Quality of tender documents: case studies from the UK

Tendering is one of the stages in construction procurement that requires extensive information and documents exchange. However, tender documents are not always clear in practice. The aim of this study was to ascertain the clarity and adequacy of tender documents used in practice. Access was negotiated into two UK construction firms and the whole tender process for two projects was shadowed for 6-7 weeks in each firm using an ethnographic approach. A significant amount of tender queries, amendments and addenda were recorded. This showed that quality of tender documentation is still a problem in construction despite the existence of standards like Co-ordinated Project Information (1987) and British Standard 1192 (1984 and 1990) that are meant to help in producing clear and consistent project information. Poor quality tender documents are a source of inaccurate estimates, claims and disputes on contracts. Six recommendations are presented to help in improving the quality of tender documentation. Further research is needed into the recommendations to help improve the quality of tender documents, perhaps in conjunction with an industry-wide investigation into the level of incorporation of CPI principles in practice.

Commercial reviews in the tender process of contractors

Purpose – The purpose of this paper is to show the extent to which clients amend standard form contracts in practice, the locus of the amendments, and how contractors respond to the amendments when putting together a bid. Design/methodology/approach – Four live observational case studies were carried out in two of the top 20 UK construction firms. The whole process used to review the proposed terms and conditions of the contract was shadowed using participant observation, interview and documentary analysis. Findings – All four cases showed strong evidence of amendments relating mostly to payment and contractual aspects: 83 amendments in Case Study 1 (CS1), 80 in CS2, 15 in CS3 and 29 in CS4. This comprised clauses that were modified (37 per cent), substituted (23 per cent), deleted (7 per cent) and new additions (33 per cent). Risks inherent in the amendments were mostly addressed through contractual rather than price mechanisms, to reflect commercial imperatives. “Qualifications” and “clarifications” were included in the tender submissions for post-tender negotiations. Thus, the amendments did not necessarily influence price. There was no evidence of a “standard-form contract“ being used as such, although clients may draw on published “standard-form contracts” to derive the forms of contract actually used in practice. Practical implications – Contractors should pay attention to clauses relating to contractual and financial aspects when reviewing tender documents. Clients should draft equitable payment and contractual terms and conditions to reduce risk of dispute. Indeed, it is prudent for clients not to pass on inestimable risks. Originality/value – A better understanding of the extent and locus of amendments in standard form contracts, and how contractors respond, is provided.

Electronic tendering: an industry perspective

The construction industry is categorised as being an information-intensive industry and described as one of the most important industries in any developed country, facing a period of rapid and unparalleled change (Industry Science Resources 1999) (Love P.E.D., Tucker S.N. et al. 1996). Project communications are becoming increasingly complex, with a growing need and fundamental drive to collaborate electronically at project level and beyond (Olesen K. and Myers M.D. 1999; Thorpe T. and Mead S. 2001; CITE 2003). Yet, the industry is also identified as having a considerable lack of knowledge and awareness about innovative information and communication technology (ICT) and web-based communication processes, systems and solutions which may prove beneficial in the procurement, delivery and life cycle of projects (NSW Government 1998; Kajewski S. and Weippert A. 2000). The Internet has debatably revolutionised the way in which information is stored, exchanged and viewed, opening new avenues for business, which only a decade ago were deemed almost inconceivable (DCITA 1998; IIB 2002). In an attempt to put these ‘new avenues of business’ into perspective, this report provides an overall ‘snapshot’ of current public and private construction industry sector opportunities and practices in the implementation and application of web-based ICT tools, systems and processes (e-Uptake). Research found that even with a reserved uptake, the construction industry and its participating organisations are making concerted efforts (fortunately with positive results) in taking up innovative forms of doing business via the internet, including e-Tendering (making it possible to manage the entire tender letting process electronically and online) (Anumba C.J. and Ruikar K. 2002; ITCBP 2003). Furthermore, Government (often a key client within the construction industry),and with its increased tendency to transact its business electronically, undoubtedly has an effect on how various private industry consultants, contractors, suppliers, etc. do business (Murray M. 2003) – by offering a wide range of (current and anticipated) e-facilities / services, including e-Tendering (Ecommerce 2002). Overall, doing business electronically is found to have a profound impact on the way today’s construction businesses operate - streamlining existing processes, with the growth in innovative tools, such as e-Tender, offering the construction industry new responsibilities and opportunities for all parties involved (ITCBP 2003). It is therefore important that these opportunities should be accessible to as many construction industry businesses as possible (The Construction Confederation 2001). Historically, there is a considerable exchange of information between various parties during a tendering process, where accuracy and efficiency of documentation is critical. Traditionally this process is either paper-based (involving large volumes of supporting tender documentation), or via a number of stand-alone, non-compatible computer systems, usually costly to both the client and contractor. As such, having a standard electronic exchange format that allows all parties involved in an electronic tender process to access one system only via the Internet, saves both time and money, eliminates transcription errors and increases speed of bid analysis (The Construction Confederation 2001). Supporting this research project’s aims and objectives, researchers set to determine today’s construction industry ‘current state-of-play’ in relation to e-Tendering opportunities. The report also provides brief introductions to several Australian and International e-Tender systems identified during this investigation. e-Tendering, in its simplest form, is described as the electronic publishing, communicating, accessing, receiving and submitting of all tender related information and documentation via the internet, thereby replacing the traditional paper-based tender processes, and achieving a more efficient and effective business process for all parties involved (NT Governement 2000; NT Government 2000; NSW Department of Commerce 2003; NSW Government 2003). Although most of the e-Tender websites investigated at the time, maintain their tendering processes and capabilities are ‘electronic’, research shows these ‘eTendering’ systems vary from being reasonably advanced to more ‘basic’ electronic tender notification and archiving services for various industry sectors. Research also indicates an e-Tender system should have a number of basic features and capabilities, including: • All tender documentation to be distributed via a secure web-based tender system – thereby avoiding the need for collating paperwork and couriers. • The client/purchaser should be able to upload a notice and/or invitation to tender onto the system. • Notification is sent out electronically (usually via email) for suppliers to download the information and return their responses electronically (online). • During the tender period, updates and queries are exchanged through the same e-Tender system. • The client/purchaser should only be able to access the tenders after the deadline has passed. • All tender related information is held in a central database, which should be easily searchable and fully audited, with all activities recorded. • It is essential that tender documents are not read or submitted by unauthorised parties. • Users of the e-Tender system are to be properly identified and registered via controlled access. In simple terms, security has to be as good as if not better than a manual tender process. Data is to be encrypted and users authenticated by means such as digital signatures, electronic certificates or smartcards. • All parties must be assured that no 'undetected' alterations can be made to any tender. • The tenderer should be able to amend the bid right up to the deadline – whilst the client/purchaser cannot obtain access until the submission deadline has passed. • The e-Tender system may also include features such as a database of service providers with spreadsheet-based pricing schedules, which can make it easier for a potential tenderer to electronically prepare and analyse a tender. Research indicates the efficiency of an e-Tender process is well supported internationally, with a significant number, yet similar, e-Tender benefits identified during this investigation. Both construction industry and Government participants generally agree that the implementation of an automated e-Tendering process or system enhances the overall quality, timeliness and cost-effectiveness of a tender process, and provides a more streamlined method of receiving, managing, and submitting tender documents than the traditional paper-based process. On the other hand, whilst there are undoubtedly many more barriers challenging the successful implementation and adoption of an e-Tendering system or process, researchers have also identified a range of challenges and perceptions that seem to hinder the uptake of this innovative approach to tendering electronically. A central concern seems to be that of security - when industry organisations have to use the Internet for electronic information transfer. As a result, when it comes to e-Tendering, industry participants insist these innovative tendering systems are developed to ensure the utmost security and integrity. Finally, if Australian organisations continue to explore the competitive ‘dynamics’ of the construction industry, without realising the current and future, trends and benefits of adopting innovative processes, such as e-Tendering, it will limit their globalising opportunities to expand into overseas markets and allow the continuation of international firms successfully entering local markets. As such, researchers believe increased knowledge, awareness and successful implementation of innovative systems and processes raises great expectations regarding their contribution towards ‘stimulating’ the globalisation of electronic procurement activities, and improving overall business and project performances throughout the construction industry sectors and overall marketplace (NSW Government 2002; Harty C. 2003; Murray M. 2003; Pietroforte R. 2003). Achieving the successful integration of an innovative e-Tender solution with an existing / traditional process can be a complex, and if not done correctly, could lead to failure (Bourn J. 2002).

Reabilitação do edifício do Centro de Saúde da Parede, do Ministério da Saúde

Relatório de Estágio para obtenção do grau de Mestre em Engenharia Civil na Área de Especialização em Edificações

Praxisrelevante Auswirkungen des Vorschlages für eine EU-Verordnung KOM/2000/7/final, 2000/0212(COD) des europäischen Parlaments und des Rates von der Kommission der Europäischen Gemeinschaften auf die Verkehrsplanung des öffentlichen Personennahverkehrs

Die Arbeit behandelt den Vorschlag für eine EU-Verordnung KOM/2000/7/final, 2000/0212(COD) des europäischen Parlaments und des Rates von der Kommission der Europäischen Gemeinschaften als Grundlage einer Marktöffnungsverordnung und welche Veränderungen sich dadurch in Deutschland einstellen werden. Ausschreibungen von Verkehrsleistungen werden zunehmen. Die Ausschreibungsarten werden sich in ländlichen Regionen von denen in Verkehrszentren unterscheiden. In der Region werden sich Bedarfslösungen stärker durchsetzen. Kürzungen von Verkehrsleistungen werden hier stärker ausfallen als in den Zentren und damit zu einem kleineren Leistungsvolumen führen. Aufgrund des geringen Leistungsumfangs gibt es weniger Interessenten. Bei Standardausschreibungen werden deshalb auch häufig die Varianten der beschränkten oder die freihändige Vergabe gewählt. Funktionale Ausschreibungen haben nur eine untergeordnete Bedeutung. In den Verkehrszentren sind die Lose größer und damit für viele Anbieter interessant. Die Verkehrszusatzleistungen sind zudem komplexer. Standardausschreibungen in öffentlicher Vergabeart werden sich hier vermutlich als Norm durchsetzen. Die VOL/A wird sicherlich ihre Bedeutung und ihren dafür notwendigen Regelungsumfang in Deutschland als deutsches oder als europäisches Recht behalten. Ob der empfehlende Charakter der DIN EN 13816 Norm „ÖPNV: Definition, Festlegung von Leistungszielen und Messung der Servicequalität“ erhalten werden kann und nicht als Steuerungselement zur Standardisierung im ÖPNV beitragen wird, ist dabei zu bezweifeln. Durch diese Wettbewerbspflicht wird der Aufgabenträger zum Besteller von Verkehrsleistungen. Damit geht die Verkehrsplanung in die Verantwortung des Aufgabenträgers über und gerät stärker in den Einflussbereich der Politik. Die strategisch abstrakte und die konkrete Verkehrsplanung wachsen für den Normfall der Standardausschreibung zusammen. Die Hoffnung auf eine bessere Netzintegration und eine Standardisierung des ÖPNV Angebots und der ÖPNV Qualität entsteht. Es entwickelt sich dadurch aber auch die Gefahr der Abhängigkeit des Nahverkehrsangebots von der derzeitigen Haushaltslage oder der Interessenlage der Politik. Kontinuität in Angebot und Qualität werden zu erklärten Planungszielen. Der Verkehrsplaner auf der Bestellerseite muss die Planung in Ausschreibungsunterlagen umsetzen. Dies erfordert erweiterte Kompetenzen in den Bereichen Betriebswirtschaft, Logistik, Jura, Informatik und Führungskompetenzen. Ausbildende Institutionen müssen darauf bereits im Vorfeld der Umsetzung reagieren. Durch die zeitliche Verzögerung der Umsetzung der Planung durch die Ausschreibungsschritte sind in der Verkehrsplanung längere Planungsvorlaufzeiten einzukalkulieren. Vorausschauender zu planen, wird dabei wichtiger. Auch eventuelle Fehler in der Planung sind nicht mehr so einfach zu korrigieren. Durch den gestiegenen Einsatz von Technologien in den Fahrzeugen besteht für den Verkehrsplaner dafür häufiger die Möglichkeit, Planungsänderungen auf ihre Wirksamkeit im Hinblick auf Attraktivität für den Fahrgast anhand von den ermittelten Fahrgastzahlen zu kontrollieren. Dasselbe gilt auch für Marketing- und Vertriebsmaßnahmen, wie für die Tarifpolitik. Die Zahlen stehen nicht nur für diese Rückkopplung zur Verfügung, sondern dienen auch als Planungsgrundlage für zukünftige Maßnahmen. Dem Planer stehen konkretere Zahlen für die Planung zur Verfügung. Ein Aspekt, der aufgrund der Sanktionsmaßnahmen bei Ausschreibungen an Bedeutung gewinnen wird, ist die Möglichkeit, Qualität von Verkehrsleistungen möglichst objektiv beurteilen zu können. Praxisrelevante Auswirkungen auf die Verkehrsplanung des öffentlichen Personennahverkehrs ergeben sich hauptsächlich durch die gestiegene Komplexität in der Planung selbst und den dadurch unverzichtbaren gewordenen Einsatz von Computerunterstützung. Die Umsetzung in Ausschreibungsunterlagen der Planung und die Kontrolle stellen neue Elemente im Aufgabenbereich des Verkehrsplaners dar und erfordern damit breiter ausgelegte Kernkompetenzen. Es werden mehr Verkehrsplaner mit breiterer Ausbildung benötigt werden. Diese Arbeit hat aufgezeigt, dass sich mit der Integration des Ausschreibungsgedankens in den Ablauf der Verkehrsplanung eine sprunghafte Entwicklung in der Planungstätigkeit ergeben wird. Aufgrund der in Zukunft steigenden Qualität und Quantität der Planungsgrundlagen und der ebenfalls gestiegenen Ansprüche an die Bewertungsparameter ergeben sich Veränderungen und neue Anforderungen auf diesem Gebiet, die in erster Linie für die Hochschulen und andere ausbildende Einrichtungen, aber auch für die Verkehrsplanung unterstützende Industrie.

Utredning av förfrågningsunderlag gällande byggandet av trästomme med fokus på offentlig upphandling

In the mid 1990s a previous prohibitions against multi-story buildings higher than two floors with a wooden frame was changed. Today multi-storey buildings are being built in Skellefteå, Sundsvall, Växjö, and Stockholm with others. Despite this only one of five houses being built today has a wooden frame. Since the municipality is a key force to get projects with wooden frames, this papers purpose is to improve tender document for the opportunity to submit bids and building with wooden frames. To help us forward with our work three questions were formulated. 1) What is the basis from a wooden constructions company perspective, of which they determines if they can place a bid or not? 2) What is the difference between tender documents made by a municipality compared to a private buyer? 3) How can tender documents be improved to create an opportunity to place a bid containing an alternative frame system? To answer these questions a literature study was carried out. The literature study is the basis of this paper. To obtain empirical data a document analysis of tender documents was carried out. The result of the study shows that wood frames are hard to adapt to an already finished technical specification, or to a tender document containing an extensive technical specification. To obtain alternative solutions, the buyer should focus on object design, form and function, or a general technical specification. Instead the technical specifications should be drawn up by the supplier, or in collaboration with them. The tender evaluation should be made by the most economically advantageous rather then the lowest price. Then the buyer can evaluate the offers against each other, rather then choosing the lowest price. This also gives the possibility for suppliers to make a bid containing an alternative solution. As a continuation of this paper, we recommend a study on which impact a general technical specification has on the project final cost.  Furthermore a study exploring which possibilities partner procurement can have alternative solutions in the Swedish procurement act. This report deal exclusively with how tender documents should be formulated. Life cycle analysis, carbon dioxide emissions and strength calculations will not be executed. 

Supporting pre-tender construction planning with virtual prototyping

Purpose – Virtual prototyping technologies linked to building information models are commonplace within the aeronautical and automotive industries. Their use within the construction industry is now emerging. The purpose of this paper is to show how these technologies have been adopted on the pre-tender planning for a typical construction project. Design/methodology/approach – The research methodology taken was an “action research” approach where the researchers and developers were actively involved in the production of the virtual prototypes on behalf of the contractor thereby gaining consistent access to the decisions of the planning staff. The experiences from the case study were considered together with similar research on other construction projects. Findings – The findings from the case studies identify the role of virtual prototyping in components modelling, site modelling, construction equipment modelling, temporary works modelling, construction method visualization and method verification processes. Originality/value – The paper presents a state-of-the-art review and discusses the implications for the tendering process as these technologies are adopted. The adoption of the technologies will lead to new protocols and changes in the procurement of buildings and infrastructure.

HCX : an efficient hybrid clustering approach for XML documents

This paper proposes a novel Hybrid Clustering approach for XML documents (HCX) that first determines the structural similarity in the form of frequent subtrees and then uses these frequent subtrees to represent the constrained content of the XML documents in order to determine the content similarity. The empirical analysis reveals that the proposed method is scalable and accurate.

XCFS - a novel approach for clustering XML documents using both the structure and the content

XML document clustering is essential for many document handling applications such as information storage, retrieval, integration and transformation. An XML clustering algorithm should process both the structural and the content information of XML documents in order to improve the accuracy and meaning of the clustering solution. However, the inclusion of both kinds of information in the clustering process results in a huge overhead for the underlying clustering algorithm because of the high dimensionality of the data. This paper introduces a novel approach that first determines the structural similarity in the form of frequent subtrees and then uses these frequent subtrees to represent the constrained content of the XML documents in order to determine the content similarity. The proposed method reduces the high dimensionality of input data by using only the structure-constrained content. The empirical analysis reveals that the proposed method can effectively cluster even very large XML datasets and outperform other existing methods.

Effective pattern taxonomy mining in text documents

Many data mining techniques have been proposed for mining useful patterns in databases. However, how to effectively utilize discovered patterns is still an open research issue, especially in the domain of text mining. Most existing methods adopt term-based approaches. However, they all suffer from the problems of polysemy and synonymy. This paper presents an innovative technique, pattern taxonomy mining, to improve the effectiveness of using discovered patterns for finding useful information. Substantial experiments on RCV1 demonstrate that the proposed solution achieves encouraging performance.