Job Book 9th Edition - Book - Page 356
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Contractor Engagement: Supplementary Material: P/SM5
P/SM5:Selective tendering: Main contract – traditional
procurement
1. Decide whether one- or two-stage tendering is required
The one-stage procedure operates on the assumption that full information is
available to tenderers at the time of tendering. The tender figure is then the price
for which the contractor offers to carry out and complete the works shown on
the drawings and described in the contract bills/specification/schedules.
Two-stage procedures allow the selection of the contractor by means of a firststage competitive tender based on ‘pricing documents’ relating to preliminary
design information. There will then follow negotiations when the design is
completed and bills of quantities are priced on the basis of pricing provided in
the first-stage tender. This procedure is only suitable for large, complex projects,
where there could be advantage in collaborating with the contractor during
design stages.
2. Make preliminary enquiries
Send a preliminary invitation to tender to selected potential contractors. This
will enable contractors to decide whether they will tender, and allow them to
programme tendering staff effort. The letter of invitation should have attached
to it a description of the project, relating to the form of contract it is intended
to use, together with all information that might be necessary for a contractor to
assess whether they are competent and interested in undertaking the project.
It is essential that full details are sent in this preliminary enquiry.
3. Invite tenders
Send formal letters to tenderers informing them of the date for issuing tender
documents and the closing date for submission of tenders. Documents may be
dispatched by first class post or made available for collection if the number of
documents is considerable.
A standard form of tender should be issued, and all tenderers clearly told that
tenders will be submitted on exactly the same basis. Adequate time for tendering
will be determined in relation to the size and complexity of the job.
Any particular requirements of the client concerning, for example, guarantee
bonds or a certificate of non-collusion should be clearly stated in the formal
invitation.
