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Construction Industry Development Board
development through partnership
Construction Procurement documents
2c
Construction Industry Development Board
development through partnership
Objective of procurement documentsProcurement documents should in general:a) require tenderers to submit particulars sufficient for the employer to evaluate their tenders and to assess their status, capabilities and capacities to perform the contract;b) set out in a clear and unambiguous manner
criteria by which tenders are to be evaluated;c) define the risks, liabilities, contractual obligations of the parties to the contract;d) define the nature, quality and quantity of
supplies, services or works to be provided in the performance of the contract.
Construction Industry Development Board
development through partnership
A first principle approach to procurement documentation
Procurement documents are required primarily to
• solicit tender offers; and
• form the basis for a contract.
Construction Industry Development Board
development through partnership
•Proposed terms and conditions•Description of what is to be provided•Requirements for and constraints to the works
Employer solicits tender offers
Tenderer compiles tender offer and submits it to the Employer
input
Employer compiles contract after evaluating tender offers
output
Response to tender and financial offer
input
Terms and conditionsDescription of what is to be providedRequirements for and constraints to the works Amounts payable on completion of an activity, deliverable or attainment of a milestone
output
Construction Industry Development Board
development through partnership
Principle
In order to have a fair, transparent, cost effective and equitable solicitation process, employers should:
• provide tenderers with clear instructions as to how they are to submit their tender offers; and
• inform them as to how their tenders are to be processed following their receipt.
Construction Industry Development Board
development through partnership
Key principle
There should be complete separation in contract documentation between conditions of tender, conditions of contract specifications and terms of payment (including methods of measurement).
Should this be done, different conditions of contract and payment systems can be used without affecting the remaining component documents
Construction Industry Development Board
development through partnership
Documents that relate to the “Tender” (See SANS 10403)
Tender Notice and Invitation to Tender
Alerts prospective contractors to the nature of the supplies, services and works required by the employer and should contain sufficient information to enable them to respond appropriately.
Tender Data
States what the applicable conditions of tender are and where they may be found. Tender Data also provides the variables for standardised conditions of tender.
Construction Industry Development Board
development through partnership
List of Returnable Documents
Ensures that everything the employer requires a tenderer to submit with his tender is included in, or returned with, his tender submission.
Returnable Schedules
Contains documents that the tenderer is required to complete for the purpose of evaluating tenders, and other schedules which upon acceptance become part of the subsequent contract.
Construction Industry Development Board
development through partnership
Documents that relate to the Contract
Offer and Acceptance
Formalises the legal process of offer and acceptance
Contract data
States the applicable conditions of contract and associated contract specific data that collectively describe the risks, liabilities and obligations of the contracting parties and the procedures for the administration of the contract.
Construction Industry Development Board
development through partnership
Pricing Data
Pricing Instructions
Provides the criteria and assumptions which it will be assumed (in the contract) that the tenderer has taken into account when developing his prices, or target in the case of target and cost reimbursable contracts.
Activity Schedules / Bills of Quantity
Records the contractor's prices for providing supplies / services / engineering and construction works which are described elsewhere in a specification within the Scope of Work section of the contract.
Construction Industry Development Board
development through partnership
Scope of work
Specifies and describes the supplies, services, or engineering and construction works which are to be provided and any other requirements and constraints relating to the manner in which the contract work is to be performed
Construction Industry Development Board
development through partnership
Scope of work (SANS 10403) – Engineering and construction works
Description of the worksEmployer’s objectivesOverview of the worksExtent of the worksLocation of the worksTemporary works
EngineeringDesign services and activity matrixEmployer’s designDesign briefDrawingsDesign procedures
ProcurementPreferential procurement procedures Subcontracting
Construction Industry Development Board
development through partnership
Scope of work (SANS 10403) – Engineering and construction works
ConstructionWorks specificationsPlant and materialsConstruction EquipmentExisting servicesSite establishmentSite usagePermits and way leavesAlterations, additions, extensions and modifications to existing worksInspection of adjoining propertiesWater for construction purposesSurvey control and setting out of the works
ManagementManagement of the worksHealth and safety
Construction Industry Development Board
development through partnership
Site Information (works only)
Describes the site as at the time of tender to enable the tenderer to price his tender and to decide upon his method of working and programming
eg 1. report on founding conditions
2. Building will be occupied during refurbishment contract
NB Forms basis of claims if situation is different from what is described.
Construction Industry Development Board
development through partnership
Single volume Tender Document Contents
Part 1 Tendering proceduresT1.1 Tender Notice and Invitation to TenderT1.2 Tender Data
Part 2 Returnable documentsT2.1 List of Returnable DocumentsT2.2 Returnable Schedules
Part 1: Agreements and contract dataC1.1 Offer and AcceptanceC1.2 Contract Data
Part 2: Pricing dataC2.1 Pricing InstructionsC2.2 Activity Schedule / Bill of Quantities
Part 3: Scope of Work (C3)Part 4: Site information (C4)
Construction Industry Development Board
development through partnership
3 Volume Tender Document ContentsVolume 1: Tendering proceduresPart 1: Tendering procedures
Tender Notice and Invitation to TenderTender Data
Volume 2: Returnable documentsPart 2: Returnable documents
List of Returnable DocumentsForm of Offer and Acceptance Contract Data (Part 2: Data provided by
Contractor) Activity Schedule / Bill of QuantitiesReturnable Schedules
Volume 3: Contract (Draft contract)Part 1: Agreement and Contract DataContract Data (Part 1: Data provided by
Employer) Part 2: Pricing data: Pricing Instructions
Part 3: Scope of Work: Scope of WorkPart 4: Site information: Site Information
Construction Industry Development Board
development through partnership
Contract Part 1: Agreement and Contract DataOffer and acceptanceContract Data Part 2: Pricing data:Pricing InstructionsActivity Schedule / Bill of QuantitiesPart 3: Scope of Work: Scope of WorkPart 4: Site information: Site Information
Construction Industry Development Board
development through partnership
A set of standardised bidding packagesTendering proceduresTender Notice and Invitation to TenderTender DataReturnable documentsList of Returnable DocumentsTender SchedulesPart 1: Agreements and contract dataOffer and AcceptanceContract DataPart 2: Pricing dataPricing InstructionsActivity Schedule / Bill of QuantitiesPart 3: Scope of WorkPart 4: Site information
Varies significantly from contract to contract
Contract specific data needs to be inserted
Make use of standard schedules
Tender specific data needs to be inserted
Construction Industry Development Board
development through partnership
Standardised procurement documentsTendering procedures
Tender Notice and Invitation to Tender
Tender Data
Returnable documents
List of Returnable Documents
Returnable Schedules
Part 1: Agreements and contract data
Offer and Acceptance
Contract Data
Part 2: Pricing data
Pricing Instructions
Activity Schedule / Bill of Quantities
Part 3: Scope of Work
Part 4: Site information
Example in CIDB Standard for Uniformity
Examples in CIDB Standard of Uniformity
CIDB Standard conditions of tender
CIDB Standard of Uniformity
Standard Industry Form of Contract with contract specific data
Project specific
SANS 10403 (SANS 1921, SANS 2001 and 1914)
Project specific (SANS 10403)
Construction Industry Development Board
development through partnership
STANDARDIZED CONSTRUCTION PROCUREMENT DOCUMENTS FOR ENGINEERING AND CONSTRUCTION WORKS
Establishes requirements
• Provides examples of how component documents should be structured
STANDARDIZED PROCUREMENT DOCUMENTS FOR MUNICIPAL ENGINEERING AND CONSTRUCTION
WORKS
Generic
Construction Industry Development Board
development through partnership
Thank You