Preparing And Evaluating Tender Documentation For The Devlon House - Assessment Task

Task 1: Identifying Risks and Modifying Contract and Tender Documents

The first task Jai has asked you to complete is to identify and review the tender documents and contract, to establish any possible risks to be considered when preparing the tender for submission. Jai has requested that you email him with your findings once you have addressed the key points he wants you to check.

To complete this task Jai has provided you with an outline of what is required as below:

• Review the specifications provided and confirm that the items required and the costs for each bathroom item are included.  
• Review the Devlon contract document provided. In Cause 11, confirm that the costs for specifications for all the bathroom items have been listed and calculated correctly by the Principal ‘Heights Construction’, and these have been included in the contract. Identify the areas within the contract which have been missed and must be included. You also need to establish if the contract used is appropriate for this type of build.
• Review the policies and procedures of Sullivon Constructions and establish two (2) key policies/procedures which directly affect the tender process and must be adhered to.
• List at least three (3) possible risks associated with the contract and complete the risk assessment for each identified risk.

Your task

Having reviewed all the required contract documents and resources for the tender, write an email to Jai. Use the template provided in Appendix A to write your email.

In your email, provide Jai with the following information based on your evaluation of the required tender documents:

1.Confirm that the contract is appropriate for this type of build and how you were able to confirm this (include the construction and government regulations which specify that the contract being used is appropriate for this tender).

1. i) Visit the Sullivon Constructions website and the Sullivon Constructions Tendering Procedure. List the policies and procedures that you will need to comply with during the tender process to meet organisational procedures.   
2. ii) List the items to be included in the costings for one of the ensuite bathrooms.

iii) Now calculate the costs for both ensuites shown on level 2.

3.Complete the table below to identify the bathroom inclusions that ‘Heights Construction’ has not identified in Clause 11 – Prime Cost Item Schedule of the Devlon contract. These items constitute incomplete items of the contract that need to be costed for the tender process. (You will also need this information to complete Part B of the assessment.) Copy and paste the completed table below to your email to Jai.

Task 1:

Jai has replied to your email and is happy with your risk assessment and overall preliminary evaluation. He has asked you to complete the following sections of the contract and tender document which you identified as incomplete. He also wants you to make sure that the supporting documents are completed appropriately to support the tender.

It is important to note that the owners, Mark and Suen, have made some variations as follows:

The owners have replaced the two (2) porcelain hand basins with seamless mini vanities $ 256.00 each and want to replace one of the spa baths with a standard bath.

Complete and amended relevant sections of contract/tender document as follows:

I.Owner/Contractors details: Complete all details accurately.

II.Clause 1: List and confirm the documents and dates including the types of drawings and specifications to be included.

III.Clause 11: Amend to reflect changes in bathroom specifications.

IV.Record of adjustments and variations to align with changes to bathroom costings and Clause 11.

V.Using the Cordell Student Building Cost Guide calculate the estimated labour hours and costs to fitout the two (2) bathrooms on level 2. Provide your costings in a table and submit as a supporting document for the tender, including the subcontractors you will need to use for this project.

VI.Once you have completed all the tender documents, you are required to initial and date each page in which you have added or changed the content to confirm you have checked the information for accuracy. This should include variations to items and costs required for Clause 11 of the contract. Your completed contract and labour costs will need to be submitted as evidence for this assessment task.

Task 2:

You have completed all the tender documents, checked each document for accuracy and you are happy with the final documents which needs to be submitted for the tender.

Using the email template provided (Appendix A), draft a second email to Jai and Jake to confirm that all the tender documents are ready to be submitted to the client for approval and signing.

When drafting your email you will need to:

I.Outline the purpose of the email: request approval of the tender documents so that you can then forward the documents to the client for signing.

II.List the documents you have attached.

III.Outline the changes/amendments you have made to the contract/tender document.

This assessment has been designed to allow you to provide partial evidence of your competence in the unit CPCCBC4013A Prepare and evaluate tender documentation.

Note: you will need to complete additional assessments as you progress through your course to demonstrate competence for all aspects of the unit.

In completing your final assessments, you will show evidence of your ability to:

• Evaluate contract risk.
• Prepare tender documentation.
• Identify and attach appropriate supporting documentation
• Evaluate completed tender documentation.
• Obtain tender approval or endorsement.

Project

Read the scenario below that relates to preparing and evaluating a tender for the building of the Devlon house and carry out the tasks that follow.

This assessment consists of two parts:

Part A: Select and evaluate a contract and associated risks, and prepare tender documents.  

Part B: Evaluate tender documents, obtain the tender approval from Jai, and finalise the submission to be sent to the Principal.

Scenario

For this assessment you take on the role of a junior site supervisor at Sullivon Constructions. Over the past few months you have proven to Jai, the Site Supervisor, you are highly capable in your role. Jai feels you are ready to assist him with the tender process for a new three storey duplex for Mark and Sue Devlon to be constructed at Teresa Place in Leura, New South Wales.

The Principal for the tender is ‘Heights Construction’ and Sullivon is the tenderer. The tender you will prepare and evaluate is for the construction and fitout of the two (2) ensuite bathrooms for the master bedrooms on level 2 within the property for the following client:

Client details:

Mark and Suen Devlon

19 Axle Drive Leura 2780

PH: 0400 000 111

Email: [email protected]

Jai will guide you, and provide you, with specific tasks related to the tender and assist with your understanding of the key elements which need to be covered when conducting the tender process at Sulllivon Constructions.

You will need to liaise with Jai and the Construction Manager, Jake Sullivon during the tender preparation process.

Part A

The first task Jai has asked you to complete is to identify and review the tender documents and contract, to establish any possible risks to be considered when preparing the tender for submission. Jai has requested that you email him with your findings once you have addressed the key points he wants you to check.

To complete this task Jai has provided you with an outline of what is required as below:

• Review the specificationsprovided and confirm that the items required and the costs for each bathroom item are included.  
• Review the Devlon contract document In Cause 11, confirm that the costs for specifications for all the bathroom items have been listed and calculated correctly by the Principal ‘Heights Construction’, and these have been included in the contract. Identify the areas within the contract which have been missed and must be included. You also need to establish if the contract used is appropriate for this type of build.
• Review the policies and procedures of Sullivon Constructionsand establish two (2) key policies/procedures which directly affect the tender process and must be adhered to.
• List at least three (3) possible risks associated with the contract and complete the risk assessment for each identified risk.

Your task

Having reviewed all the required contract documents and resources for the tender, write an email to Jai. Use the template provided in Appendix A to write your email. (Maximum 300 words)  

In your email, provide Jai with the following information based on your evaluation of the required tender documents:

1. Confirm that the contract is appropriate for this type of build and how you were able to confirm this (include the construction and government regulations which specify that the contract being used is appropriate for this tender).
2.  
3. i) Visit the Sullivon Constructionswebsite and the Sullivon Constructions Tendering Procedure. List the policies and procedures that you will need to comply with during the tender process to meet organisational procedures.

• Contracts agreement between Client and Sullivon and, Pricing and schedules of services or products delivered must be included when preparing tender document.
• Conduct the necessary research into the project and establish the specifications required.
• Select the appropriate tender documents to suit the type of construction and ensure it complies with legislative and organizational requirements and standards.
• Assess the risks associated with the project and complete the risk assessment forms to meet organizational requirements.
• Identify and collate all supporting documents required for the tender.
• Communicate with site supervisor on all preliminary checks and tender document preparation and obtain approval before proceeding.
• Review all tender documents and check all information which has been entered to ensure accuracy.
• Initial and date all pages of reviewed tender where any additions or changes have been made.
• Seek endorsement and approval of final tender documentation from site supervisor and construction manager.
• Submit all tender documents to client, attaching the standard Sullivon letterhead.

1. ii) List the items to be included in the costings for one of the ensuite bathrooms.

• Bathtub-$554.66
• Toilet pan & cistern- $589.43
• Spa bath- $1037.50
• Vanity- $378.33
• Porcelain hand basin- $351.27
• Porcelain shower bases- $431.78

iii) Now calculate the costs for both ensuites shown on level 2.

The costings for the two bathroom ensuite are as below

(554.66 x 2) + (589.43 x 2) + (1037.50 x 2) + (378.33 x 2) + (351.27 x 2) +(431.78 x 2)=$6,685.94

Complete the table below to identify the bathroom inclusions that ‘Heights Construction’ has not identified in Clause 11 – Prime Cost Item Scheduleof the Devlon contract. These items constitute incomplete items of the contract that need to be costed for the tender process. (You will also need this information to complete Part B of the assessment.) Copy and paste the completed table below to your email to Jai.

Item	Additional bathroom items to be costed per item (list 2 items for each)
Vanity	Taps Wall mirror
Lighting	Electric switches Bulbs
Ventilation	Air condition machine Refrigerator
Miscellaneous	Floor tiles Shower heads

Complete the risk assessment table below to notify Jai of three (3) potential risks to Sullivon Constructions of the contract/tender. Examples of areas of risk include timelines, profit margins and stakeholder concerns. Copy and paste the completed table below to your email to Jai.

Risk	Likely consequences if risk not addressed	Action to mitigate risk
I. The risk of failing to meet the completion deadline. Construction period of the project is very short.	The delay in completion of the project would lead to delay of the client. As per the contract, the client is entitled liquidated damages by the contractor upon delay of the project by the contractor. This would lead to losses to Sullivon.	A meeting should be held between Sullivon and the client to discuss and adjust the timelines of the project.
2. Very small profit margins.	Losses or very small profit margins to Sullivon Company.	Substitution and readjustment of the costings of labour and materials as per the current prices and set a meeting with  the client for a discussion of the revised costing of the project to avoid losses
3. Scarcity of construction materials in the market.	This would lead to delay of the completion of the project and hence liquidated damages to the client.	Ensure all construction materials are available before commencement of the project. Propose substitution of unavailable materials to the client.

Confirm that you have reviewed the relevant Sullivon Constructionspolicies and procedures and required site documents, listing the policies and documents you have identified as relevant to the tender process and need to be followed.

• Contracts agreement between Client and Sullivon and, Pricing and schedules of services or products delivered must be included when preparing tender document.
• Conduct the necessary research into the project and establish the specifications required.
• Select the appropriate tender documents to suit the type of construction and ensure it complies with legislative and organizational requirements and standards.
• Assess the risks associated with the project and complete the risk assessment forms to meet organizational requirements.
• Identify and collate all supporting documents required for the tender.
• Communicate with site supervisor on all preliminary checks and tender document preparation and obtain approval before proceeding.
• Review all tender documents and check all information which has been entered to ensure accuracy.
• Initial and date all pages of reviewed tender where any additions or changes have been made.
• Seek endorsement and approval of final tender documentation from site supervisor and construction manager.
• Submit all tender documents to client, attaching the standard Sullivon letterhead.

Documents to be referred include;

• Previous Bill of Quantities of similar projects.
• Materials prices manual.
• Company’s procedure and processes manual.
  6. List the supporting documents which will need to be prepared and submitted with the tender/contract so that Jai can ensure all documentation is included. (You will also need this information to complete Part B of the assessment.)
• Bill of quantity
• Insurance
• Construction drawings.’
• Work schedule

Email

Send		To:		[email protected]
		Cc…
		Bcc...
		Subject		CONFIRMATION OF CONTRACT APPROPRIATENESS

Dear Sir, I hope this finds you well. The purpose of this email is to confirm that The Devlon’s Contract is as per Construction and government policies and regulation. The contract contains the following features as per the requirement: specification, terms of the contract, insurance policy, dispute resolution method of the contract, Duration of the contract and Terms of payment. Secondly, I have read the relevant Sullivon policies and procedures for the tender process. Below are the policies. · Contracts agreement between Client and Sullivon and, Pricing and schedules of services or products delivered must be included when preparing tender document. · Conduct the necessary research into the project and establish the specifications required. · Select the appropriate tender documents to suit the type of construction and ensure it complies with legislative and organizational requirements and standards. · Assess the risks associated with the project and complete the risk assessment forms to meet organizational requirements. · Identify and collate all supporting documents required for the tender. · Communicate with site supervisor on all preliminary checks and tender document preparation and obtain approval before proceeding. · Review all tender documents and check all information which has been entered to ensure accuracy. · Initial and date all pages of reviewed tender where any additions or changes have been made. · Seek endorsement and approval of final tender documentation from site supervisor and construction manager. · Submit all tender documents to client, attaching the standard Sullivon letterhead. Thirdly, below is a list of costings for an ensuite bathroom. Ø Bathtub-$554.66 Ø Toilet pan & cistern- $589.43 Ø Spa bath- $1037.50 Ø Vanity- $378.33 Ø Porcelain hand basin- $351.27 Ø Porcelain shower bases- $431.78 The costings for the two bathroom ensuite are as below (554.66 x 2) + (589.43 x 2) + (1037.50 x 2) + (378.33 x 2) + (351.27 x 2) +(431.78 x 2)=$6,685.94 Forthly, Below items were omitted in the contract Item Additional bathroom items to be costed per item (list 2 items for each) Vanity Taps Wall mirror Lighting Electric switches Bulbs Ventilation Air condition machine Refrigerator Miscellaneous Floor tiles Shower heads Risk Likely consequences if risk not addressed Action to mitigate risk I. The risk of failing to meet the completion deadline. Construction period of the project is very short. The delay in completion of the project would lead to delay of the client. As per the contract, the client is entitled liquidated damages by the contractor upon delay of the project by the contractor. This would lead to losses to Sullivon. A meeting should be held between Sullivon and the client to discuss and adjust the timelines of the project. 2. Very small profit margins. Losses or very small profit margins to Sullivon Company. Substitution and readjustment of the costings of labour and materials as per the current prices and set a meeting with  the client for a discussion of the revised costing of the project to avoid losses 3. Scarcity of construction materials in the market. This would lead to delay of the completion of the project and hence liquidated damages to the client. Ensure all construction materials are available before commencement of the project. Propose substitution of unavailable materials to the client. Lastly, below are the supporting documents that need to be submitted with the tender; Ø Bill of quantity Ø Insurance Ø Construction drawings.’ Ø Specifications Ø Work schedule. Kindly check and review the details above. Thank you. Best Regards,

Part B

Task 1:

Jai has replied to your email and is happy with your risk assessment and overall preliminary evaluation. He has asked you to complete the following sections of the contract and tender document which you identified as incomplete. He also wants you to make sure that the supporting documents are completed appropriately to support the tender.

It is important to note that the owners, Mark and Suen, have made some variations as follows:

The owners have replaced the two (2) porcelain hand basins with seamless mini vanities $ 256.00 each and want to replace one of the spa baths with a standard bath.

Complete and amended relevant sections of contract/tender document as follows:

1. Owner/Contractors details: Complete all details accurately.
2. Clause 1: List and confirm the documents and dates including the types of drawings and specifications to be included.

• Architectural drawings
• Bill of quantity
• Specification
• Insurance
• Work of schedule.
• Clause 11: Amend to reflect changes in bathroom specifications.

11. Record of adjustments and variations to align with changes to bathroom costings and Clause 11.

• Substitution of 1 spa bath with  1 standard bathtub

1 standard bathtub=$554.66

1 spa bath=$1037.50

Variation= 1037.50-554.66=$752.84 to be reimbursed to the client

• Substitution of the two (2) porcelain hand basins with seamless mini vanities $ 256.00

two (2) porcelain hand basins=$702.54

two seamless mini vanities=$512

Variation= 702.54-512=$190.54 to be reimbursed to the client

2. Using the Cordell Student Building Cost Guidecalculate the estimated labour hours and costs to fitout the two (2) bathrooms on level 2. Provide your costings in a table and submit as a supporting document for the tender, including the subcontractors you will need to use for this project.

• Electrical subcontractors.
•  
• Roof subcontractors

Item fit out	Price per Bathroom	Total price for 2 ensuite
Fixing of cisterns	$267.08	$534.16
Fixing of toilet pans	$230.77	$461.54
Plumbing	$383.59	$767.18
Floor tiling(9.5m2)	$912	$1824
Fixing of bath tub	$278	$556
Total	$2071.44	$4142.88

Once you have completed all the tender documents, you are required to initial and date each page in which you have added or changed the content to confirm you have checked the information for accuracy. This should include variations to items and costs required for Clause 11 of the contract. Your completed contract and labour costs will need to be submitted as evidence for this assessment task.

Task 2:

You have completed all the tender documents, checked each document for accuracy and you are happy with the final documents which needs to be submitted for the tender.

Using the email template provided (Appendix A), draft a second email to Jai and Jake to confirm that all the tender documents are ready to be submitted to the client for approval and signing.

When drafting your email you will need to:

1. Outline the purpose of the email: request approval of the tender documents so that you can then forward the documents to the client for signing.
2. List the documents you have attached.

• Outline the changes/amendments you have made to the contract/tender document.

Items to submit as evidence for this assessment:

Part A:	o
Email to Jai (using template in Appendix A), confirming: 1. Contract/tender document is appropriate as per regulations etc. 2. List of items to be included in bathroom costings. 3. Table of incomplete items in Clause 11 of contract/tender document. 4. Completed risk assessment table with 3 identified risks. 5. List of relevant Sullivon policies and procedures for the tender process. 6. List of supporting documents to be prepared and submitted for the tender.	o o o o o o o o o
Part B:	o
1. Completed contract/tender documentation including: I. Owner/Contractors details II. Clause 1 III. Clause 11 IV. Record of adjustments and variations V. Estimated labour hours and costs x 2 bathrooms (include your costings as an attachment to this assessment). VI. Initial and date all changes within the document	o o o o o o o
2. Email to Jai and Jake: I. Outlining the purpose of the email. II. Listing the documents you have attached. III. Outlining the changes/amendments you have made to the contract/tender document.	o o o o