Pre-Contract Administration

Pre-Contract Activities

Decision to Build Project Brief Design Design Drawings

Tender Documents
Tender Evaluation and Contractor Tenders / Drawings, BQ,
Tender Invitation Specifications,
Award Proposals
General Conditions of
Contract

Letter of Award Construction Work Contract Document

 Tendering process
Pre-tender

1. open tender
Tender 2. selective tender
3. negotiated tender
Assessment

Tender
report / Tender award
adjudication
 Pre-tender
Preparations
1. Documentation – contents
2. Type of contract procurement determines
the content documents.
3. Types of contract. (refer to earlier lectures)
 Types of Contract Procurement
1. Traditional / conventional contract – separation of the design from the
production elements of the contract.
2. Design and Build / package deal / turnkey contracts.
3. Management contracts.
4. Hybrids – Develop and Construct / Design and Manage / Design and
Construction Management contracts.
Other types:
5. Build, operate and transfer contract.
6. Serial contract.
7. Continuation contract.
8. Periodic contract.
9. Partnering contract.
10.Independent contract.
 Prequalification of contractors
Prospective tenderers to furnish data relating to:
a. Legal status of the Company
b. Particulars of holding, subsidiary or associated companies
c. Latest Annual Report and Audited Accounts of Company
d. Annual turnover of the Company in relation to civil engineering
construction works
e. Statement of construction projects of a similar nature and their values
executed by the Company
f. Employees at HQ and branches, management, administrative, design office,
g. Directors’ names
h. Construction plants and labour resources
i. References
 Evaluation & Award.
• Tender evaluation – commercial and technical
• Tender award – tender committee, letter of
acceptance (L.A)
 Contract Documents
1. Form of Tender
2. Form of Contract
3. Letter of Acceptance
4. Articles of Agreement
5. Conditions of Contract
6. Drawings
7. Bill of Quantities
8. Specification
9. Other Documents specifically included. (should not differ
from the Tender Documents)
 Articles of Agreement
• Brief description of project
• Site location
• Date of commencement
• Names of contracting parties
• Obligations of parties
• Price to be paid
• Consultant’s name
• Completion time (duration)
• List of contract documents
 General Conditions of Contract
• Prepared by the Institution of Engineers, Board of
Engineers and Association of Consulting Engineers.

• It describes the conditions under which the work is

to be carried out and the relationship between the
Employer and the Contractor and the powers of
the Engineer.

• Designed to protect the interest of all parties.

 Conditions of Contract
• Elaborate set of legal terms which regulate the
contractual relationship between contracting
parties

• Define duties and rights of parties

• Address some of the likely events which may

arise during the course of works
 Drawings
• Drawings are prepared by the Engineer based on their design.

• Numbered according to series. Separate series for each consulting discipline (e.g. Civil, M&E, Structural,etc.).

• The scales must clearly stated.

• Each drawings are signed by Professional Engineer..

• Made available to the Contractor at the time when he prepares his tender to enable the price of works to be
computed.

• Contract Drawings shall be the Construction Drawings which should be issued to the Contractor before works
commence.

• During progress of the work the Engineer will find it necessary to issue further drawings to amplify information
given in the contract drawings.

• Further drawings will be issued by the Engineer during the progress of work for variation works.
 Bill of Quantities (BQ)
• A list of all items necessary to complete the works.

• Each item fully described and the quantity is calculated from the
contract drawings and expressed in the appropriate units.

• The Contractor enters his unit rate against each item, which is then
multiplied by the quantity to give the total cost of the item.

• The sum of all these items is the Contractor’s Tender Price for the
contract.

( see chapter on BQ)

 Bill of Quantities (BQ)
• Preliminaries (site overhead), trade bills, schedule of
provisional sums, prime cost (PC) items.
• Trade bill in 6 columns:
i. Alphabetical reference for the item
ii. Brief description of item
iii. Unit
iv. Quantity
v. Unit price (Rate) for each item of work
vi. Amount (= Rate x Quantity)
 Specifications
• The Standards for execution of works

• Describes in detail the quality of materials and the

standard of workmanship to be used in the works.

• Source of applicable technical standards and codes

• Any special conditions or requirements should be

described in the general section of the Specification.
 Other documents
• Form of Tender
• Form of Agreement
• Form of Bond
• Method statement
• Works programme