etendering_2nd_edition_rics

RICS Practice Standards

UK E-Tendering Guidance Note 2nd Edition

• Authors: Royal Institution of Chartered Surveyors (RICS)

• Aim: To enhance professionalism and streamline tendering processes in the construction industry through electronic methods.

Acknowledgments

• Text in Section 4.7: reproduced with permission from Gillian Birkby, Fladgate Fielder Solicitors.

• Appendix B: Adapted with permission from Gardiner & Theobald LLP.

• Permissions for excerpts from multiple sources including Sweet & Maxwell Limited.

Contents Overview

1. Introduction

2. Tender Methodology

   • Choosing the medium of data exchange

   • Electronic formats

   • Methods of exchange

3. Technology

   • The impact of bandwidth

   • Disk transfer

   • Email

   • Web-based technology

4. Security

   • Security of files being sent

   • Security of the network

   • Security of backup records

5. Tendering Procedure

   • Preparation checklists

   • Preliminary inquiry process

   • Tender document structure

6. Assessing Tenders and Notifying Results

7. Appendices

   • Sample documents, checklists, regulations, glossary, further information.

Introduction

• Updated to reflect growth in electronic tendering systems and environmental considerations.

• E-tendering defined as the electronic issuance and receipt of tender documentation.

• Benefits include reduced costs, less redundancy in document production, and enhanced consistency in information exchange.

Tender Methodology

1.1 Choosing the Medium of Data Exchange

• Importance of method selection for procurement efficiency.

1.2 Electronic Formats

• Types of formats: MS Word, Excel, CAD, PDF, XML, etc.

• Recommendation to provide multiple formats for accessibility.

1.3 Methods of Exchange

• Disk Transfer: Secure, but slow; suitable for all project sizes.

• Email: Fast, but informal; not recommended for primary exchange.

• Web-based Systems: Enable simultaneous access to documents and secure submissions.

Technology

2.1 The Impact of Bandwidth

• Affects document transfer efficiency, emphasizes the need to check compatibility with recipient's systems.

2.2 Physical Media Exchange

• Use of CD/DVD and memory sticks requires adherence to security practices.

2.3 Email Operations

• Emphasis on receipt confirmation and backup of correspondence records.

2.4 Web-Based Technology

• Supports document management and requires knowledge of system security and user permissions.

Security

3.1 File Security

• Importance of maintaining document integrity; use digital signatures for security.

3.2 Network Security

• Recommendations include encryption and secure channels like SSL.

3.3 Backup Security

• Regular backups and organization needed for effective records management.

Tendering Procedure

4.1 Preparation Checklist

• Key steps outlined to manage e-tendering effectively.

4.2 Preliminary Inquiry

• Importance of clear communication about e-tendering requirements to potential applicants.

4.3 Tender Document Structure

• Recommendation for a clear document index for easy navigation.

Assessing Tenders and Notifying Results

• Emphasizes the use of standard formats for assessment, maintaining confidentiality of bids.

Appendices

• Include sample documents, regulatory frameworks, and glossary of terms.

• EU Directive 2004/18/EC detailed in Appendices.

• Importance of understanding legal frameworks governing e-tendering processes.

Conclusion

• The guidance note serves as a practical resource for RICS members and others in the construction field interested in adopting e-tendering practices.

• Encouragement to embrace the technological shift while adhering to established professional standards.