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The process to obtain a price and enter a contract for construction work is complex in part because virtually every project is unique. Over the course of years construction tendering standards have evolved and been shaped by best practices and changes in the law. The advent of new internet technologies offers a new way of integrating the entire process to eliminate some of the more common issues and problems that typically arise through the tender period of a project.
The following are just a few examples of typical issues that arise during the process:
Missing documents or information Trade contractors having different information than the Prime Contractor Late issuance of Addenda Incorrect document versions Unclear closing times Incomplete tender submissions Missing schedules or attachments Missing tender security (bonds) Late submission of tenders Busy fax lines precluding bid amendments from arriving on time
These and many other related issues can be managed effectively using a Site of Record approach to tendering. All tender activities, information and documents are made available to all bidders in a single secure online site. The Site of Record is the only official set of information made available to bidders leaving no chance for errors in the production, distribution or tracking of hard copy documents. Every bidder who accesses the information is automatically included in the distribution list for any addenda. The tender form is made available to Bidders electronically with all requirements clearly defined for the bidders. It cannot be submitted with missing information which ensures a complete tender submission. At the instant the reverse countdown clock reaches the closing time bids are no longer able to be submitted or edited. At that same instant the results of all properly submitted tenders along with any required bid bonds or other attachments are all immediately available for review either individually or in a spreadsheet format. All of the activities in the process are logged ensuring that all the key elements of the process are verifiable should the need arise after the fact.
Using a Site of Record approach to construction tendering saves time, reduces costs for all parties and most importantly it significantly reduces the risk of problems or claims arising from errors or omissions in the tendering process.
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