Tender Handover Agenda

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 Tender Handover Agenda
PROJECT: DATE: PROJECT DIRECTOR:

LOCATION: DATE:
ATTENDEES: Role: Name: APOLOGIES: Position: Name:

1. General Manager;
2. Business Procurement Director –
Estimating Manager
3. Assigned Project Director;
4. Design Manager (where there is a
design requirement to be met);
5. Corporate Planning Manager –/
Planning Manager
6. Corporate Commercial Director /
Divisional Commercial Manager
7. Project Commercial Manager;
8. Business Systems Director;
9. Functional Managers (HR/QHSE
etc.); and
10. Others as deemed appropriate by
the GM

DISTRIBUTION: Attendees, Apologies, Managing Director, Corporate Commercial Director, Deputy Managing Director, Chief Operating Officer,
Project File (Total Copies = ).

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 Tender Handover Agenda
Tender Documentation Handover Record
Project
Project Estimating
Commercial
Director/Manager Manager
Manager
Client Enquiry Document C O

Signature

Signature
Signature
Tender Submission Document C O
HSE Documentation C O
BOQ Priced C O
BOQ Un-Priced C O
Pricing Build Ups C O
Tender Program (s) C O
Planning Notes C O
Tender Correspondence C O
Post Tender Correspondence C O
Tender Documentation (Drawings, Specifications etc.) C O
Consultant Appointments O C
Completed Subcontract Report O C
Subcontract Enquiry & Response O C
Materials Enquiry & Response O C
Tender Summary File C C O
Signed Financial Statement: Agreed Contract Sum C C O

O = Original : C = Copy

1.0 PROJECT OVERVIEW & TENDER STRATEGY OUTLINE.......................................................................................................................................... 4

2.0 INITIAL ADMINISTRATION SETUP............................................................................................................................................................................... 4
3.0 MAIN CONTRACT.......................................................................................................................................................................................................... 4
4.0 MOBILISATION.............................................................................................................................................................................................................. 5
5.0 PROGRAMME................................................................................................................................................................................................................ 6
6.0 PERSONNEL.................................................................................................................................................................................................................. 6
7.0 LABOUR......................................................................................................................................................................................................................... 7
8.0 FORMS & PROCEDURES.............................................................................................................................................................................................. 7
9.0 QUALITY, SAFETY & ENVIRONMENTAL..................................................................................................................................................................... 7

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 Tender Handover Agenda
10.0 DESIGN........................................................................................................................................................................................................................... 7
11.0 DOCUMENTATION HANDOVER CHECKLIST............................................................................................................................................................. 8
12.0 OTHER ISSUES............................................................................................................................................................................................................ 11

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 Tender Handover Agenda
BY BY
TASK DETAILS STATUS
WHO WHEN
1.0 PROJECT OVERVIEW & TENDER STRATEGY OUTLINE
1.1 Project Overview – Brief overview of Project Scope
and how it was tendered and won: (indicative timeframe
- 30 minutes maximum).
1.2 Risk / opportunities inherent in tender?
1.3 Proposed execution methodology?
1.4 Contracting Plan/Procurement Strategy?
1.5 Resourcing Strategy?
1.6 Capital Expenditure requirements?
2.0 INITIAL ADMINISTRATION SETUP
2.1 “Notification of Award of Contract” issued?
2.2 Contract / Job No.?
2.3 Contract/Job Initiated in costing system?
2.4 Standard Cost Codes established?
2.5 Status of Project budget finalization?
2.6 Other:

3.0 MAIN CONTRACT

3.1 Letter of Award / Acceptance?
3.2 Implications of qualifications/clarifications?
3.3 Type of contract and amended / special conditions?
3.4 - Any associated JV/Consortia/Alliance Contracting
Agreements?
- Status of such agreements?
3.5 Confirm that contract documents checked against tender
set?
3.6 - Organization Chart/Diagram of Contractual relationships?
(Engineer/QS etc)
- Relationship Strategy – who deals with who?
3.7 Insurances by Client or Contractor?
- If by Client – copy of policy obtained?
- If by Contractor – insurances in place and evidence
sent to Client? (Details?)
3.8 Bank Guarantees / Security / Retention?
- Required to be supplied by Contractor/Client?
- Required to be supplied by when and in what form?

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 Tender Handover Agenda
BY BY
TASK DETAILS STATUS
WHO WHEN
(Retention Bonds acceptable?)
3.9 Taxation issues
3.10 Early “submission” requirements/time frames?
3.11 Other Issues:

4.0 MOBILISATION
4.1 Site establishment/layout plan drawn up?
4.2 Existing Services identified?
4.3 Temporary power / sewer / water arranged?
4.4 Fencing?
4.5 Sheds?
4.6 Survey / set out arrangements?
4.7 Status of permits- Town Planning /Development
Application?
- Demolition?
- Building?
- Licenses?
- Other?
4.8 Telephone / fax applications made?
4.9 Site security arrangements?
4.10 Existing conditions / dilapidations report status?
4.11 Adjacent owner/community issues?
4.12 Computer hardware / software / modem / network
requirements?
4.13 Progress photography intentions?
4.14 Extent / location of COMPANY signage?
4.15 Access established to – Project Costing System?
– Project Value System?
4.16 Postal address / PO Box set up?
4.17 Requirement for project bank account?
4.18 Major Plant requirements? - Contractor?
- External?
4.19 Other: …

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 Tender Handover Agenda
BY BY
TASK DETAILS STATUS
WHO WHEN
5.0 PROGRAMME
5.1 Date for possession of site?
5.2 Date for Defect Completion? (contractual)
5.3 Contract duration ………… days/weeks?
5.4 Production of Master Contract Program – status?
5.5 Production of target program – status?
5.6 Identification of Critical Path in Master Program?
5.7 Production of project specific work day calendar?
5.8 Claimable delays?
5.9 Unusual/Long lead time items?
5.10 Production of Manpower Schedule?
5.11 Client requirements for program approval/updating?
5.12 KPI’s established for internal reporting purposes?
5.13 Earned-value reporting requirements?
5.14 Other: …
6.0 PERSONNEL
6.1 Tender / Tender allowances? (Position / Duration / Org
Chart)
6.2 Team members? (Name / Position)
6.3 Position Descriptions – status?

6.4 Client advised of team / client requested to nominate

contract personnel?
6.5 Have responsibility / limits of authority been established?
(Specify)
6.6 Preparation of Project Induction Pack?
6.7 Training requirements – Planning/Programming?
- Costing System?
- QS&E?
- Other?
7.0 LABOUR
7.1 Initial requirements?
7.2 Labour Management Plan?
7.3 Labour Resource Requirement?
7.4 Labour Rates Established?
7.5 Labour Camp Requirement?

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 Tender Handover Agenda
BY BY
TASK DETAILS STATUS
WHO WHEN
7.6 Labour Subsistence Requirement?
7.7 Onsite Accounting Requirement?
7.8 Other?
8.0 FORMS & PROCEDURES
8.1 Does the Project Manager/Director have direct access to a
controlled copy of COMPANY Procedures?
8.2 Status of “Project Pack” installation?
8.3 Pre-award subcontract questionnaire finalized
8.4 Form of subcontract document to be used?
8.5 Other? …
9.0 QUALITY, SAFETY & ENVIRONMENTAL
9.1 Are Project specific plans required?
9.2 Is Project Quality / Safety / Environment Rep. Nominated?
9.3 Training requirements?
9.4 Any project specific QUALITY requirements?

9.5 Any project specific SAFETY requirements?

9.6 Any project specific ENVIRO requirements?

- Is Environmental Site Assessment prepared?
9.7 Any project specific COMMUNITY requirements?
9.8 Any specific REGULATORY requirements/interfaces?
9.9 Other :
10.0 DESIGN
10.1 What is extent of our design liability? (Specify)
- Design and Construct?
- Novated design?
- Additional design / drawings?
- Shop drawings / detailed design?
- Temporary works design only?
- Construct only?
- Other : …

10.2 What contract clauses / documents constitute the design

brief / design criteria?
10.3 What constitutes our tender design documentation?

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 Tender Handover Agenda
BY BY
TASK DETAILS STATUS
WHO WHEN
10.4 What documentation constitute pre-tender agreements with
consultants?

10.5 What form of consultants agreements are in place / are to

be used?
10.6 Identity of Consultants/Key Contacts?
10.7 Interrelationship/coordination of Consultants?
10.8 Design review process established?
10.9 Independent design review required?
10.10 What is status of design production programme?
10.11 Who is the nominated Design Manager?
10.12 Other: …

11.0 DOCUMENTATION HANDOVER CHECKLIST Full copy of standard tender file to be handed
over/reviewed, including:
11.1 Tender Submission
a) Tender submission to client
b) Tender qualifications to client
c) Tender program/Org Chart
11.2 Tender Estimate
a) Tender summary
b) Indirect cost
c) Direct cost
d) Plant hire rates
e) Labor rates
f) Construction Work Method Studies
g) Quantity Take-offs
h) Site Investigation / Photos / Surveys / Geotechnical
Data
i) Complete set of drawings / specs
j) Tender Addenda
k) PC/Prov. Sums
11.3 Commercial
a) Contract Analysis of commercial conditions/Risk
analysis
b) Insurances

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 Tender Handover Agenda
BY BY
TASK DETAILS STATUS
WHO WHEN
c) Bank Guarantees and Bonds
d) Cash Flow
11.4 Confidentiality Agreements/MOU
a) Confidentiality Agreements / MOU
11.5 Stakeholders/Approval Agencies
a) Eg JV Partners / Community Groups
b) QA /Environment / Safety Plans
11.6 Other Authorities
a) Power
b) Phone
c) Water
d) Gas
e) Environmental Protection Authority
f) Other Services
11.7 Client Correspondence
11.8 Consultants Correspondence
11.9 Internal Correspondence
11.10 Minutes of Meetings
a) Note to file
b) Internal meetings
c) Design meetings
d) External meetings
11.11 Site Establishment
a) Demolition
b) Earthworks
c) Services
d) Buildings
11.12 Subcontractors
a) Quotations
b) Estimate obligations / exclusive prices
c) Nominated subcontractors
11.13 Suppliers
a) Quotations
b) Estimate obligations / exclusive prices
c) Nominated Suppliers
11.14 Standard Cost Code Structure

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 Tender Handover Agenda
BY BY
TASK DETAILS STATUS
WHO WHEN
11.15 Base Programme
11.16 Risk Assessment
11.17 Commercial Checklist

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 Tender Handover Agenda
NB: Original Tender Documents to be retained / archived by Tender Manager

BY BY
TASK DETAILS STATUS
WHO WHEN
12.0 OTHER ISSUES
12.1 Date for Project Delivery Plan Meeting?
12.2 Date for conclusion of finalized budget?
12.3 Date for Risk Assessment Workshop?
12.4 Date for independent design review?
12.5

SIGNED (GENERAL MANAGER ) : DATE:

Project Director to submit completed checklist to Project Delivery Plan Meeting

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