SOE Questions Flashcards
Can you describe the key factors that influenced the client’s decision to proceed with a two-stage negotiated procurement route despite your advice?
The key driver for the client was programme as there was an end user already lined up for the unit. They had a date which had to be met as they were demolishing the existing unit they had so the new one NEEDED to be in place for this. Therefore, the client was happy to proceed against my recommendation in order to secure the fastest programme possible. By overlapping design and tender the contractor could assist with buildability advice speeding up the design process, less time in tendering overall due to the two stage model and collaborative approach taken. The client had a strong working relationship with the contractor which negated some of the potential risks such as lack of competition and the ramping up of price in the second stage.
How did you proactively assess the competitiveness of the tender rates in the absence of competing tenders?
Open book tendering enforced during the second stage. Oversight of subcontractor proposals etc.
Benchmarking against current day market rates with help of specialist subcontractors
PTE
BCIS - TPF etc.
Could you elaborate on your recommendations regarding fixing overheads and profit?
A strength of two stage tendering is that it allows you to fix certain elements of the tender which aids in price certainty before conclusion of the second stage. By recommending we fix OH/P and also prelims these elements were derisked going into the second stage.
How did you manage the challenges associated with the contractor’s refusal to establish fixed rates?
Further importance given to benchmarking to ensure that all rates were fair and competitive. Constant checks against benchmark rates, the PTE and assessments of the risk register to ensure all as accurate and ‘fair’ as possible.
Can you explain the specific challenges associated with achieving a BREEAM Excellent rating for the Calthorpe Road project due to the building’s age?
Due to its age the thermal conductivity of the building could be considered poor. This meant that in order to improve this the solutions were considerably more expensive than what the cost might be on a more modern building. For example roof insulation was at a poor standard, windows were a temperature vacuum with extensive requirements for refurbishment.
Describe the alternatives you considered for on-site electrical generation at Calthorpe Road?
ASHP - Not compatible with existing radiator system. Aesthetic impact on externals.
GSHP - Too expensive due to excavation requirements.
PV Panels - Aesthetically impacted the building. Slate was the final option proposed.
What factors influenced your recommendation of photovoltaic roof slates, and how did this choice align with the client’s desire to maintain the traditional aesthetic of the roof while meeting BREEAM requirements?
We had to assess the structural strength of the roof. More than 25% of the roof was also beign replaced and so there were implications with regard to Part L and consequential improvement so we had to reinsulate the roof. However we had already planned to do this to increase thermal conductivity of the building for BREEAM credits.
What are the five rules of conduct that RICS upholds?
- Be honest, act with integrity and comply with professional obligations to the RICS.
- Maintain professional competence and ensure tasks are carried out by other competent indivduals.
- Respect others and encourage D&I
- Provide good quaity and diligent service
- Act in public interest, take responsibility, prevent harm, uphold public confidence in the profession.
How did you ensure that all tenderers received the information simultaneously and tender returns were opened in the presence of the client?
Issued via email - drafted emails up and scheduled send so that they all received emails simultaneously.
A meeting was setup with the client where they came to our office and we had a brief review of each tender.
How did you measure the external walls in accordance with NRM1 and schedule the values into the cost plan for pricing?
Select drawings, elevations, conduct scale check. Measure perimeter of the building and times by height. Subtract m2 value for windows.
Apply rates to measurements and insert into elemental breakdown within cost plan.
How did you measure the external walls in accordance with NRM2 and schedule the values into the cost plan for pricing?
Meters for any cladding types <600mm width. Numbers for any areas less than 1m2. All other areas m2 values measured off elevations.
Difference between a BOQ and CSA?
BOQ is a full itemized breakdown of quantities and rates all in accordance with NRM2. Typically produced from Stage 3/4 of RIBA POW. A CSA breaks down contract sum into its constituent parts but doesnt have the same stringent requirements as a BOQ. CSA typically used in D&B whereas BOQ used in traditioal fully designed works.
How did you rebase the cost plan using BCIS indices and what factors did you use?
Inputted a BCIS location factor, along with tender price indices to adjust the overall tender price based on the details of the project.
Insert a clause into the assumptions section so that its clear this has been used to readers.
How did you adjust the preliminaries to match the initial allowance and align with the original agreement?
Conducted a simple comparison against the stage one tender. Clear increases were evident on a number of items. These were displayed in a simple table detailing the delta between items. The contractor coneded and we reduced the preliminaries to the original allowance.
What are some benefits of using fibre reinforced slab instead of traditional mesh reinforced slab?
- Improved speed of lay
- Less labour requirement
- Uniform reinforcement (no uneven distribution)
- Reduced shrinkage cracking
- No requirement for movement joints
How did you evaluate the costs in the second stage tender and what tool did you use?
Open book tender procurement method was enforced so we had a detailed review of each and every trade package submission.
Asses these against our internal benchmarks to ensure competitive.
What is an ‘ethical screen’ and why did you implement it on one of your projects?
To avoid conflict of interest
- Seperate data storage
- Seperate loaction
- Strict communication protocols
- Regular reviews
- Encouragement of open and honest disclosure
How did you manage the change control procedure on site and what documents did you use?
Early warning tracker
Change tracker
Change order form - clear data entry points for cost, programme impact, technical detail
Regularly audit the change control process to ensure compliance and effectiveness.
Maintain cadence with contractor on awareness ensuring that change is an agenda item so that it is discussed on a regular frequent basis. Detailed holistic reviews with the design team to ensure costs accurate and elegible.
What are some factors that can influence the procurement decision-making process?
Budget constraints most commonly, but also requirements on quality and schedule.
Current economic climate has also been a huge driver in recent years as exemplified on the Cheshire project referenced in my SOE.
Regulatory requirements
Supplier capability
Client preference
How did you assess the submissions for the pre-qualification questionnaire and what criteria did you use?
Establish a clear scoring matrix with the client prior to PQQ submission to ensure the clients valued are accurately portrayed and communicated through the scoring.
Assess financial stability with a dun & bradstreet check
Assess technical capability with engineer/architect in attendance at review to ensure sufficiently competent
Verify capacity and resource through query and organogram inspection
Check H&S records and ensure up to date and of good standard
What are some challenges of achieving BREEAM Excellent rating on an old building and how did you overcome them?
Challenges:
Design and structural limitations Heritage and conservation restrictions Outdated building systems Cost constraints Energy efficiency hurdles
Strategies:
Early assessment and planning Collaboration with heritage authorities Innovative retrofit technologies Lifecycle cost analysis Resource efficiency Adaptive reuse Energy performance improvement Experienced consultants Stakeholder engagement Continuous monitoring and reporting.
How might you coordinate with the design team and the client’s solicitors to prepare the tender documentation?
Clients solicitors were consulted as they provide any specific contract amendments the client requires prior to execution. These might be items such as LADS (which we as QS should not advise on)
Design team for drawings, specifications ensuring the latest up to date detail is issued and is all correct.
What are some examples of provisional sums and why did you advise the client to eliminate them from the tender returns?
Provisional sums are sums of money inserted into a contract sum that are kept as ‘provisional’ in nature pending the later fixety. They are provisional due to the unquantifiable/unmeasurable nature of the items. For example a typical prov sum is obstruction removal to account for unknowns in the ground when piling or generally conducting earthworks.
By removing prov sums from the contract sum this technically ‘buys out’ the risk on these items leaving the value determined and therefore a higher price certainty for the client. This is viable when the client has a low appetite for risk.
How did you create a pre-planning client development programme using Microsoft Project and what approach did you use to discover the critical path?
Microsoft project is a project programme tool. It is designed to assist in developing a schedule, assigning resources to tasks, tracking progress and analyzing workloads. Programmes are visualized in a gantt chart.
First step when determining the programme was the determination of all the individual tasks involved. These were centered around the final date in which vacant posession was to take place. The client wished to have all surveys and works ready so that a planning application could be submitted once the VP was confirmed.
Bat surveys, demolition budgets, asbestos surveys etc..
MS Project has an inbuilt critical path analysis toolmthat identifys the path.
