Job Book 9th Edition - Book - Page 355
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Contractor Engagement: Supplementary Material: P/SM4
4. Invite tenders
Use the correct standard forms appropriate to the form of contract and check
that all relevant information is entered before sending.
Check the information to be issued with the tender form, in particular the
numbered documents (e.g. drawings, schedules, bills or specification) relevant
to the subcontract works. They should adequately define the work to be tendered
for. A covering letter may or may not be considered necessary.
If the subcontract work is such that no particular form or set of procedures is
required under the terms of the main contract, then send tender information
under a suitable enclosing letter.
In the majority of cases, domestic subcontract works will be entirely a matter
between the main contractor and their selected subcontractors. However, if the
Building Contract makes provision for the architect to select subcontractors, who
will nevertheless be domestic, and the contract does not require any practitioner
form to be used, the architect may need to write letters of invitation to them.
There may also be situations where the architect wishes to include the name
of domestic subcontractors in main contract tender documents, if the Building
Contract does not preclude this.
5. Deal with tenders
Tenders should be opened as soon as possible after the date for receipt. Check
that everything specified has been included. Note any omissions or added
conditions and pass to the relevant consultants for comment, and to the cost
consultant for cost checking.
Once a selection has been made, approve the selected tender on behalf of the
employer.
Notify unsuccessful tenderers at once, but do not give tender figures until a
decision to proceed with the successful tenderer has been reached.
Where there is a direct subcontractor/client agreement, and only if considered
desirable in the particular circumstances, issue instructions concerning advance
ordering of design works, materials or fabrication. Do not do this before obtaining
the client’s agreement in writing.
After the appointment of the main contractor, meticulously follow the procedures
set out in the main contract for instructing the acceptance of the subcontract
tender. Before issuing the instruction, check that the offer is still open for
acceptance, and that the particulars on which the tender was based have not
changed.
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