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P&T Flashcards

1
Q

What is the difference between procurement and tendering?

A

Procurement is the act of obtaining a good or service. Tendering is the bidding process to award a supplier and obtain a price.

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2
Q

What procurement routes are you aware of?

A

Traditional
Design and Build
Management Contracting
Construction Management

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3
Q

Can you tell me how the risk profile differs between procurement routes?

A

Traditional: design client, construction contractor.
Design and Build, both contractor
Construction management design is client/consultant and construction is contractor.
Management contracting, contractor takes full risk

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4
Q

When would you use management contracting?

A

Flexibility and build ability in design

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5
Q

Does procurement influence risk or does risk influence procurement?

A

Risk influences procurement

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6
Q

What tender strategies are you aware of?

A

Single stage
Two stage
Negotiated

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7
Q

What is a framework agreement?

A

Umbrella agreement creating strategic relationships between clients and multiple parties.

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8
Q

What are the advantages of a framework agreement?

A

Increased collaboration and building of long term relationships
Contractor gets used to client processes
Faster procurement for call off
Economies of scale

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9
Q

What are the disadvantages of a framework agreement?

A

Reduced incentive for innovation
Reduced incentive for reduced costs

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10
Q

If you are using the same framework contractors repeatedly, how can you check their productivity?

A

Have an agreed schedule of rates, benchmark against other contractors outside of the framework

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11
Q

What is partnering?

A

Collaborative management approach based on mutual trust and openness

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12
Q

What is alliancing and when would it typically be used?

A

Variant of partnering, parties agree to work in a collaborative manner and formally share risks and rewards

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13
Q

What is value for money?

A

Optimum combination of cost and quality

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14
Q

In what circumstances would you advise using a framework?

A

Similar and repeat work, where economies of scale may be beneficial

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15
Q

Why does your client use frameworks?

A

Framework suppliers have competed successfully in the market test and have met criteria such as value for money, good practice and innovation. It drives economies of scale and ensure that suppliers are compliant around H&S, GDPR and modern slavery

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16
Q

What is the first thing an RICS member should do for a procurement strategy?

A

The RICS member should firstly identify the relative importance of the clients primary objectives and the extent of the clients attitude towards the associated risk.

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17
Q

Can you tell me an example of the first thing an RICS member should do for procurement?

A

The procurement team needs to identify the clients attitude and state them in a way and in a language that is understood by the entire project team I.e, creation of a balance scorecard

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18
Q

What are some factors which might be in the clients business case for justifying the project/informing the procurement strategy?

A

Funding - availability and total funds.
Time - required completion, and any important milestones.
Performance - the required performance and any indications of quality
CAPEX vs OPEX - balance between both, or CAPEX primary factor
Risk - the likely impact to the client organisation
Legislative requirements and environmental factors - impact of legislation, planning may make some procurement routes more or less attractive
Type of project - complexity and type, FOAK tech will require more complex solutions, repeat work will lead to a particular route

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19
Q

Is there anything you need to make your clients aware of surrounding H&S for procurement?

A

Yes, clients have significant statutory responsibilities for H&S particularly resulting from legislation such as the CDM 2015 and Building Safety Act 2022

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20
Q

What factors can influence procurement route?

A

Clients exposure to financial uncertainty.
Degree of control client wants over design and construction.
The extent of design info at time of tender
The extent of involvement by the contractor and the supply chain in design stage

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21
Q

What is the selection process for finding a suitable procurement strategy?

A

Two components:
Analysis - identification of relative importance, appendix a checklist
Choice - the consideration of possible procurement options

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22
Q

Risk categories to consider for procurement

A

Strategic risks - failure to obtain planning permission or client funding problems
External risks - changes in the environment
Project risks - overspend or delays
Discovery risks - such as poor ground conditions

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23
Q

What is a framework an example of?

A

Selective tendering

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24
Q

How long can a framework be?

A

Frameworks can range between 2-10years

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25
Once on a framework how can goods or services happen?
Call off based on agreed fees Mini tenders, shortlist of firms do a mini comp
26
Why would you use a framework?
Employers that are continually commissioning construction work use a framework to reduce procurement timescales
27
Are you aware of anything that applies to partnering projects?
BS11000-1 collaborative business relationships, gives guidance on how to select and evaluate proposed partner bids
28
What is OJEU?
The official journal of the European Union, it was an online portal that housed public sector contracts over the stated thresholds. As of Jan 21st 2021 the uk is not subject to EU regs and no longer follows the rules outlined
29
What is buildability?
Buildability can be defined as the extent to which the design of an asset facilitates the ease of construction. To help improve build ability early contractor involvement should be considered to benefit from their experience
30
What is a PQQ/SQ?
A pre qualification questionnaire sets out a series of questions for potential tenderer to answer regarding their level of experience, capacity and financial standing prior to be invited to tender
31
What might a PQQ ask for?
Company details, insurance cover, financial information, relevant experience, health and safety policy and record, information about technical and professional ability
32
Where can you get a credit check from?
Experian
33
How do you select a contractor through single stage?
Invitation to tender documents are issued to a number of competing contractors who are all given the chance to bid for the project based on identical tender documentation. This is then reviewed, scored and the employer benefits from a competitive tendering process which can lead to competitive pricing
34
What are the risks and benefits of a two stage tender?
Risks - reduce price competitiveness in the second stage and less cost certainty at commencement Benefits - early contractor involvement, take on and mitigate risks, increased collaboration
35
How would you mitigate risks associated with two stage tender?
Pain gain mechanism, pre agreed schedule of rates, ensure sufficient float in the programme
36
How do you select a contractor through two stage?
Stage 1: employer provides an outline project design and contractors compete for preferred status. The preferred contractor is usually chosen based on the quality of their bid, prelims and OH&P. The preferred contractor then joins the design team under a pre-construction service agreement. Stage 2: once the design has sufficiently progressed, the contractor enters into a detailed contract negotiation with the employer to agree the final price.
37
Why should you use a Parent company guarantee?
This should be provided to the client for additional protection in respect to the contractors performance if they are on a project and in protection in the event of contractors insolvency
38
What is a bona fide tender?
A tender submitted in good faith
39
What documents are included within tender documents?
Invitation to tender, form of tender, contract conditions, instructions to bidders, tender scoring matrix, project information, planning conditions, pricing document, quality questions
40
What would you expect to review in a single stage vs two stage?
Single stage: full ITT docs Two stage: prelims, OHP, method statement, resource plan
41
What impact does BIM have on tendering?
As BIM extracts quantities it will provide more detailed and accurate BoQ for tender to price
42
What is pre-construction information?
Essential for tender documentation, it enables prospective contractors to be fully aware of projects health and safety and welfare requirements, can include significant construction hazards and health and safety file
43
When assessing the costs for contractors prelims at tender stage what are the key considerations to determine if they are fair and reasonable?
Length of contract, type of project, size of project, security requirement, working hours, extent of contractors design responsibilities
44
Can you give me an example of contractor prelims that would be considered abnormal?
Evening/weekend working
45
What is a partnering agreement?
Partnering is a co-operative relationship between business partners formed to improve performance in the delivery of projects
46
What was the list of objective for companies to partner with in the future?
Similar vision to our own, complementary services, areas which enable our route to market, outstanding service, health and safety record
47
What are the advantages and disadvantages of partnering?
Skills which cover all areas, win win culture People may not keep their word, relationship can turn transactional
48
What type of partnering agreements are there?
Sub/prime, MOU, informal
49
How do partnering agreements change around the world?
Based on the nature of the work, the size, scale and complexity. In more developed regions prime, less developed regions sub. Important to remember that global businesses have different operating procedures in different locations
50
How can partnering improve efficiencies across different sectors?
Increased scale by combining resources, shared expertise and innovation, complex problem solving, reliability can lead to growth in other regions ensuring long term impact
51
How can partnering secure route to market?
Access to established networks by partnering with organisations that have a strong presences in target market. Local partners can help navigate regulatory requirements and compliance issues
52
What was E&S objectives?
Subsidiary of Northumbrian Water Group
53
What is LFP?
Installation of eel friendly screening equipment at the abstraction point and fish pass on the river blackwater to comply with the eel regs 2009
54
What are the eel regulations of 2009?
Came into force to counteract the fall in the number of eels. As eels migrate up and down rivers, any man made structures may hinder migration. The provision of eel pass structures and the screening on intakes where water is abstracted is required under the act
55
Why did you recommend that work should be rendered competitively for E&S?
By competing with others for work, contractors are incentivised to submit a competitive offer. Ensures supply chain are committed, like for like quotations, provides opportunity to market to win business
56
Can you tell me the process you followed on E&S?
Define project objectives Develop PQQ Shortlist suitable suppliers Developer ITT Manage tender process Tender response, moderation and interviews Evaluate responses and BAFO Award and provide feedback
57
What was the contract used on E&S?
Nec Option A
58
Was there any lessons learnt from E&S tender process?
Deadline was originally just after Christmas, this was not good deadline due to annual leave
59
How did you manage the process for E&S?
Online platform Ariba
60
How did you review the tender returns for E&S?
Moderation and interviews, evaluate responses for these against the criteria created
61
How did you know the initial estimate for Contraxtor on e&s was incorrect?
Based on the clients OCE
62
What was the weighting between quality and price on E&S?
80% price, 20% quality. Answer from 0-10 unsatisfactory to excellent based on evaluation guideline
63
Can you provide how price was calculated?
Prelims price, fee for the works, measured works
64
Why was their no time criteria in E&S?
Programme covered in quality with identification of important dates

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