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How can you prepare and evaluate tender documents more effectively?

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Tender documents are the basis of any construction contract and procurement process. They define the scope, quality, cost, and time of the project, and invite bids from potential contractors. However, preparing and evaluating tender documents can be a complex and time-consuming task, especially for large or complex projects. How can you make this process more effective and efficient? Here are some tips to help you.

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Belal Elmasry, PMP?, PMI-PBA?, PMI-RMP?

Commercial/ Cost Manager | EPC | ERP | Fabrication | PMP? | PMI-PBA? | PMI-RMP?
Justin Fellows

Independent Quantity Surveyor and Data Analyst | Expert Analysis for Construction Lawyers and Commercial Directors in…
Ahmed Marzouk

AssocRICS | CIPSCA | CICCM | PMP? | Contract / Commercial Management

1 Know your objectives

Before you start preparing tender documents, you should have a clear idea of what you want to achieve with the project. What are the main goals, requirements, and constraints? What are the risks and opportunities? How will you measure success and performance? Having a clear vision and strategy will help you craft tender documents that are aligned with your objectives and communicate them clearly to potential bidders.

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Justin Fellows

Independent Quantity Surveyor and Data Analyst | Expert Analysis for Construction Lawyers and Commercial Directors in Resolving Complex Claims and Disputes
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Also consider making the process easier to get tenders returned back to you, in the time available / provided. Are you going to achieve this by using a Bill of Quantities (BQ) over say drawings and specifications. If you choose to send out drawings and specifications only i.e. no BQ, then this will make the comparison of any tenders more involved. Also using drawings and specifications will likely(in today's market) reduce the number of tenders you get returned. Again using drawings and specification for tendering purposes over a BQ, will invariably require a longer tender period. Also consider the form of contract, procurement method, contractor design aspects, risk transfer el/m, contract amendments, av of resources and inflation.

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2 Choose the right format

There are different types of tender documents, such as invitation to tender (ITT), request for proposal (RFP), request for quotation (RFQ), and request for information (RFI). Each one has a different purpose, level of detail, and evaluation criteria. Depending on the nature and complexity of your project, you should choose the most appropriate format that suits your needs and expectations. For example, an ITT is suitable for projects with well-defined specifications and requirements, while an RFP is more flexible and allows for more creativity and innovation from bidders.

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3 Use standard templates

Using standard templates for tender documents can save you time and effort, as well as ensure consistency and clarity. You can find various templates online or use your own existing ones. However, make sure to customize them according to your specific project and context. Don't just copy and paste generic information or clauses. Tailor them to reflect your objectives, scope, criteria, and expectations. Also, check for any errors, inconsistencies, or ambiguities in the documents before issuing them.

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4 Evaluate bids objectively

Once you receive the bids from the contractors, you need to evaluate them objectively and fairly. You should use a scoring system or a matrix that assigns weights and scores to different aspects of the bids, such as technical quality, price, experience, references, and compliance. You should also follow the evaluation criteria and procedures that you specified in the tender documents, and avoid any bias or favoritism. You should document the evaluation process and results, and provide feedback to the bidders.

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5 Negotiate the contract

After you select the preferred bidder, you need to negotiate the contract terms and conditions with them. This is a crucial step that can affect the success of the project and the relationship between you and the contractor. You should aim for a win-win situation that balances your interests and expectations with those of the contractor. You should also be prepared to compromise and resolve any issues or disputes that may arise. You should review and finalize the contract documents carefully, and sign them only when you are satisfied with them.

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Ahmed Marzouk

AssocRICS | CIPSCA | CICCM | PMP? | Contract / Commercial Management
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Whether you are assuming the mantle of the client or the contractor, the contract needs to be risk balanced for both parties. The most important aspect of a project, is actually completing the project, a thing that allows the client to fulfil a certain goal behind the project, and allows the contractor to achieve profit and add expertise to their portfolio. The contract is crucial for this to happen, and negotiating a middle ground to reach a good deal with realistic conditions, time schedule, prices and guarantees, is key for the overall project success.

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6 Manage the contract

The last step is to manage the contract throughout the project lifecycle. You should monitor and control the performance and progress of the contractor, and ensure that they deliver the project according to the contract specifications, quality, cost, and time. You should also communicate regularly and effectively with the contractor, and address any changes, risks, or problems that may occur. You should also evaluate and close the contract at the end of the project, and document the lessons learned and best practices for future projects.

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Belal Elmasry, PMP?, PMI-PBA?, PMI-RMP?

Commercial/ Cost Manager | EPC | ERP | Fabrication | PMP? | PMI-PBA? | PMI-RMP?
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It's important to manage the contract so that you have a clear understanding of the terms and conditions of the contract before you start managing it. for example, scope of work and payment terms. Thus, It's important to establish a system to monitor and track the contractor's / subcontractor's performance. may include regular meetings and status reports. Also, It's important to accept changes and risks. This may require modifications to the contract or project plan. and you should prepare the contract evaluation at the end of the project and what could be improved for future projects.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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MUWAZ K.
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Also during the tender process, It’s very important for the tendering authorities to secure the project documents such as Design layout,3D views,BOQ and other essential drawings. If the same is being shared to the bidder,the SPOC should ensure to share the NDA(non-disclosure agreement) forms and get it signed by the contractors,suppliers to secure the project data.

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How can you prepare and evaluate tender documents more effectively?

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1 Know your objectives

2 Choose the right format

3 Use standard templates

4 Evaluate bids objectively

5 Negotiate the contract

6 Manage the contract

7 Here’s what else to consider

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