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Quality Assurance Manual

Estimating Process
Section 11
Estimating Process Flow

Document: CIV QCM


Rev: E
Date: 15/08/2009
Page: 1 of 4

Quality Assurance Manual

Document: CIV QCM

Estimating Process
Section 11

Rev: E
Date: 15/08/2009
Page: 2 of 4

Estimating process flow

Step
1

3
4

Purpose:

To ensure processes are implemented which allow the company


to determine requirements related to the contract, make sure
that reviews related to the contract are undertaken and
communication channels with the client are in place and
effective.

Scope:

This process covers Pre-qualifying, review of enquiries from


potential clients, tendering including review and approval,
review of contractual documents and the review and approval of
contract amendments.

Objective:

To ensure that clients requirements are understood and that


tenders meet the enquiry criteria

Inputs:

Pre qualification documents, Enquiry documents, Order / Letter


of intent, Contract and any supporting documents
Activity

On receipt of an enquiry to tender or to pre


qualify to tender, the enquiry documents are
recorded and reviewed to verify that they are
within the companys field and scope of expertise.
Set up a tender file
Download from CD or e-mail
Register Tender
Send confirmation of intention to quote to
client/QS
Appoint individual to attend site inspection
Attend site inspection and complete site
inspection report
If projects are within the companys field and
scope of expertise a decision is made on whether
to tender or pre qualify
Set a finalisation date
Copy Enquiry Documents
If the company decides not to proceed further,
the client is informed by letter. If the enquiry was
received by open tender no further action is taken
Complete, review and approve pre qualification
documentation and submit to client

If the pre qualification bid is unsuccessful it may


be decided to try and determine the reasons why
and give feedback during weekly / monthly
meetings

Responsibility
Estimator

Reference
document
Enquiry
documents.
Register.

Estimator
Estimator
Estimator
Estimator
Estimator/MD
Estimator/MD
Appointed
Individual
Managing
director /
Operations
Manager.
Estimator
Estimator
Estimator
Estimator and
Managing
Director or
Contract
Manager
MD/Estimator

Letter to client
Enquiry
document

Quality Assurance Manual

Document: CIV QCM

Estimating Process
Section 11
6

Nominate a representative to attend Site


Inspection

If any information is missing or ambiguous the


client is to be contacted and the matter clarified
and resolved. All correspondence is to be retained
in the tender file
Summarise Quantities
For Lump Sum quotes arrange for
measurement and appropriate bill of
quantities
Quotations are invited from selected suppliers
Send out material price enquiries with specs
and drawing copies where required with a
reply date
Send out Subcontractor enquiries with specs
and drawing copies where required with a
reply date
If the tender requires design work it will be
outsourced to register Consulting Engineers.
There is no in-house capacity to carry out designs
or review them
Responses are reviewed and a selection is made
for inclusion within the tender pricing. Tender
evaluation is filed in the tender file indicating the
selected suppliers.
Draw up tender programme
Work out P&G costs including Subcontractors
where applicable
The tender document is compiled to meet enquiry
document requirements including addendums
All enquiry documents are reviewed prior to
completing tender information to ensure that all
requirements are adequately defined and
documented. This review covers the contract and
specification requirements, materials to be used
(bill of quantities), time scales including
milestones, resource requirements and site
inspections
Once approved, tender document is submitted in
terms of enquiry requirements
If the tender bid is unsuccessful it may be decided
to try and determine the reasons why and give
feedback during weekly / monthly meetings
On award of contract, review order or letter of
intent against the tender document submitted, to
ensure there are no differences. Any differences
highlighted are to be resolved with the client. This
information is to be recorded, authorised and filed
within the tender and contract files

10

11
12

13
14
15

Estimator/
MD/
Operations
Manager
Estimator
Estimator
Quantity
Surveyor

Rev: E
Date: 15/08/2009
Page: 3 of 4
Site Inspection
Report
Tender file/
Negotiated
documentation

Estimator/
Estimator
Assistant

Subcontractors
enquiry /
request

Estimator and
Estimating
Assistant
Estimator/
Contracts
Manager

Spread sheet /
Supplier
records

Estimator

Tender
document
Tender
document

Managing
director /
Contract
Manager/
Estimator

Responsible
person
MD /
Estimator
Contract
Manager /
Estimator

Meeting
minutes
Order / Letter
of intent.
Tender
documents.
Amendments

Quality Assurance Manual

Estimating Process
Section 11
16

Hold contract award review meeting. This review


identifies Quality requirements, contractual
requirements, Management team and
appointment of personnel and resources for the
project,
Finalisation of the contract price, preparation of
budgets, allowable and project programmes,
client communication channels, insurance and
surety and identifies the Professional team.
Finalise the suppliers to be used on the project
and compile the suppliers list.
Finalise tender and copy documents to be
submitted

17

Hand over contract file to contracts manager

18

Should any major amendments which affect the


contract conditions be undertaken, they will be
reviewed and approved as per the original
contract. The managing director and client will
approve these changes. Records will be
maintained within the contract file.
Minor amendments will be discussed during the
client meetings and approved. Records will be
maintained within the contract file.
Changes which do not affect the contract
conditions will be handled through the use of site
instructions which are approved by the client.
Records of site instructions issued shall be
maintained.
Project file (data pack) will be completed at
finalisation of contract and sent for archiving to
contracts manager

19
20

21

Outputs:

Managing
Director,
Estimator,
Buyer and
Contracts
manager,
Plant
Manager,
Equipment
Manager,
Buyer,
Contracts
Manager,
Site Agent.
Estimator,
Contract
Manager
Managing
director /
Contract
Manager
Quantity
Surveyor.
Contracts
manager
Contracts
manager

Contracts
Manager

Document: CIV QCM


Rev: E
Date: 15/08/2009
Page: 4 of 4

Contract review
meeting
minutes.
Contract start
up schedule.

Quotations
Contract file
Amendments
to contract

Minutes of
meetings
Site
instructions
Control of
records
procedure
Tender File

Tender documents, Suppliers list, Contract documents and all


required records

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