Case Study: Scenario Part 1

All 3 assignments are set within the context of a project that involves additions and alterations to the fictional Ngake School, located in the Hutt Valley north of Wellington. The scope of controls, data, and expertise associated with the project can be visualized by placing the Ngake School project at the center of Figure 1 (Appendix 1).

Birdwood Architects are nearing completion of the contract documentation for the Ngake School project which consists of the reinstatement of ‘K’ block. The building, currently being used as the school’s library, was constructed during the 1970s. The building is poorly insulated, ventilated and water ingress has damaged the timber flooring and subfloor structure.

The Ministry of Education (MOE) has approved the demolition of the current wing and the construction of a new administration hall and library block in its place. Fire protection will be required between the new ‘K’ block and the adjoining ‘J’ block classrooms.

The Ministry of Education has approved a budget of $390,000 exclusive of GST for the proposed work. The buildings are all single level with corrugated pre-coated steel roofing and traditional weatherboard style cladding on cavity
battens.

As the cost of work exceeds $100,000, in accordance with MOE requirements, the opportunity to undertake the work must be open to all suitably qualified building contractors. The process will involve placing a Request for Tenders
(RFT) on the Government Electronic Tender Service (GETS) website https://www.gets.govt.nz/ExternalIndex.htm.

Birdwood Architects will contact contractors Ramble, BUILDiT, Crackwell, Fast build, and Wallace & Wyatt Construction, whom they have previously worked with on education projects, to ensure that they are aware of the GETS RFT advertisement.

To show support for their community, the Ngake Board of Trustees have indicated a preference for engaging a local company. Wallace & Wyatt Construction are local and have completed previous alterations to the school’s administration block to the required standard, on time, and within budget.

The school has asked for an indication of start/finish times from tenderers

Task 1

Visit the GETS site and search for a listing of a similar project. Using the standard GETS format and Ngake School project information; compose a tender notice for the Ngake School project.

Case Study: Scenario Part 2

The GETS website provides a framework for managing tender processes; study a range of GETS Notices to understand the range of facilities available and how they can be used. Birdwood Architects will use the GETS facility to
manage the Ngake School project.

This includes: distributing electronic copies of documents, answering tenderer’s questions and posting Notices To Tenderers (NTT). In the scenario, Birdwood’s will post 5 NTT. The subject of NTT #3 is in response to the email below from Danny Bigtime, a project manager at the Ministry of Education.

Task 2

Drew Planmore has given you the task of preparing Notice to Tenderers No.3 to be distributed via the GETS facility. Create a professional looking Notice To Tenders that incorporates the requirements as explained in Danny Bigtime’s email and accurately relates to the project. Feel free to add additional information of your own that you think is relevant but not included in the assignment data.

Task 3

Drew Plan more has given you the task of undertaking the “first cut” of the tender offers. You need to determine which of the tenders does not comply with the conditions of tender to the extent that the tender must be discarded. Check the tender offers and provide the following:

3.1. Name the discarded tenderer and;
3.2. Identify and state the condition of tender that the tenderer has breached and;
3.3. Explain briefly the reasons why this condition is a tender requirement.

Task 4

Impressed with your “first cut”, Drew Planmore has given you the task of preparing a detailed tender analysis of the remaining tenderers in accordance with the following format that Birdwood uses for that purpose. First section is the Price Analysis Section.

4.1 Use a Microsoft Excel spreadsheet for the analysis.
4.2 In row 1, column A, list each trade element number as per the QS estimate
4.3 In row 1, column B, list each trade element as named in the QS estimate
4.4 In row 1, column C type “QS” (omit all quotation marks)
4.5 In row 1, columns D, enter a complying tenderer’s name
4.6 In row 1, column E, enter “% QS$”
4.7. In row 1, columns F & G enter another tenderer’s name and “% QS$” (repeat similarly for all)
4.8 Add to each tenderer’s column their price corresponding to each trade element
4.9 In the % QS$ column enter the % difference between each tender and QS price
4.10 Total all tenderer’s prices and total % deviation from the QS estimate.

4.11 Below the Price Analysis Section, create the Tender Compliance Section. Title the row’s tender requirements e.g. Confirmed receipt of NTT 1-5, Provided a contract duration, etc. For each row, in each tenderer’s column, note the tenderer’s compliance. Use comment where appropriate.

4.12 Below the Tender Compliance Section, create the Variation Prices Section using the information provided by tenderers regarding variations (an example of a row title is “Labour rates”.).

4.13 Below the Variation Prices Section, create a Clarifications, Tags & Omissions section using the information provided by tenderers. Title each row with a description of a tender issue that: requires clarification, is a tag that will require evaluation, or is an omission that affects the tender price. Row examples might include “Provision of Playmatta”, “Allowance for removal of asbestos”, or “Proposed Alternates”. For each row, in each tenderer’s column, note any issues that apply to that tenderer.

4.14 Study the spreadsheet data to develop an objective basis for ranking the tender offers and to support your recommendation regarding which tenderer be awarded the project.

Task 5

Create a table (using Word) that summarises the results of your analysis in Task 4.14. Use the table to show your ranking of the ‘second cut’ tenders. (Examples of tender ranking factors include:

price, compliance with the conditions of tender, tags, contractor’s competence and meeting Ngake BOT’s requirements etc.) For each tender, summarise and justify your ranking decision.

Drew Plan more has told you that your table and spreadsheet will accompany a letter to Ngake School BOT setting out Birdwood Architect’s recommendation.

Task 6

Create a Letter for Drew Planmore to send to Ngake School BOT. The purpose of the letter is to summarising Birdwood Architects’ recommendations following their analysis of the tender offers received. You can assume that table (rankings) and spreadsheet (analysis) will be attached to the letter so you can refer to these documents if required.

Task 7

Write a Letter (on Birdwood Architect’s letterhead) to the successful tenderer, from Drew Planmore. The purpose of the letter is for Birdwood Architects, acting on behalf of (i.e. as agent for) Ngake School BOT, to notifying them that their tender offer has been accepted. Identify, in the letter, any matters required under the conditions contained in NZS3910:2013 that need to be resolved

Task 8

Create a Letter from Drew Planmore on behalf of (as agent for) Ngake School BOT to unsuccessful tenderers notifying them of the outcome of their tender.

Task 9

NZS3910:2013, page 10, Types of Contract, identifies 3 forms of contract. A member of the Ngake School BOT has asked Drew Planmore to explain the advantages and disadvantages of each of these forms of contract as they could apply to future Ngake School projects.

Naturally, Drew has asked his star employee to undertake this task. Drew has suggested that a table with columns labeled:

1.How it works, 2. Cost certainty, 3.Advantages, 4.Disadvantages. Drew stressed that information should be described in plain English as the BOT members are a bit dim (he added that you mustn’t say that he said that).

Task 10

The assignment is to comply with the Assignment Specification provided. The Excel spreadsheet is to be uploaded using the same file name format (the Excel file extension will be added automatically by the software.)