Complete Management of the Tender Process from Start to Finish
When the procurement method and works packages have been agreed the Quantity Surveyor will prepare with the Client, Project Manager and members of the design team a list of potential contractors for the works. Pre-qualification is then carried out to determine potential contractors’ suitability for the specific work packages (previous experience, capacity to undertake the works, financial status etc.) and their interest in taking part in the tendering process; following which final tender lists are agreed.
GES usually compiles the full set of tender documentation, including drawings and specifications, and issues the tender packages to the tenderers. After the tender has been issued queries are often raised by the tenderers with respect to the tender documentation; GES then coordinates, prepares and issues the Tender Addendums to the tenderers as well as responding to any commercial, contractual or BoQ related queries.
Tender submission is normally closed and depending on the particulars of the project tenders maybe delivered sealed to the Clients, Project Managers or GES’s office with the tender opening being attended by more than one party and recorded by GES. Once the tenders have been opened GES will prepare a detailed tender analysis that involves evaluation of the bidders’ pricing together with any exclusions, qualifications, or clarifications and their cost implications. Pricing queries are issued by GES to the tenderers as part of the tender negotiation highlighting errors, omissions, pricing irregularities etc. to arrive at “apples for apples” comparable tenders that are compliant with the tender documentation. These reviews may be both by documentation queries and tender review meetings with the bidders’ and frequently require multiple rounds of submissions.
After the tenders have been compared and negotiations held, GES can then issue a tender report dealing with the commercial and contractual matters which when combined with the technical evaluation completed by the Project Manager covers the three main key elements of time, quality and cost. Working with the Client, Designers, and Project Managers we can prepare evaluation criteria to review both financial and non-financial aspects of the bid, including the relevant experience, proposed staff, references, schedule, quality systems and safety policies from which recommendations are issued to the Client for Contractor appointment.
Once the final Contractor selection has taken place GES will prepare a Letter of Award or similar if required and prepare the contract document for signing by the parties.