Tender Process in Three Steps

This document covers the key steps required through tender, from selecting the main contractor through to commencing onsite. 

Contents

Step 1: Pre Tender
Step 2: Tender Round One
Step 3: Tender Round Two

Step 1

Pre Tender Process

The pre-tender phase covers  the review & confirmation documents needed for tender. 

Actions

• Confirm Take-off (excel spreadsheet detailing build cost) and the quantities needed  and review against the approved drawings, including area and volume. 
• Confirm key item specifications and materials. 
• Confirm homeowner purchase items against products to be purchased by the main contractor and specialist fitters. 
• Confirm up to date prices for key items specified, such as windows and doors. 

Key ACTION: The excel take off is prepared for tender and confirm Take-off & Confirm Specification. 

Other items to Confirm

• All planning permissions and planning conditions are confirmed?
• Building Control - inplace and pre-plans Checked?
• Party Wall Notices - in-place?
• Build Over Agreement - in-place?
• Asbestos Test (if required) - actioned? 

Step 2

Tender Round One

This step covers the introduction of our clients to 3 or 4 main contractors (builders) and initial site meetings. 

Actions

• Check availability and timelines of selected main contractors.
• Arrange introduction meeting, site visit and issue initial drawing set. 
• Following the meeting,  issue full tender pack. 
• Follow-up and obtain quotations.
• Model Projects to review and analyse all quotations, draw up a comparison table and issue to client.

Key ACTION: Introduction to Main Contractors and gain initial prices.

Check Main Contractor’s Credentials

• Check level of insurance and cover?
• Check health and safety policy?
• Check company details, registered office, financials and VAT registration?
• Check any key subcontractors?
• Check reviews and completed projects?

Step 3

Tender Round Two

This step covers the selection of the builder,  final tasks and documentation before commencing onsite. 

Actions

• Set-up call/ meeting to review quotations and comparison charts. 
• Feedback key questions to selected (single or multiple) contractor following the issue of the  tender quotations. 
• Nominate preferred main contractor. 
• Arrange meeting between client, main contractor and Model Projects to review prices, purchase items and timelines. 
• Prepare construction pack including contracts, timelines and payment scheme.
• Mobilising meeting and the signing of contracts. 

Key ACTION: select main contractor and commence onsite (construction phase)

Check Main Contractor’s Credentials

• Complete F10 and other Health & Safety items as required.
• Homeowners notify Home Insurance of works and main contractor. 
• Confirm Tree Protection items and Wildlife Measures are in-place (as-required). 
• Applications for services have been made (water, gas, electric, etc..)