Notes: Pre-Contract Administration & Tendering in Landscape Architecture

Pre-Contract Administration: Introduction and Stage Overview

• Prepare for Test: Date $21\;August\;2025$; Time $9:00\;am$; Venue: $T542$; Official (Closed), Non-Sensitive

• Stages of Landscape Project

  • Stage $1$: Design Process

  • Sub-Stages: $a.$ Concept Design; $b.$ Design Development; $c.$ Detail Design

  • Stage $2$: Project Contract Administration

  • Sub-Stages: $a.$ Tender – Softscape & Hardscape (Pre-Contract Administration); $b.$ Contract Admin / Project implementation; $c.$ Defects liability Period

• Awarding of Contract intersection with design stages

  • Concept Design, Design Development, Design Details, Tender – Softscape & Hardscape (Pre-Contract Administration), Contract Admin / Project implementation, Defects liability Period

• Contract Administration: two main teams engaged in a Landscape Contract

  • $2$ main Teams: 1) Design Team 2) Contractor Team

• Pre-Contract Administration: Tender

  • The two types of tender called in Singapore are: Open Tender and Pre-qualified Tender

• Tendering process: overview of tendering concepts and process flows

• Objectives of tendering: competitive pricing, qualification of bidders, and avoidance of malpractice

• Key terms: tender, contract, and their relationship

Stages of Landscape Project: Design Process and Tendering Context

• Stage $1$: Design Process

  • Concept Design (early ideas and spatial organization)

  • Design Development (refinement of schemes, layouts, and integration with site constraints)

  • Detail Design (construction details, materials, and finishes)

• Stage $2$: Project Contract Administration

  • Tender (Pre-Contract Administration): invitation to bid, reception of bids, initial evaluation

  • Contract Administration / Project implementation: post-award management, site supervision, progress, quality control

  • Defects liability Period: warranty/planned remediation after project completion

• Awarding of Contract reflects progression through Concept Design, Design Development, and Tender Details toward formal contract execution

Tendering: Types, Pros/Cons, and Documentation

• Tender types in Singapore

  • Open Tender

  • Pre-qualified (Selective/Close Tender)

• Open Tender: advantages and disadvantages

  • Advantages: $ext{Competitive prices are usually obtained}$, $ext{opportunities for firms to diversify}$, $ext{reduces potential malpractice and price-fixing rings}$

  • Disadvantages: $ext{lowest tender may come from inexperienced bidder}$, $ext{lowest tenderer may be financially unsound or unsuitable}$, $ext{audit reports and references can offset}$; difficult to anticipate bidder numbers (0 to many)

• Close/Selective Tender: advantages and disadvantages

  • Advantages: $ext{tenderers are capable and in good financial condition}$, $ext{tenderers have confidence in a group facing similar conditions}$

  • Disadvantages: $ext{higher cost levels due to reduced competition}$, $ext{potential malpractice risk if groups collude on a minimum bid}$

Tender Documentation: Parts and Interrelationship

• Parts of Tender Document

  • Form of Tender

  • Conditions of Contract

  • Tender Drawings

  • Specifications

  • Specifications are written documents detailing what/how the work is to be done

  • Bill of Quantities

• The 3 main documents that form a Tender Document

  • a) Tender Drawings (Illustrative)

  • b) Specifications (Qualitative)

  • c) Bills of Quantities (Quantitative)

• Interrelationship between Specs & Drawings

  • Specifications are verbal/written; drawings are graphic; they must reinforce one another

  • Working drawings (contract drawings) are the quantitative, graphic representations showing extent of work

  • Working drawings contain symbols, numbers, dimensions, and notes identifying products/systems; finish/opening/schedules are often part of drawings

  • The information in working drawings must tally with the specifications; they should complement, not repeat

  • Do not describe in words what is drawn; avoid inaccuracies and inconsistencies

  • Grey areas can occur; conflicts resolved case-by-case between landscape architect and contractor

• Quality and Specifications

  • Quality is defined as conformance to requirements; in landscape practice, quality ensures work aligns with intended design intent

  • Specifications must be properly vetted and unambiguous; lack of comprehensive specs leads to design, cost, quality, and legal issues

Specifications: Types, Vetting, and Plant Specifications

• 4 TYPES OF SPECIFICATIONS

  • 1. Performance specification (Design & Build): end result specified; method left to contractor

  • 2. Reference specification: standard for material/execution/testing; e.g., PSB (materials), AVA (plants/soil)

  • 3. Proprietary specification: specifies a particular product/item to be installed

  • 4. Descriptive specification: thorough, logical description of materials and workmanship standards

• Plant specifications (Trees)

  • Correct names: botanical names (common names optional)

  • Plant size: overall height; trunk girth/calliper; canopy spread

  • Additional descriptions: number of branches, sculptural form, size classification (Instant, Standard/Heavy, Standard/Extra-Heavy), trunk type (single/multi), trunk alignment, root-ball size, transplant method, delivery condition

• Palms specifications

  • Correct names: botanical names; common names optional

  • Plant size: overall height; clear trunk height for single-trunk palms

  • Descriptions by species: spread of leaves/crown, number of leaves/fronds, multi-trunk minimum number, trunk straightness, root-ball size, transplant method, delivery condition

• Shrubs specifications

  • Correct names: botanical names; common names optional

  • Plant size: overall height; spread of leaves/branches

  • Species-specific descriptors: bushy condition/shape, pot size, established stocks, minimum stems/leaves, minimum numbers, transport requirements

Cost Estimation and Bill of Quantities

• Factors governing cost estimates for Landscape Works

  • $a.$ Pre-growing

  • $b.$ Ground Preparation

  • $c.$ Planting (Softscape)

  • $d.$ Construction & Installation (Hardscape)

  • $e.$ Maintenance & Defects Liability Period

  • $f.$ Other works

• Bill of Quantities (BOQ) overview

  • Example/template provided for softscape works (illustrative)

  • Typical BOQ structure includes: description, plant size, spacing, unit, unit quantity, price, total amount

• Softscape Works BOQ (illustrative)

  • Sections: TREES, PALMS, SHRUBS & GROUND-COVERS, TURF, SOIL MIX

  • Data columns: HT (height), Girth (circumference/diameter), Overall Height, Spacing, Unit, Qty, Price, Total

Tendering Process: Stages, Deadlines, and Evaluation

• Two main stages in Tendering

  • Pre-tender preparation & notification

  • Final checking/vetting of tender documents; notification to relevant parties (date of calling, closing, opening)

  • Determine categories of landscape contractors to invite/comply

• Tendering Stage 1: Calling of Tender

  • Consultants’ programme/schedule

  • Main Contract construction schedule

  • Client/consultant request; site conditions requirements

  • Ensure three main sections of tender/contract documents are completed: Contract Drawings (Illustrative), Specifications (Qualitative), Bills of Quantities (Quantitative)

• Tendering Stage 1: Tender period and site activities

  • Site briefing; corrigendum issues; enquiries; tender questionnaires; closing of tender is strict

• Tendering Stage 2: Opening and evaluation

  • Opening of tenders; independent party witnesses submissions

  • Compilation of contract documents; signing and distribution

• Important timing notes

  • Closing time for tender return is fixed; late submissions are rejected

  • If submitting online via Gebiz, closing time is at 12:00 am; hardcopy is usually 12:00 pm noon

• Tender evaluation and disqualification reasons

  • Incomplete tender; amended specifications; false information on BCA standings

  • Refusal to clarify; prior track records; evidence of malpractice

Tender vs Contract: Key Differences and Purposes

• Definitions

  • Tender: Formal notification of procurement needs and invitation of bids; request for quotations to obtain competitive bids

  • Contract: Legal document binding the two parties after tender; outlines terms, timelines, payment terms, etc., for a defined work/project/goods

• Purposes

  • Tender: To obtain competitive quotations from multiple suppliers/contractors

  • Contract: To formalize the agreed terms and conditions under which the work will be performed

• Relationship

  • Tender leads to the selection of a bidder; contract is executed based on the tender outcome

Contract Administration: From Award to Documentation

• Contract Administration responsibilities

  • Award of Landscape Works Contract to Landscape Contractor

  • Landscape Contractor to implement landscape works as per contract; variations and additional works governed

  • Landscape Architect / Landscape Designer / Project Manager to administer/manage the project from inception to completion

• Key Contract Document Components

  • Form of Tender

  • Conditions of Contract

  • Contract Drawings

  • Specifications

  • Bill of Quantities

• Example contract structure highlights

  • Parties: Landscape Contractor and Customer; defined addresses and premises

  • 4. Changes in the Services: written changes; potential additional charges; schedule modifications

  • 3. Term and Schedule: start date, substantial completion, full completion; subject to weather and client changes

  • 2. Changes in the Services; 1. Landscaping Services; 5. Entire Agreement; 6. Obligations; 7. Insurance; 8. Liability Waiver; 9. Representations; 10. Termination; 11. Dispute Resolution; 12. Legal and Binding; 13. Governing Law/Compliance; 14. Severability

  • Generally, post-award administration requires documentation, change control, and adherence to statutory requirements

• Contract Documents: the hierarchical relationship

  • The contract is built on (and cross-references) Form of Tender, Conditions, Drawings, Specifications, and BOQ; these documents collectively define scope, quality, and pricing

Main and Sub-Contract Arrangements in Landscape Projects

• Main Contract types (in Singapore practice)

  • $2$ types of Main Contract generally adopted:

  • a. Lump Sum Contract / Fixed Price

  • b. Lump Sum Contract with Bills of Quantities and schedule of rates

• Sub-Contract types

  • $2$ types of Sub-Contract generally adopted:

  • a. Nominated Subcontracts

  • b. Domestic Subcontracts

• Lump Sum Contract with Bills of Quantities: advantages

  • Advantages: $a.$ Tenderers can state total costs; $b.$ Pricing based on consistent quantities; $c.$ Easy comparison across tenders

• Bills of Quantities: why they matter

  • Acts as a link between design and implementation

  • Enables tenders to be submitted on the same basis

  • Helps contractor assess material, labour, plant requirements

  • Aids tender evaluation and valuation of alterations

  • Provides a basis for interim valuations

Variations and Obligations in Contract Administration

• Work Variation Claims

  • a) Addition, omission, demolition, or substitution of work, materials, or goods

  • b) Changes in type, standard, or quality of work, materials, or goods

  • c) Changes in plans, elevations, layouts, or dimensions

  • d) Ordered changes to contractor’s temporary works or methods of working

  • e) Ordered changes, additions, or omissions involving designated or nominated sub-contractors or suppliers

  • f) Postponement of any part of the Works

• Contract Administration Obligations (Project Manager role)

  • Overall planning, coordination, and control of the project from inception to completion

  • Acts on behalf of the client; provides independent cost-effective service

  • Manages multiple disciplines; ensures alignment with project brief

  • Ensures project meets time, budget, and quality objectives from inception to completion

Landscape Architects vs Landscape Designers

• Scope and role descriptions

  • Landscape architects / designers plan, design, and manage open spaces; work across outdoor and indoor environments; integrate landscape with art, environment, architecture, horticulture, engineering, sociology, and placemaking

  • They develop frameworks and policies for place-making that enable government and citizens to create better places

• Key distinction

  • Landscape Architects typically engage in broader planning, policy, and design leadership beyond individual projects; landscape designers may focus more on implementation and design details under the architect/landscape architect framework

Exam Context: Quiz and Test Rules

• Quiz format

  • Multiple Choice Questions; Enumeration questions requiring short answers; Answer 5/7 questions

  • CLOSED BOOK test

• Test rules (as stated)

  • No communication between students during the test; no use of handphones or external devices

  • Bring your own stationery; use pen/ink; no pencils

• Test details

  • Test duration: $1.5\;hours$; Date: $21\;August\;2025$; Day: Thursday; Venue: $T542$; Be on time