1ESTIMATING, TENDERING AND PROCUREMENT Executive Summary The main purpose of this report is to develop a strategic approach for the procurement process. The study has been supported by understand the tendering and estimation process of building construction. It is recommended that, the client should use cost reimbursement strategy for completing the project. This strategy is best for purchase of materials because, generally the cost of materials is unknown during the contract. Therefore, this method will be best for the unknown cost that can incurred during the project.
2ESTIMATING, TENDERING AND PROCUREMENT Table of Contents Introduction................................................................................................................................3 Discussions.................................................................................................................................3 A strategic approach to procurement.....................................................................................3 Alternative Routes of Procurement........................................................................................6 Advance Procurement Practices...........................................................................................11 Factors that can influence the development of procurement strategy..................................12 Benefits of adopting alternative procurement strategy........................................................15 Examples..............................................................................................................................16 Conclusion................................................................................................................................17 References................................................................................................................................18
3ESTIMATING, TENDERING AND PROCUREMENT Introduction The paper will focus on the role of client in the procurement process. The suitable practice for the construction work has been discussed in the report. The overall evaluation of various factors that could influence the procurement process has been discussed in the paper. The last part of the paper has explained about the benefits of alternative methods of procurement. Discussions A strategic approach to procurement The new project planning of constructing a new building will focus on minimising the errors in the project. The procurement process will be done on the basis of following strategy: University spend- The University is having a total budget of£10 million to spend in the new building. Cost will be associated for purchasing or acquiring the physical equipments. This includes, lightning facilities, dais floors, 200 number of fixed seats, computerised facilities and other operators (Obrien 2019). Cost of operating the building services will be related to utility cost, direct labor operator costs and other maintenance cost of the building. Personal cost expenses related to labor training for maintenance purpose. University needs- University is planning to construct a new building in the University campus. The following will be the category positioning matrix for the building constructions. The positioning of the commodities will be done in this matrix:
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4ESTIMATING, TENDERING AND PROCUREMENT Leverage Items Raw materials from suppliers Paints Installations Inner Floor LCD boards Strategic Items Nails Stairs Timber Doors Environmental work Non-critical Items Sanitary work Demolition and site clearance. Maintenance Floor coverings Rental equipment Bottleneck Items Wooden furniture Tiles and fittings Special formwork The procurement of strategic items will be a high-value materials. The time horizon of this material will be long-term. For the procurement of these materials, the purchaser-supplier relationship must be stronger. These are certain requirements that will be needed in building constructions. Supply Risk Profit Impact
5ESTIMATING, TENDERING AND PROCUREMENT 1.Market Conditions- There are certain environmental factors that may affect the building constructions. Some of these factors are: (a)Political factors- Political factors like documentation, permissions from the Vice Chancellor of the University, changes in legislation during the work phase or after completion of the work may affect the building. (b)Economic factors- The labors may charge high demand and cost of supplies may increase. (c)Social factors- The theme of building may affect the cultural provisions of some students. 2.Objectives- To estimate the cost involved in the construction work and accurately analyse the cost information (Ferrario et al. 2017). The client want to finish the work within£10 million by choosing the best procurement route. To complete the building within the schedule and renovate the building in a best possible way. Role of client in Procurement process The client is responsible for designing, managing and providing financial services to the procurement process. Clients provide all the required information during the tendering process. They provide the required resources to the consultants and then help the consultants to reach to the main contractors for making procurement process. The client’s decision of building design will build a proper route to the procurement process. It mainly contains; identificationoftherequirementsofclient,tenderevaluation,tenderselectionand implementation of the project (Saad 2017). Client provides sufficient information to the tenders that avoid misunderstandings during the procurement process. Client appoints the consultants to prepare an efficient design and then compile the design & tender document to complete the project. Then, the contractor will estimate the cost of the project & accordingly
6ESTIMATING, TENDERING AND PROCUREMENT design the details of the project. Therefore, client’s plays a very important role in adopting a procurement route at the pre-contract stage. Alternative Routes of Procurement 1.Traditional contract- This is also known as design-bid-build strategy. This is a single stage type of strategy in which the consultant will have to work with the client to develop a design for the building construction. Then a contractor is appointed under lump-sum contract (Zhang, Hu and Shen 2017). The contractor will not be responsible for designing the project or doing any temporary work. 2.The alternative route is management contracting procurement. The client has a main contractorbutcanemployamanagementcontractorwhoengagewithother contractors and do the work. The management contractor will provide advice for properly managing the construction activity. They will not undertake the actual work but will manage the overall work. The management contractor will act as a channel to transfertherisksbetweentheclient&othersubcontractors.Themanagement contractor will build a programme with cost effective plans along with the tender process. Then, the recommendations will be submitted to the client’s to enter to the contract. Then, management contractor manages the contract on behalf of the clients. 3.The client can go for time and material contract. They can purchase the materials within an additional cost for the particular material that is required. This type of contract is a fixed price contract (Iossa and Waterson 2019). It is also known as cost reimbursement contract. The supplier can give invoices of this expenses to the clients after the project has been done. The expenses will be related to actual cost of labors at an hourly rates, actual cost of raw materials and the use of equipments, cost of overheads and other profits.
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7ESTIMATING, TENDERING AND PROCUREMENT 4.Two-stage tendering is another method of getting an appointment with the clients. In the first stage, the contractor make an appointment on the basis of a consultancy agreement and in the second stage, the contractor will set out all the tender items in the contract. The first stage for the appointment includes; Per-construction programme Detailed staff cost Agreed price and other pre-construction services Design development Price or cost determination In the second stage of the contract, agreed conditions of the contract has been applied. 5.Fixed price procurement contracts- This is a type of lump sum contracts in which a fixed price is set during the contract and it can help both the client and the contractor. This is very helpful because it doesnot require any adjustments of price on the basis of the contractor’s experience. But, this may be sometimes risky for the contractor and may result into loss. 6.Cost reimbursement contracts- In this type of contract, the contractor can reimburse the actual cost that has been incurred during the work with an additional fee. This can be done when the building construction or nature of work cannot be carryout properly. The building is replaced by demolishing the old building. The land may not be suitable to construct the older building. Hence, there is a doubt exists whether the work can be carried out properly or not. In such case, cost reimbursement contract can be helpful because the risk associated with the building construction is high. In such case, tendering is done by estimating of the cost and simply drawing the outline specifications (Diaz-Madronero, Mula and Peidro 2017). The direct cost and other cost for reimbursement will be set during the contract.
8ESTIMATING, TENDERING AND PROCUREMENT 7.Private Finance Initiative (PFI) - In this type of procurement process, only single contractor will be appointed for designing and building of the project. The contractor will be having an expertise in the construction, designing, funding management and facilities management. They finance the construction project and complete it with in the agreed period. Appropriate form of procurement strategy for this project Cost reimbursement strategy is the appropriate form of procurement for constructing the project. This strategy is best for purchase of materials because, generally the cost of materials is unknown during the contract. Therefore, this method will be best for the unknown cost that can incurred during the project. This method will provide accurate measurement and will protect the interest of both the client and the contractor. He contractor will be paid on the basis of material cost. The contractor can be profitable or loss in such case. They can get the financial incentives based on the material performance. Therefore, they can be a chance of more profit or less profit to the contractor and also same for the client. The building is constructed by demolishing the old building. Therefore, high site risk is involved in the project (Yeager et al. 2018). Hence, the scope of work for this project is not clear. Therefore, cost reimbursement contracts can be used in this project to maintain the project flexibility. It will be beneficial for both the client and the contractor with related to cost minimisation. Importance of Tender Evaluation Techniques Tender evaluation techniques is important to deliver the project outcomes. The client face issues in selecting the best contractors or suppliers to do the project. Other than this, price, capability of the suppliers and performance of the suppliers is the most important
9ESTIMATING, TENDERING AND PROCUREMENT criteria of any suppliers. The suppliers or contractors must have experience and have capability to do the project (Abdullahi et al. 2019). Other factors like cost of availability of the suppliers and their capacity is also very important for successfully doing the project. Tender Evaluation techniques is a key method of vendor selection process. These techniques will help to select the best contractors in terms of quality and cost to the project. Procurement process of a project examines the suitable tender for the project. The steps in tender evaluation process are: Quotations Expression of interest Requests for more information Writing of specification to attract the tender bids Evaluation of the contractors or the suppliers Negotiation after post tender. Tender selection Tailoring the terms and conditions of the contract. Therefore, tender selection process is very important process to select the best contractor for the project. Tender and estimating process Estimation process is concerned with the various process that has been used by the contract to establish cost for carrying out the construction work. In this process, the tendering process is related to the contractors for obtaining the work form the Client. This process is related to asking them for the tender and estimate a price for the overall project (Mahamid 2018). The contract measures and estimates the accurate cost that will be required to build the building and provide a meaningful information of cost to the client.
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10ESTIMATING, TENDERING AND PROCUREMENT From contractor perspective: The contractor makes accurate calculations of the cost of materials, labour and plant to complete the project. Next, the tendering process will be done to obtain a price to the client for completion of the work. The contractor analyse the size & value of the construction project, the type of work needed to complete the work and the cost required to complete the project. Other than this, the price, quality of tender and authority conditions are evaluated by the contractor. The contractor checks the bill of quantities related to labour, materials and price and cross checks their specifications. During the process, the contractor understands the project, risks involves in the construction works before making decisions on the bid price. From Client’s perspective: Tenderingprocessfromclient’sperspectiveisstartedfromselectionofthe contractors in the form of bid, then the next step is evaluation of the price of the contract and the last step is issuance of the proper contractor. For successfully doing this project, firstly, the client determines the expected budget require for doing the constructional work. Then, the client takes this budget for tendering purpose in the project (Brook 2016). The client will provide a bill of quantities for doing the tendering process. This bill will be prepared by the project consultant. Types of Tender process Tender process are generally done by the four process: Open tender- In this type of tendering process, the tenders are invited through advertisements or e-tendering websites. In this process, the tenderers will have to demonstrate their experience, financial capability, skills and strengths to do the project. This process can be adopted by the client to select the best client in their project. This will be advantageous for the client to attract the best suppliers.
11ESTIMATING, TENDERING AND PROCUREMENT Selective tender- In this process, only limited tenders who are specialised in the work are invited to do the project. The tenderers select those tenders who have qualified in a specific work of building a project. For this, the tenderers examine the previous records of the tenders (Spekhorst 2017). Expressions of Interest- In this process, the tenders are invited through public advertisements for completing the particular project. Invited tenders- This type of tendering process is used in case of specialist works. This type of tendering process is used in case of certain projects, where only a few contracts have skills or experience to complete the project. Advance Procurement Practices Some of the modern procurement practices that can be adopted for delivering better commitment to contracts. This indicates the use of advance tools for procurement process. This replace the manual procurement practices. This can help in lowering the cost of the project, improve the efficiency of the project. This includes the following practices: Digital procurement solutions- This includes doing the procurement practices digital by the use of cloud-based procurement tools. This digital solutions can help in supplier management, invoice approval, purchase requests, purchase orders, analytics and integration with other essential software’s. Supplier’sengagement-Thisincludes,identificationofthesuitablesupplier, scheduling the servicing, obtaining of voice and paying of vendor. This can be successfully done by treating the suppliers as their strategic partners, usage of Key Performance indicator for examining the supplier’s performance and collaboration with the vendors (Islam et al. 2017). This will drive to supplier’s engagement in the procurement process. This integration of suppliers in the procurement process will help in making strategic partnerships with the suppliers.
12ESTIMATING, TENDERING AND PROCUREMENT High-end analytics- This will help in real-time analysis of the procurement process. The use of artificial intelligence (AI) helps in determining the real time of the overall project. It can take predictive analysis to find this and can make automated decision. Supply analytics dashboards are also used as an advance procurement practices to interpret the data and solve the problems related to procurement process. Advance analytics will help in assessing the risk in more accuracy and identify the threats. It will help in designing the cost or value of supplier’s integration in the procurement process. Most importantly, this procurement practices helps in efficient planning of the building construction by determining the total cost required for tendering process. Factors that can influence the development of procurement strategy Procurement strategy is a long-term plan of effectively manage the cost while acquiring the supplies from the vendors or suppliers who deliver the raw materials to complete the building construction. Various factors that can affect the procurement strategy are: Purchase timeline- The project time line for completing the building construction is for two years. Therefore, the overall satisfactory building design should be completed before the building construction. All the resource must be available within the time frame (Windapo and Adediran 2017). If the design is not completed before the construction, then this may affect the procurement strategy process. Client’s characteristics- If the client is not properly involved in the construction process and have no proper knowledge related to the procurement of materials, then the cost associated with it can influence the procurement strategy. Cost issues- If the original estimation of the price is incorrect or if there is any delay of the cost estimation when tenders are received, then it will influence the tender process. Hence, this will affect the procurement process.
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13ESTIMATING, TENDERING AND PROCUREMENT Available budget- The available budget for building construction is£10 million. There is a risk involved in connecting this available budget with actual purchasing behaviour of the project. In case, if the construction process will require more raw material and other expenses and have chances to go beyond the available budget. Then this can cause financial risk and can affect the quality of the procurement process. Possiblerisk-otherthanfinancialrisks,thereareotherrisksinvolvedinthe procurement process. If sufficient information is not given to vendors, then it can affect the strategic partnership with them. In such case of emergency, the suppliers won’t be ready to supply the materials (Wu and Chen 2019). There is also risk associated with invoice fraud of the procurement process due to lack of proper information. This factor will influence the procurement process. Total cost of ownership- Total cost ownership will provide lower pricing and this may affect the indirect costs of the acquisition process. Sometimes, this may affect the procurement process. These are some of the factors that can influence the procurement strategy development process. Implementation of the factors in procurement process Purchase timeline- The time of the project will be evaluated before scheduling the time for the project. Timing and cost trade off of the building construction will be properly forecasted by scheduling the required inputs and other resources for the building construction. Resource scheduling will help to easily complete the project within the time frame according to the project duration.
14ESTIMATING, TENDERING AND PROCUREMENT Cost issues- The cost will be properly implemented during the tendering process. This will be done by using two-stage procurement process. The first stage will clearly determine the cost specifications of the raw materials (Mahendrawathi, Zayin and Pamungkas 2017). Information related to price, quantity, quality, types of materials required for the building construction will be clearly written during the agreement. This will give a clear overview of the overall cost. Hence, it will reduce the cost issues during the procurement process. Available budget- The overall budget will be controlled by controlling the cost impacts on the budget. At first the true cost will be determined and then, a soft budget will be prepared. Then the cost will be analysed and compared with the actual cost of the project. The variance will be used to control the cost. Cost will be cost by using standard costing technique. Control of cost will help to minimise the expenses and complete the building construction within the available budget. Possible risk- The possible risk will be assessed by taking advice from an expert in order to minimise the risk. The probability of financial risks will be analysed by usingvariousriskassessmenttechniques.Sufficientinformationrelatedto material specifications will be provided to the vendor. This will be done by making a strategic partnership with the suppliers and the vendors. Information required to control the cost of building design & construction The total estimated budget information is the first thing which is necessary to design a building. The information related to total contingency cost, cost of procurement process and overall building cost is important to develop a budget. Information related to degree of uncertainty with respect to client’s changes and other changes in the project is necessary before starting the designing process. Hence the predetermination of total project cost is very important for controlling the cost (Rischmoller et al. 2018). This will encourage the project
15ESTIMATING, TENDERING AND PROCUREMENT team members to design the building according to the cost plan and according change their development procedures for the project. It is generally determined that, 80% of the cost is determined for building designing and 20% of the cost is used for the construction process. Benefits of adopting alternative procurement strategy 1.Traditional contract- This type of procurement approach generally provides a highly quality work and the tenderers produce tender on the basis of same information. This method is easier to adopt as compared to other procurement process. 2.Management contracting procurement- It will suit in faster completion of building projects because the construction manager will start engage in the project before the designing has been finalised. The management contractor will efficiently control all the equipments, items and resources and plan according to it. 3.Time and material contract- It will provide the client to complete the project with cost transparency and properly verifies the invoices in order to ensure that costs are correctly estimated and measured (Mohame and Tran 2019). Flexibility of building construction will be more. 4.Two stage tendering- This is a very flexible procurement approach because it properly define the technical specifications and give a clear scope to the work. 5.Fixedpriceprocurementcontract-Thisprocurementprocesseliminatesthe disagreements that can arise later during the work of project. It controls the effort level because it works under the agreement at the first level. 6.Cost reimbursement contract- This procurement process is cheaper than others and can list all the expenses of a project. This will help to complete the building construction also in case of unknown situations.
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16ESTIMATING, TENDERING AND PROCUREMENT 7.Private Finance Initiative- This will be benefited for the client on long-term basis. They can adopt the single contractor for long-term basis and can exchange their benefits within each other. Best method for appointment of consultants and contractors For contract selection- Bid system is the best method for the selection of a contractor. Competitive bidding process can be used by the university for doing the construction contracts and purchase of materials and goods. In this type of bidding system, all the responsible contractors and who have interest can be known. Then the best contractor among the interest can be selected for performing the work. The contracted sum can also be negotiated between the university and the contractor. This method of selection will also save the mobilisation cost and other problems related to these cost can also be avoided. For consultants selection- Selection of a right consultant will improve the value of the project. Individual consultants and consultancy firms can be selected for the project. They can be selected on the basis of Quality-Based Selection (QBS) procedure. This means that, the most appropriate qualification of the consultancy will be selected on the basis of consultancy price. Fees for the consultancy will be fixed during negotiation. Then, the appropriate consultancy can be selected on the basis of these factors (Gransberg and Tapia 2018). Hence, QBS procedure is the best method for selecting the best consultancy on the basis of their experience and professional skill. It also focuses on cost of the consultancy service before the selection process. Examples An example of benefits of procurement process of a design and build of project is Novated D & B. In this project, a single team member is contracted and then the team is used to build the project (Choudhry 2016). The process is known as novation. Another example is
17ESTIMATING, TENDERING AND PROCUREMENT the prime contracting system, where the contractor has a strong supply chain to coordinate with the sub-contractors. Conclusion Therefore, it can be concluded that, the client can select Cost reimbursement strategy for completing the project. This strategy is best for purchase of materials because, generally the cost of materials is unknown during the contract. Therefore, this method will be best for the unknown cost that can incurred during the project. This method will provide accurate measurement and will protect the interest of both the client and the contractor. He contractor will be paid on the basis of material cost. For contract selection, bid system is the best method for the selection of a contractor. Competitive bidding process can be used by the universityfordoingtheconstructioncontractsandpurchaseofmaterialsandgoods. Consultancy can be selected on the basis of Quality-Based Selection (QBS) procedure. This means that, the most appropriate qualification of the consultancy will be selected on the basis of consultancy price.
18ESTIMATING, TENDERING AND PROCUREMENT References Abdullahi, B., Ibrahim, Y.M., Ibrahim, A.D. and Bala, K., 2019. Developing a Web-Based Tender Evaluation System Based on Fuzzy Multi-Attributes Group Decision Making for Nigerian Public Sector Tendering.International Journal of Computer and Information Engineering,13(7), pp.353-361. Brook, M., 2016.Estimating and tendering for construction work. Taylor & Francis. Choudhry, R.M., 2016. Appointing the design consultant as supervision consultant on construction projects.Journal of Legal Affairs and Dispute Resolution in Engineering and Construction,8(4), p.04516005. Díaz-Madroñero, M., Mula, J. and Peidro, D., 2017. A mathematical programming model for integratingproductionandprocurementtransportdecisions.AppliedMathematical Modelling,52, pp.527-543. Ferrario, A., Humbert, T., Kanavos, P. and Pedersen, H.B., 2017. Strategic procurement and international collaboration to improve access to medicines.Bulletin of the World Health Organization,95(10), p.720. Gransberg, D.D. and Tapia, R.M., 2018. Organizational best practices for transportation projects delivered using alternative contracting methods.KnE Engineering, pp.269-280. Iossa,E.andWaterson,M.,2019.Maintainingcompetitioninrecurrentprocurement contracts: A case study on the London bus market.Transport Policy,75, pp.141-149. Islam, M.M., Murad, M.W., McMurray, A.J. and Abalala, T.S., 2017. Aspects of sustainable procurement practices by public and private organisations in Saudi Arabia: an empirical study.International Journal of Sustainable Development & World Ecology,24(4), pp.289- 303.
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19ESTIMATING, TENDERING AND PROCUREMENT Mahamid, I., 2018. Critical determinants of public construction tendering costs.International Journal of Architecture, Engineering and Construction,7(1), pp.34-42. Mahendrawathi, E.R., Zayin, S.O. and Pamungkas, F.J., 2017. ERP post implementation review with process mining: A case of procurement process.Procedia Computer Science, 124, pp.216-223. Mohamed, M. and Tran, D., 2019. 12TIMPLEMENTATION OF BRIDGE BUNDLING DELIVERY METHOD STRATEGY. O'brien, J., 2019.Category management in purchasing: a strategic approach to maximize business profitability. Kogan Page Publishers. Rischmoller, L., Reed, D., Khanzode, A. and Fischer, M., 2018. Integration Enabled by Virtual Design & Construction as a Lean Implementation Strategy. Saad,M.M.,2017.InvestigatingpublicsectorclientperformanceinSouthAfrican construction procurement(Doctoral dissertation). Spekhorst, W.J.L., 2017.Model for information provision in the tender process(Master's thesis, University of Twente). Windapo,A.andAdediran,A.,2017.THEINFLUENCEOFPROCUREMENT STRATEGIES ON SME CONTRACTOR DEVELOPMENT IN THE CONSTRUCTION INDUSTRY.WELCOME TO DELEGATES IRC 2017, p.552. Wu, Q. and Chen, A., 2019. Optimal Procurement Strategies for a Risk-Averse Buyer When Price Is Uncertain.International Journal of Information and Management Sciences,30(2), pp.113-122. Yeager, V.A., Wharton, M.K., Monnette, A., Price-Haywood, E.G., Nauman, E., Angove, R.S. and Shi, L., 2018. Non–Face-to-Face Chronic Care Management: A Qualitative Study
20ESTIMATING, TENDERING AND PROCUREMENT Assessing the Implementation of a New CMS Reimbursement Strategy.Population health management,21(6), pp.454-461. Zhang, Z., Hu, J. and Shen, L., 2017. Green procurement management in building industry: An alternative environmental strategy. InProceedings of the 20th International Symposium on Advancement of Construction Management and Real Estate(pp. 1217-1228). Springer, Singapore.