Open to all

Restricted - Bidders can request to tender, but only selected bidders are chosen to tender

Negotiated - Direct to one supplier but only in extreme cases (urgent works, timescales can’t be complied with)

Competitive Dialogue - Speaking to multiple bidders to try and work out a solution. Not sure of your requirements.

20
Q

What are the fundamental principles of public procurement?

A
  • Value for money
  • Transparency
  • Public Good
  • Non-discriminatory
  • Fair treatment of suppliers
21
Q

What did the Public Procurement Regulations 2021 change?

A

Mainly the thresholds for public procurement. Now it’s £5.3m rather than £4.7m.

22
Q

What are the three main types of Contractor selection?

A
  • Open
  • Selective
  • Single/Negotiated
23
Q

Finder Tender Service

A
  • Portal facilitates contractor selection depending on what you are procuring.
  • Thresh hold if over the 5.3m amount
24
Q

What is procurement?

A

The act of obtaining goods and services

25
Q

What are Employers Requirements?

A

A document setting out the requirements from the employer for the project. This can be performance specifications and drawings.
- Design specs
- Payment schedule
- Brief
- Sections of work and phasing
- CSA
- Insurances

26
Q

What is tendering?

A

The process in which the employer invites contractors or consultants to bid for a project / work.

27
Q

What is OJEU?

A

Official Journal of the European Union
An online portal that houses public sector contracts over the procurement threshold.

28
Q

What happens if you notice a mistake in the tender?

A

The tenderer should be given the details of the error and afforded the opportunity of confirming or withdrawing their tender.

29
Q

How would you deal with front loading of a tender?

A

Request they remove the front loading and it may provide grounds for disqualification.

30
Q

What is the CSA?

A

Breaks down a contractors price into a form where it can be compared to other tenderers. It can then be used as a base to calculate payments

31
Q

What is a cost-remeasurement contract?

A

Where the amount paid for the work carried out is based on the remeasurement of work after it has been carried out, usually against a schedule of rates contained in the contract

32
Q

What is a cost-reimbursable contract?

A

The contractor is reimbursed the direct costs that they incur with an additional fee

33
Q

What is a lump-sum contract?

A

Where the contract sum is known before work starts on site and the contractor agrees to undertake a defined amount of work for a specific amount

34
Q

What is a measurement contract?

A

Same as a re-measurement contract

35
Q

How do Stace bid for a job?

A
  • Suitable skill / expertise
  • Conflict of interest
  • CV match requirements
  • Fee proposal document
  • FRS
36
Q

What is Serial Tendering?

A
  • Involves preparations of tenders based on typical schedule of works.
  • Good for similar projects and encourages people to put in low rates as repeat work
37
Q

What did the Public Procurement Regulations 2023 change?

A
  • If unable to value a contract it will be valued at the relevant threshold to trigger compliance with the PCR
  • Contracts cannot be terminated in a way that “circumvents” the procurement rules under the PCR
  • Cannot use Prior Information Notice as a call for competition
38
Q

How does public procurement work?

A
  • Value of contract depends whether it is subject to the full regs
  • Advertising to FTS
  • Preliminary consultation to understand scope etc
  • Tender strategies
  • Time limits
  • Evaluation criteria
39
Q

Public Procurement below the threshold?

A
  • Central Government £10k
  • Sub-central Government £25k

Anything above needs to go to Contracts Finder. Under can be given to whoever.

RICS Mandatory (12 decks)

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