Job Book 9th Edition - Book - Page 358
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Contractor Engagement: Supplementary Material: P/SM6
P/SM6:Selective tendering: Main contract – design and build
procurement
1. 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 the contractor
to assess whether it is competent and interested in undertaking the project. It
is essential that full details are sent in this preliminary enquiry. In particular, for
design and build, the letter of invitation should clearly state whether this is a
one-stage or a two-stage process and the extent to which the contractor will
be expected to design the works and carry professional indemnity insurance.
The letter should have attached to it information relating to planning
requirements, e.g. whether the project is within a conservation area, etc.
Tenderers will also need to know the basis for awarding the Building Contract
(e.g. on price alone) and, if not, the extent to which other considerations will be
taken into account, such as design quality, maintenance or running costs.
2. Arrange interviews
It is particularly important to arrange for interviews in the context of design and
build. Matters to be raised might include:
• construction forms and methods favoured
• time considered appropriate for tendering and mobilisation
• design liability and insurance arrangements
• professional and technical support available to the contractor
• design and construction programme envisaged by the contractor.
The interviewing panel should include the client, the CDM coordinator and
appropriate professional advisers.
3. Invite tenders
Send formal letters to selected tenderers either enclosing the tender documents
in duplicate or informing them of the date for collection. The extent of these
documents will depend on whether the tendering is one or two stage, but should
include everything that is intended to form part of the final agreement (see
P/SM2 for a checklist of what might be included in Employer’s Requirements).
A standard form of tender should be issued. Adequate time for tendering will
depend on the size and complexity of the project, and whether this is a one- or
two-stage submission.
