Obtain tenders and appoint contractors
Overview
This standard is about shortlisting tenderers, selecting documentation, obtaining, and evaluating tenders and appointing contracts in accordance with current organisational requirements which are equal to or exceed current statutory and legislative requirements
This standard is for people working in the occupational area of construction contracting operations management and can be used by operatives, supervisors and managers
Performance criteria
You must be able to:
Shortlist tenderers P1 select a tender process for the procurement of supplies and services for the project which meet the contract conditions P2 decide how many tenderers to invite P3 identify and select criteria to ensure a fair and consistent pre-qualification and tender process P4 send pre-qualification enquiries to potential tenderers P5 evaluate submissions received against the selection criteria P6 prepare a list of potential tenderers based on the selection criteria, submit to decision makers and modify the tender list to reflect any agreed changes Select documents P7 identify documentation which is suitable for the type of procurement P8 evaluate and select valid options for documentation, discuss and agree them with relevant stakeholders P9 prepare documentation and descriptions including any identified changes, clarifications or corrections P10 ensure any prime costs, provisional sums and contingencies are included in the documentation
P11 obtain necessary checks and approvals to confirm documentation complies with organisational procedures
P12 compile the invitation to tender
Obtain tenders
P13 issue the invitation to tender to selected tenderers
P14 record and investigate any queries, ambiguities, errors, or omissions which are reported by tenderers P15 ensure that any queries, ambiguities, errors or omissions and responses are shared with all tenderers P16 amend the tender documentation to include any changes and ensure that contract addendums are updated P17 ensure accurate records are kept of documents issued and responses received P18 acknowledge receipt and check compliance of the tenders received Evaluate tenders and appoint contractors P19 evaluate the tenders received against the agreed criteria P20 check with tenderers regarding any discrepancies, omissions or errors that are found in the tenders, and make any amendments which tenderers authorise P21 choose the preferred tender which meets the criteria and presents the best value P22 negotiate and agree any variations, adjustments and corrections with the preferred tenderer and confirm them in writing, subject to contract P23 formally appoint the successful tenderer in accordance with organisational requirements P24 notify tenderers who have been unsuccessful and provide appropriate feedback
Knowledge and Understanding
You need to know and understand:
Shortlist tenderers Performance Criteria 1 K1 how and why to select a tender process for the procurement of supplies and services for the project which meets the contract conditions
Performance Criteria 2
K2 how and why to decide how many tenderers to invite
K3 what factors to consider when deciding how many tenderers to invite
Performance Criteria 3
K4 how and why to identify and select criteria to ensure a fair and consistent pre-qualification and tender process in accordance with organisational requirements
Performance Criteria 4
K5 how and why to send pre-qualification enquiries to potential tenderers
K6 what action to take if insufficient response is received in accordance with organisational requirements
Performance Criteria 5 K7 how and why to evaluate submissions received against the selection criteria
Performance Criteria 6 K8 how and why to prepare a list of potential tenderers based on the selection criteria, submit to decision makers and modify the tender list to reflect any agreed changes Select documents Performance Criteria 7 K9 how and why to identify documentation which is suitable for the type of procurement Performance Criteria 8 K10 how and why to evaluate and select valid options for documentation K11 how and why to discuss and agree valid options with relevant stakeholders in a way that promotes goodwill and trust Performance Criteria 9 K12 how and why to prepare the documentation and descriptions including any identified changes, clarifications and corrections
Performance Criteria 10
K13 how to obtain the forecast of the prime costs, provisional sums and contingenciest K14 why to ensure any prime costs, provisional sums and contingencies are included in the documentation Performance Criteria 11 K15 how and why to obtain necessary checks and approvals to confirm documentation complies with organisational procedures Performance Criteria 12 K16 how and why to compile the Invitation To Tender (ITT) Obtain tenders Performance Criteria 13 K17 how and why to issue the Invitation To Tender to selected tenderers Performance Criteria 14 K18 how and why to record and investigate any queries, ambiguities, errors or omissions which are reported by tenderers Performance Criteria 15 K19 how and why to ensure that any queries, ambiguities, errors or omissions and responses are shared with all tenderers Performance Criteria 16 K20 how and why to amend the tender documentation to include any changes and ensure that contract addendums are updated Performance Criteria 17 K21 how and why to ensure accurate records are kept of documents issued and responses received K22 how and why to agree and implement any necessary action if tenderers withdraw from the process Performance Criteria 18 K23 how and why to acknowledge receipt and check compliance of the tenders received Evaluate tenders and appoint contractors Performance Criteria 19 K24 how and why to evaluate the tenders received against the agreed criteria Performance Criteria 20 K25 how and why to check with tenderers regarding any discrepancies, omissions or errors that are found in the tenders, and make any amendments which tenderers authorise Performance Criteria 21 K26 how and why to choose the preferred tender which meets the criteria and presents the best value Performance Criteria 22 K27 how and why to negotiate and agree any variations, adjustments and corrections with the preferred tenderer and confirm them in writing, subject to contract Performance Criteria 23 K28 how and why to formally appoint the successful tenderer in accordance with organisational requirements Performance Criteria 24 K29 how and why to notify tenderers who have been unsuccessful and provide appropriate feedback