Estimating Procedure

Quality Management System Estimating & Tendering
ESTIMATING & TENDERING

PROCEDURES
1.0 Introduction
1.1 This procedure describes the estimating and tendering function within Frayland and
essentially covers the following criteria:
Preparation of a definitive bid capable of acceptance from receipt of a client
en!uiry and tender documentation to the submission of the form of tender"
#eview and analysis of client tender documents to ensure that re!uirements
are defined documented and that ade!uate resources and capability are
available at both tender stage to ensure that $ustice is afforded to the Tender
Submission"
Secondly that the resources are sufficient and available to meet the actual
programme and construction re!uirements on site"
%rrangement of a comprehensive pre&contract handover meeting and all
associated tender documentation to the proposed construction team on
receipt of the letter of intent" This will include incorporation of a Final Tndr
Su!" sign off form which will be signed and authorised by the Managing
'irector or delegated authority"
The estimating ob$ectives are to ensure that all analytical aspects of the
wor(s are fully considered in a systematic manner during the preparation and
submission of all tenders"
These include:
)ontract )onditions
)lient and 'esign Team
*ature of the +or(s
,eographical -ocation
%vailability of -abour and Materials
)urrent and Future +or(load
)ompetitors
QS.E implications
%nd
/n receipt of a letter of acceptance to review the tender documents to
ensure that any differences are identified and resolved between tender
and contract"
#.0 R$%on$i&ilit'
#.1 #esponsibility for activities described within this procedure is shown on the right&hand
by abbreviation of title against that activity"
Managing 'irector MD
'eputy Man 'irector DMD
,eneral Manager GM
Estimating #esource ER
Frayland )onstruction and 0nteriors --) Page 1 of 11 Frayland2QMS2P#2ET2314356
September 7338
)ommercial Manager CM
Planning #esource PR
Pro$ect Surveyor PS
-egal 'ept (D
The ,eneral Manager will allocate the estimating and planning resource" Should the
tender re!uire a '&9 or Purchasing dept action the ,eneral manager will ensure it is
completed"
'uties allocated to the Estimating #esource may be delivered by an estimator or
pro$ect surveyor
'uties allocated to the Planning #esource may be delivered by a planner or the
pro$ect manger"
#.# )u$in$$ D*lo%!nt
/pportunities identified and pursued through the 9usiness 'evelopment process are
now sub$ect to a selectivity matri::
)ategory %
/pportunities are those that fit the business unit needs and capability and therefore
are to be priced and submitted"
)ategory 9
/pportunities are only to be priced if insufficient )ategory % opportunities are
available to bid and resource is available"
)ategory )
/pportunities are not to be bid and it is intended that they will be filtered out through
the 9usiness 'evelopment Process"
%ny unsolicited opportunities within this category will be returned"
September 7338
E$ti!atin+ D%art!nt
Ot,r Su%%ort
Sr*ic$
Co!!rcial (+al
Financial
Mana+in+ Dirctor
;"1 #eceipt of Tender
;"1 -etter to )lient regretting unable to tender
;"1 Prepare #eceipt of Tender form
;"5 Tender launch meeting
;"< )hec( tender ;"< #e!uest
documents to documents
ensure completion where
incomplete

;"< #eview documents to ensure )lient
re!uirements understood
;"<
;"= En!uiries to ;"> %pproved
Subcontractors
;"8 Quotations from
Subs2Suppliers
;"8 Preliminary )osts ;"8
;"8 0n&house Estates ;"? Mid Tender
Meeting
;"1; Post Submission ;"17 Submit
0nformation Tender
;"15 @nsuccessful ;"1<
Tender

;"1= Feedbac( to ;"1< #eview &
Estimating 'ept .andover

;"1 )omment on
pre
construction
information
4.&S6 where
appropriate
;"13 Pre&tender
planning
;"1 #eport on conditions
of contract
)ommercial Status
report
-egal Status report
0nsurance report
Financial Status
#eport
;"7 Prepare ris(
analysis2)ommercial
report
;"1 'ecision to tender for
pro$ect
;"11 Tender finaliAing meeting
)ontract %ward
;"1> Final 9id Sign /ff
;"1? )ontract %cceptance
Frayland )onstruction and 0nteriors --) Page ; of 11 Frayland2QMS2P#2ET2314356
September 7338
Contract
A-ard
Tndr Pricin+
Pr%ar tndr .il
.or %ro/ct
NO
0ES
)u'in+
D%art!nt
Final
Ad/udication
1.0 Procdur
1.1 Rci%t o. Tndr
/n receipt of a tender en!uiry the Estimating #esource will record
receipt of the tender en!uiry by entering the tender into the tender
register" The scheme will be issued with a tender reference based
on the appropriate financial year followed by a tender number"
E#
The Estimating #esource will prepare a #eceipt of Tender Form
2A%%ndi3 14 and distribute to the named on the form and carry out
an initial evaluation before see(ing a decision from a 'irector on
whether to proceed with the tender preparation"
E#
The tender shall be added to the Estimating Tendering Schedule until
the Tender is submitted and then included on the Post&Tender
+or(2*egotiations section of the schedule until the final result of the
tender is advised"
E#
0f the )lient is a Bone offC as opposed to a BrepeatC client then a
decision will be ta(en whether to proceed with a financial status
report" This should be initiated at the tender launch stage by a
director or ,eneral Manager"
,M2'irector
+here considered appropriate a copy of the pre construction
information shall be forwarded to the ,eneral Manager 4e"g" .&S
information with tender submission onerous .&S implications6"
E#
The Estimating Quality %ssurance )hec(list 2A%%ndi3 54 will be
opened and maintained as the estimating and tendering procedure
progresses"
E#
1.# Ri$6 Anal'$i$7Co!!rcial R%ort
%s soon as practicable after a decision has been made to tender the
,eneral Manager will arrange for the ris( analysis on the tender
documents including the contract conditions to be completed"
4A%%ndi3 84. Following the completed ris( analysis report all
onerous contract conditions shall be !ualified in the Tender
Submission letter managed or Bpriced outC as appropriate
,M2-'
/n submission of the tender the following information will be reported
to the 'irectors"
,M
/nerous )ontract )ondition Summary 2A%%ndi3 84
Tender Summary 2A%%ndi3 94
)ollateral +arranty Summary 2A%%ndi3 84
Performance 9ond #e!uirement 2A%%ndi3 84
Parent )ompany ,uarantee 4if applicable6
1.1 ,enerally a minimum tender value threshold will apply as agreed by
the directors"
'irectors
1.8 Tndr (aunc, Mtin+
% tender launch meeting 2A%%ndi3 #4 will be held for tenders to ,M
September 7338
discuss and outline )onstruction methods engineering and general
estimating re!uirements 0f applicable value engineering specification
vetting should be considered at this stage" 'etails of the allocation
and progress of such re!uirements will be recorded with dates for
receipt of information or further meetings 4s6 re!uired before
finalisation"
%ttendance at this meeting will normally be the ,eneral Manager
Estimating #esource Planning #esource Surveyor and others as
deemed necessary by the Estimating #esource"
%ll 'omestic Subcontractors re!uested to price will be agreed
between the Estimating #esource and )onstruction Team"
The agreed actions from this meeting will be distributed to those
attending and other persons as necessary"
E#
The meeting minutes will be administered by the Estimating
#esource" This will apply to mid&tender meetings and tender
finalisation meetings"
A !id:tndr !tin+ -ill & arran+d a$ a%%ro%riat 2A%%ndi3
14.
E#
1.9 R*i- o. Docu!nt$
%n estimating file shall be established for each tender and referenced
with a uni!ue tender number 4based on the financial year2Tender
number6" This number shall be used to identify all documents
relating to that tender"
E#
The tender documents shall be chec(ed to ensure that all relevant
documents have been received" %ny missing documents shall be
re!uested from the client2clientCs agent2lead consultant"
E#
#elevant sections of the tender documents shall be copied and
distributed to those agreed at Tender -aunch Meeting or others as
necessary"
E#
The documents are to be reviewed to ensure that the re!uirements of
the client are understood and that the company has the resources
and capability to meet those re!uirements" %ny !ueries shall be
referred to the Estimating #esource for resolution with the client or
clientCs agent"
'M'2,M
E#
%ll !ueries raised during the tender period and )lients team
responses will be recorded in the estimating file for that tender"
E#
Disits to the proposed site and to the offices of the design team shall
be arranged as necessary to confirm the ade!uacy of the information
upon which the tender submission will be based" %n appropriate
record shall be made of each site visit usually in the form of digital
camera photographs"
E#
1.; En<uiri$ to Su&contractor$ and Su%%lir$
The Estimator will arrange en!uires for subcontractor services to be
sent out using companies selected from the B%pproved Sub&
contractors -istC whenever possible" %ny additional names raised by
the construction team will be added as appropriate"
E#
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September 7338
The ,eneral Manager 2 )ommercial Manager will advise on specific
subcontract conditions to apply
,M2)M
The Estimator will arrange for en!uiries for materials supply to be
sent out and will liaise with the 9uying 'epartment on which names
to select"
E#29'
En!uiry documents are prepared and sent out under cover of the
relevant standard letter inviting !uotations to be returned by a
specific date"
E#
The Subcontract !uotations returned will be reviewed and analysed
by the Estimating #esource 4in con$unction with the )ommercial
Manager if '&9 or )ontractor 'esign Portion E)'PF6 to ensure
compliance with the contract conditions specification re!uirements
and !uantity2e:tent of wor(s"
E#2)M
1.= Su&contractor$ and Su%%lir$
The Estimating 'epartment use a list subcontractors and suppliers
from an approved list"
% subcontractor or supplier not on the list or unsolicited !uotations
are received will be added to the list by the estimator" Should the
!uotation be ta(en up then the re!uirements described in Section ;"1
of the Employment and )ontrol Subcontractors Procedure or Section
;"; of the Materials #e!uisitioning and )ontrol of Materials
#e!uisitioning and )ontrol of Materials on Site Procedure will be
adopted"
The performance of a subcontractor or supplier will be carried out in
accordance with Section ;"1> of the )ontract %dministration
Procedure"
1.> Mid:Tndr Mtin+
Meetings to review tender progress may by held during the tender
period" The Estimating #esource will chair the meeting and a record of
the meeting minutes will be distributed to persons attending or others as
considered necessary"
E#
%ttendance at this meeting will be at the discretion of the Estimating
#esource"
E#
The standard agenda will be used as a basis to structure the meeting
and ad$usted as appropriate 2A%%ndi3 T,r4"
1.5 Tndr Pricin+
The Estimator will establish the tender price on which the submission will
be based using the following information and chec(list 2A%%ndi3 Fi*4.
E#
Quotations returned from sub&contractors and suppliers with
advice from the Purchasing 'epartment or )ommercial Manager
as necessary"
Estimates produced Bin&houseC for trade pac(ages not sent to
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September 7338
subcontractors using the rates that have been established on
similar current pro$ects"
Preliminary re!uirements relating to pro$ect overheads as notified
by the Planning #esource"
9ond insurance water etc costs"
Funding costs where applicable"
The Estimator will also ensure that comments on the pre construction
information 4.&S6 contract conditions pro$ect insurance contract bonds
and parent company guarantees have been received where relevant to
the tender and allowed within the tender sum as necessary"
E#
The essential analytical aspects include:& Preliminaries -abour Plant
Materials 'omestic Subcontractors *ominated Subcontractors &
Suppliers Provisional Sums 4defined or undefined6 'aywor(s )lient
)ontingency Frayland )ontingency & Tender Margin all as identified on
2A%%ndi3 94 G Tender Submission Summary"
Prior to the tender finalisation meeting the Estimating #esource will
identify the tender summary title sheet as BFor %d$udicationC" the tender
summary will be distributed to the following personnel:&
Managing 'irector
'eputy Managing 'irector
,eneral Manager
)ommercial Manager
1.10 Pr:Tndr Plannin+ & Prli!inar' Co$t$
2a4 Tndr Pro+ra!!
% tender programme will be prepared by the Planning #esource and the
/perations Manager assigned to the pro$ect for use by the Estimating
#esource in preparing the tender" The programme will be as detailed as
practicable relative to information available but should be as detailed as
a typical master programme 4see )ontract Planning procedure
4Frayland2P#2)P2316 with all information available being used"
P#
'esign programme G %pplicable to 'esign & 9uild and Traditional
tenders with )'P supplement"
'uring the design and pre&contract stage of a pro$ect a design
programme may be prepared to show the coordination and inter
relationships of all parties involved" The completed programme or dates
e:tracted from it will be issued to all parties involved during the design
and pre&contract stage" The duration will be from the time of preparation
until the proposed pro$ect commencement date with sufficient detail to
cover all ma$or activities and events"
P#
4&4 Prli!inar' Co$t$
% fully detailed cost brea(down of the preliminaries shall be produced by
the Planning #esource 2A%%ndi3 1#4 and included within the
tender submission summary 2A%%ndi3 94.
P#2,M
The Estimating #esource will ensure allowance for insurances bond
Frayland )onstruction and 0nteriors --) Page > of 11 Frayland2QMS2P#2ET2314356
September 7338
guarantee and firm price have been included in the tender submission
summary 4A%%ndi3 94.
1.11 Tndr Finali$ation Mtin+
% tender finaliAing meeting 2A%%ndi3 ;4 will be attended by the
Managing 'irector or his delegated representative Estimating
#esource Planning #esource and other bid team members as re!uired
eg #epresentation from:& )ommercial )onstruction MEP Purchasing"
The purpose of the meeting is:
To discuss with senior management any contentious points or
variations to the estimating policy arising from additional
information gained while estimating"
%gree proposed domestic subcontractors to be used in tender"
'iscuss preliminaries and ad$udicate on any differences in same
arising between )ontracts and Estimating 'epartments"
Profit consideration ta(ing into account the clientCs design team
competitors and desirability of contract"
%ppropriate contingency allowance on '&9 tenders"
Firm price consideration"
Qualifications and tender submission letter"
Proposals to be submitted for '&9 Tenders2Traditional tenders
with )'P"
#is( and scope assessments"
1.1# Finali$ation o. t, Tndr
Following the tender finalisation meeting the Estimating #esource will
e:ecute decisions relative to the tender analysing financial implications
for incorporation into the final tender price"
Post ad$udication and implementation of the meeting decisions the H%s
SubmittedI copy of the tender summary will be distributed to the
following personnel:&
Managing 'irector
'eputy Managing 'irector
,eneral Manager
)ommercial Manager
The final tender price will be reviewed by a director ,eneral Manager
and Estimating #esource prior to the Estimating #esource arranging for
the tender submission letter to be prepared"
E#
The Tender Submission -etter will be drafted by Estimating #esource
and signed by the M' or %ppointee and forwarded to the client or clientCs
representative with other supporting documentation in accordance with
the clientCs tender submission re!uirements"
E#
Frayland )onstruction and 0nteriors --) Page ? of 11 Frayland2QMS2P#2ET2314356
September 7338
%ll tender summaries will be Bsigned offC by a director following the tender
finalisation meeting prior to the tender submission"
'irector
1.11 Po$t Su&!i$$ion
The information for the !uality file which has been collated during the
procedure will be completed for every tender using the chec(list
2A%%ndi3 54 to ensure all procedures have been actioned with
appropriate documentation completed and enclosed in the !uality file by
the Estimating #esource"
E#
%ll correspondence received from the client or representative re!uesting
further information clarification of !ualifications or alternative proposals
will be considered by the Estimating #esource and ,eneral Manager in
con$unction with a director"
%ny post tender negotiations will be led by the ,eneral Manager in
con$unction with the Estimating #esource and considered by the whole
tender team" %mendment to the tender will be referred a 'irector for
approval"
1.18 Un$ucc$$.ul Tndr
The Estimator will bo: the 9ill of Quantities and Quotations which will be
retained for reference within the Estimating 'epartment for at least si:
months"
E#
+here appropriate a review may be underta(en to provide feedbac( for
future tenders by determining reasons for failure in the tender bid" This
may involve arrangement and attendance at an e:ternal de&briefing
meeting with the )lients professional team so as to ascertain the full
analysis of tender result including Frayland financial position along with
the B!ualityC aspect of the tender submission"
E#
1.19 Contract A-ard
Following *otification of )ontract %ward the Estimating #esource will
chec( the -etter of 0ntent or other contract documents against the Tender
Submission and forward it to the ,eneral Manager for comment and
approval"
E#
The Estimating #esource will complete the final bid sign off form and
gain approval of a 'irector or the ,eneral Manager prior to acceptance
of %ward of )ontract2-etter of 0ntent from )lient or )lientCs
representatives" 2A%%ndi3 >4.
E#
The Estimating #esource will arrange a contract review and handover
meeting 4$ %rocdur Fra'land7PR7CM70# A%%ndi3 =4 which will
normally be attended by the Estimating #esource ,eneral Manager
)ommercial Manager" Pro$ect Surveyor Planning #esouce Purchasing
'epartment and Pro$ect Supervisor" The purpose of this meeting isJ
To review the tender acceptance and tender documents
To ensure contract management and surveying are familiar with
the estimate and to handover necessary documents"
Meeting minutes will be ta(en and distributed to each attendee
as appropriate"
E#
September 7338
The Estimating #esource will arrange to (eep appropriate records of the
tender for reference purposes"
E#
1.1; Fd&ac6 to E$ti!atin+ D%art!nt
Following commencement of the contract any problematic2variable areas
relating to the original tender price should be brought to the attention of
the Estimating #esource to allow the consideration of such matters in
future tender costing"
,M2)M
1.1= Final )id Si+n O..
The bid will be signed off by the Managing 'irector2'eputy Managing
'irector2,eneral Manager when satisfied with the agreed tender sum
terms and conditions of contract" /nce the final bid sign off 2A%%ndi3
>4 is achieved the )ontract Starting Sheet can be issued 2A%%ndi3
114.
E#
1.1> Contract Acc%tanc
%t this stage the Managing 'irector 'eputy Managing 'irector ,eneral
Manager and Estimating #esource will accept the contract sum terms
and conditions of contract" %ny reservations or clarifications will be
brought to the attention of the Employers %gent2 or )lientCs Quantity
Surveyor as applicable"
M'2,M
'M'2E#
September 7338
A%%ndic$ to E$ti!atin+ and Tndrin+ Procdur
A%%ndi3 On #eceipt of Tender
A%%ndi3 T-o Tender -aunch Meeting2%genda
A%%ndi3 T,r Mid Tender Meeting2%genda
A%%ndi3 Four )ommercial #eport2#is( %nalysis
A%%ndi3 Fi* Tender Submission Summary
A%%ndi3 Si3 Typical %genda for Tender Finalising Meeting
A%%ndi3 S*n Tender .andover meeting
A%%ndi3 Ei+,t Final 9id Sign /ff Form
A%%ndi3 Nin Estimating Quality %ssurance )hec(list
A%%ndi3 Tn 2a & &4 'istribution of 'ocumentation Tic(list
A%%ndi3 El*n )ontract Starting Sheet"
A%%ndi3 T-l* Prelims 9oo(
September 7338

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Quality Management System Estimating & Tendering

ESTIMATING & TENDERING

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