RICS etendering. Agenda. RICS E-tendering Guidance Note. Tendering. RICS E-tendering Guidance note. RICS E-tendering Guidance Note

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1 Agenda RICS etendering Erik Winterkorn RIBA RICS Building Cost Information Service Agenda: Introduction RICS Guidance Note Member Survey RICS E-Tendering Questions Tendering RICS E-tendering Guidance Note Tendering Tendering is selecting a contractor and setting a price Tendering requires the exchange of lots of information Today, the documents used are generally prepared in electronic format, but are still being distributed on physical media (i.e CDs) RICS E-tendering Guidance note Prepared by the RICS E-tendering Working party 1 st edition of E-tendering guidance note was issued in October nd edition is expected shortly RICS E-tendering Guidance Note RICS E-tendering Guidance Note 1 Tender methodology 1.1 Choosing the medium of data exchange 1.2 Electronic formats 1.3 Methods of exchange 2 Technology 2.1 The impact of bandwidth 2.2 Disk transfer Web based technology 3 Security 3.1 Security of file(s) being sent/exchanged 3.2 Security of the network/communication infrastructure 3.3 Security of the back up/records management 4 Tendering procedure 4.1 Preparation checklist for e-tendering activities 4.2 Preliminary enquiry 4.3 The tender documents 4.4 Time for tendering 4.5 Tender compliance 4.6 Withdrawal of tender before acceptance 4.7 Guidance on electronic offer and acceptance 5 Assessing tenders and notifying results

2 RICS E-tendering Guidance Note Appendices A Sample preliminary enquiry initial letter B Prequalification document description of works and guidelines for contractor submissions (Part 1): Project information schedule and response (Part 2): Information checklist (Part 3): Software standards (review only) C Sample document index and referencing notes D EU Directive 2004/18/EC The coordination of procedures for the award of public works contracts, public supply contracts and public service contracts E CITE (Construction Industry Trading Electronically) F Project Information exchange (PIX) protocol toolkit G Glossary H Further information and useful websites 2009 BCIS 2009 BCIS February 2009 RICS member survey updating 2006 survey Sent to over 4,600 UK Partner/Director members of RICS QS Construction Professional Group (vs in 2006) 369 responses or 7.9% (vs. 298 or 7.4% in 2006) (55% responding for whole firm, 19% single office, 26% individuals) Representing 4,406 staff Organised 9,342 tenders in the past year, 2.1 per staff member/27 per respondent Survey findings: Exchange of Contract Documents Method of tender issue Client Demand Survey findings: Exchange of Contract Documents Exchange of contract documents by means of electronic distribution Survey findings: Advantages of Using etendering etendering reduces timescales Interest in using a web based portal etendering reduces effort in analysing tenders

3 Survey findings: Advantages of Using etendering etendering reduces administration costs Survey findings: Advantages of Using etendering etendering will enhance your service etendering improves access for contractors and sub-contractors Improved contractor access to information for subcontractors Survey findings: Aware of Guidance and Solution Have you read the RICS etendering Guidance Note? Aware of the RICS etendering solution? Summary of Key Survey Findings: Increasing use of electronic document transfer Increase in the use of physical media to distribute electronic tender documents RICS members sentiment toward e-tendering remains strongly positive Ongoing acceptance by the majority of responding members of the benefits of e-tendering Concerns about the costs and clients sentiment ranked highly Almost half aware of the RICS e-tendering solution, with 22% requesting information The Solution

4 Electronic Tendering Platform Technology Electronic tendering provides a major opportunity to replace existing paper based procedures and achieve significant cost savings, while producing a more efficient and reliable process. Allows clients and their consultants (buyers) to run tenders through a secure, accredited website Offers a simple, secure, standard, efficient and cost effective way to manage tenders online Use of the system is charged on a per tender basis to buyers or via subscription model Use of the system is free to contractors (suppliers) Endorsed under the OGC Managed Service Framework agreement for esourcing Used by over 60 central and local government organizations (UK) Over 11,000 buyer users, 60,000 Contractor users Over 15 billion in contracts managed online 140,000 response documents submitted by suppliers online (~24 million printed A4 pages, saving ~4,000 trees) 14,000,000 user sessions managed by the system Average of 300 projects running on the system at any one time Security Statement: The Service is accessed over a secure internet connection and all data sent to and from this Service is encrypted. The Service security certificate has been issued to ricsetendering.com by Thawte as confirmation of the identity of the Service. The security measures of the Service meet the requirements for the conduct of business at HM Government Restricted (Impact Level 3) designation. The Service is subject to an annual security review, compliance checking and re-accreditation process. Overview of the RICS etendering Workflow Create a tender online. Publish the tender to contractors Communicate with tenderers during tender period. Monitor tenderer activity. Modify the tender requirements if required. RICS etendering Workflow Open and evaluate tenderer responses. Award or progress the tender. Report on the tender. Archive the completed tender Note: PQQ and ITT processes are the same Benefits for buyers Benefits of RICS etendering for buyers Improves efficiency and eliminates waste. Reduced costs - Works on a pay-per-tender basis. Buyers pay 500 to register each tender. There are no additional subscription fees or start-up IT investment costs. Maintains an audit trail of all communication. Provides secure, safe, ease to use, user-friendly tendering. Quick - immediate posting of documents and guarantee of them being received. Responses from suppliers are delivered right to your desktop. Option to use the system to evaluate tender returns on screen. Benefits for Suppliers Benefits of RICS etendering for suppliers Immediate and easy access to documentation in electronic format. Contractors will also be notified if any changes are submitted by the buyer. Clearer communication. Contact with buyers is made only through the system, so a clear record is kept. Reduced tendering costs. Registration for suppliers is free of charge. Submitting tenders through RICS etendering removes the costs of compiling and delivering documentation in hard copy format. Suppliers can set themselves up as buyers and procure their sub-contracts using the system.

5 Customers using Platform Technology A selection of RICS etendering Clients Engineering & Construction Defense & Space Chemical & Pharmaceutical Energy & Utilities Consumer Goods Media, Print & Publishing Real Estate Associates Government Services Manufacturing Telecom Transportation Banking Prices quoted on One tender -1 electronic tender 500+VAT at 15% per tender 500/tender Package A - One-year subscription for up to 10 electronic tenders 4,250+VAT at 15% per tender: 425/tender Package B - One-year subscription for up to 20 electronic tenders 7,500+VAT at 15% per tender: 375/tender Package C - One-year subscription for up to 50 electronic tenders 17,500+VAT at 15% per tender: 350/tender Package D - One-year subscription for up to 100 electronic tenders 32,500+VAT at 15% per tender: 325/tender Buyer Login Screen Buyer Tender Area Select or create PQQ or ITT

6 Complete ITT Details Create Technical Parameters (with scoring) Create Commercial Parameters Create Commercial Parameters manually..or upload template/attachment from CATO Supplier view of tender items

7 Select Tenderers Publish tender Tenderer(s) automatically ed Tender Published & running Manage Live Tender Tenderers Login Screen (free)

8 Tenderer s Tender area Select Tender Complete Technical Parameters Complete audit trail of any tender amendments Tenderer completes pricing. Tenderer s automatically ed

9 ..and publishes. Confirmation that tender published...buyer notified by Buyer can review Tender status....and history of tender amendments Formal tender opening (sealed)

10 Review Technical & Commercial Parameters Review Summary of Responses Compare Tenders Tender award Tenderer s notified of award

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