What is a tender process and why is it important for my project?

The tender process is a vital part of any construction project.

The point of issuing a tender is to ensure that the best value contract is awarded for the works required.

This does not mean that the cheapest price should be awarded, as there are many factors involved in determining what constitutes best value. If a project follows all of the correct steps, then it will ultimately result in an efficient use of resources and reduced risk due to future claims arising from defective workmanship or materials supplied by contractors who do not meet required quality standards.

What is a tender process?

A tender process is a competition to select a contractor to carry out construction works.

The Project Architect will issue an invitation for tenders, which will describe the work required and give details of how to submit a bid.

Bidders usually include contractors, sub-contractors and suppliers of materials.
For common home improvement projects usually the bidders are main contractors who will then be responsible of managing the sub-contracts, e.g. electricians or gas technicians.

Together with the client we will consider and review all bids received and choose the best option that meets their requirements in terms of budget, quality, time and any other criteria outlined in the tender documents.

How to deliver a successful project on time and within budget?

The tender process is a critical step in the project delivery. It ensures that the construction of your project is done correctly and makes it easier to deliver on time and within budget, at the right level of quality required.

In order to execute a successful tender process, we must ensure to have produced a detailed scope of work, well-established budget and schedules, and accurate drawings.

A good tender process starts with a clear scope of work.

This is the most important part of the tender process because it establishes what needs to be built and how much it should cost.

To ensure that this step goes smoothly we apply our experience and knowledge to break down the works, comparing your project with other projects like yours that were completed successfully, so we have a precise idea for what to expect for the kind of works required.

Then we use this information to create a detailed scope of work so that everyone involved knows exactly what’s expected from them at every stage in the project (and doesn’t have any surprises later down the road).

Preparation is key.

Understand a project to get things right.

Whilst a tender is a process that allows you to choose the best contractor for the job and get the best value for money, in order to deliver a project successfully, it’s important to prepare correctly.

This is why we must ensure that everyone understands the project in detail and is able to evaluate the timeline to deliver it.

It’s also important to clarify any questions that may arise during this process. By asking us and making sure they understand what we’re trying to accomplish, all bidders have a full picture of the project and of our expectations.

In order to execute a successful tender process, Architects must ensure they have produced a detailed scope of work, well-established budget and schedules, and accurate drawings.

Scope of work

A good tender process starts with a clear scope of work.

This is the most important part of the tender process because it establishes what needs to be built and how much it should cost.

To ensure that this step goes smoothly we apply our experience and knowledge to break down the works, comparing your project with other projects like yours that were completed successfully, so we have a precise idea for what to expect for the kind of works required.

Then we use this information to create a detailed scope of work (or schedule of works – SoW) so that everyone involved knows exactly what’s expected from them at every stage in the project.

Without surprises later down the road.

 

What could go wrong if a tender is not carried out?

Small projects like the makeover of a bathroom  or simple decorations won’t demand a full tender process, being sufficiently straightforward and easy to manage, a clear negotiation with a vetted contractor could be sufficient.

But more extensive and expensive works require a clear outline of taskt and responsibilities to reduce risks and contingencies.

We usually recommend to issue a detailed tender already for full house renovations, extensions, loft or garage conversions.

Because if a tender is not conducted, the project could go over budget, be delayed and jeopardize its quality.

The contractor may not be able to meet the deadline or schedule; these delays can be costly and cause disruption to your daily life, whether you are living in the property during the works and have to tolerate noise and dust or if you are staying somewhere else and perhaps have to pay a rent.

They may not have enough experience in this field and might not be able to meet your expectations. These could lead to poor-quality workmanship.

There’s no guarantee that they’ll do all the work you want them to; some contractors will take advantage of your inexperience or low level of details and charge extra fees for works which were not outlined or not clear at first glance.

This is why we always vet the contractors we work with through a strict process and ensure they have the skills and capacity for any tender they are invited to bid for.

What happens when a tender is concluded?

After bids for a tender are received and reviewed, it is time for you to appoint a contractor to carry out the works, which means to enter into a contract with them.

We are able to manage the tender process from start to finish. This will give you confidence that it has been carried out in line with your requirements and ensures that there is no scope for any misunderstandings about what was required during the bidding process.

It would be an oversight not including a reference in the contract to all the specifications and documents. This is why to complete this stage we assist in preparing the contract among the parties and make sure all the important things are covered.

Once this is prepared, it is time to get ready for the sledgehammers on site.

How can I protect the value of my property undergoing a renovation?

Your home is important and renovating or extending is a crucial decision.
Use an experienced team of professionals to make sure you do not fall victim of common mistakes or unexpected complications.

 

Contact us and book a free consultation to talk about your ideas.

It’s as simple as clicking on this link and book your call back at your convenience.

“By failing to prepare, you are preparing to fail.” – B. Franklin

What is a self build?

When an individual or an association of individuals build their own house (or houses), this can be considered a self build.

Self build is a way to own your home as in opposite to buying it from a commercial developer, which is the majority of the cases in the UK.

Embarking on a journey to self build your home can give great satisfaction and you can claim unexpected benefits at the end of the process.

What experience do I need to do a self build?

If you want to be a self builder, you don’t need to do the works yourself or be an expert of construction.

While many self builders want to be somehow involved in the physical process, often in the finishing stages of painting and floor-fitting (helps to save on the cost of workmanship), you can hire people to do the works for you.

Self-build is a project strategy where a private individual, not a company or a public entity, is developing their own house and taking project decisions, usually with the support of an architect or consultant, or directly working with one or more contractors.

Self build projects still require to comply with planning and building regulations, so better have an expert at your side for advice. Time is money.

Why are there so little self build projects?

As they say: no pain, no gain.

You will need to find a plot of land, present a project for approval to the planning authority, have sufficient financial resources – savings, a mortgage, or equity in your existing home – to support the entire operation, arrange the temporary accommodation where you and your family will stay while the works go ahead, ensure access to services is provided to the site – unless you want to be living off-grid, but the construction works may require water and power, somehow.

Self build is stressful, definitely more that browsing real estate websites.

What are the benefits of self building?

Some of the best reasons to undertake a self build projects are extremely practical, and include:

  • have a very bespoke house, tailored for your family and lifestyle
  • save up to 30% on the market value
  • future-proof your home, include all the technology and features, or allow for them to be installed in the future.
  • have easily 25% profit on the investment (or more)
  • claim back VAT on almost all building materials
  • pay reduced VAT rate to contractors

Additional VAT benefits could apply if you are converting an existing building to live in it.

Tempting, isn’t it?

I want to a kit home. Is it self build even if it is a prefab?

Off site construction is an excellent approach if the budget is not too stretched or if the site is located in a difficult context – limited access, adverse weather.

Yet it provides very high-quality results being the components factory made and inspected carefully during the process.

Alternatively, we are specialised in low tech and use of natural materials.

Either way, it could still be considered self build with all the associated benefits.

Here you can find further information on self building:
Homebuilding & Renovating
Gov.UK
Self Build Portal

If you are thinking of self building, you should already contact us to talk about your project.

We currently offer a free consultation service and we are pretty sure you will like it.

It’s as simple as clicking on get in touch and we will help you take the right steps.

What should I do if a project goes wrong

If you have decided to start a building project without an architect at your side, you must be prepared if things don’t go in the right direction.

If you are not happy with the project or with something that the contractor is doing, or simply is not as agreed, it is best to speak with them.

Chain of command

Remember that general tradespersons may not have the full vision of the project and there is a strict chain of command to respect for a project to go smooth.

Start speaking about your concerns with the site manager or project manager, they can help with your queries and take action. It is good practice to recap what you asked and what they answered in an email.

If this was not enough, you can escalate your complaint to the contractor’s administration or company director.

Ask them to put things right and ask them to explain how they will do it.
Ask them also to put a plan of action in writing to you.

If the works are ongoing, keep a written note of any lesser products being used, unsatisfactory workmanship, unexplained delays or not following plans.
Remember to document with photos, receipts and emails/screenshots, make a note of dates.
Keeping records will help you prove if they are in breach of contract.

The Consumer Rights Act 2015 says the trader undertaking home improvements, building or decorating should take reasonable care and skill.

The trader should put right any unsatisfactory element of work or – if this is not possible – give you a refund.

Things going wrong

If your concern is about any part of the work being unsafe, highlight this immediately to the contractor, if the problem is not resolved promptly you should report them to Trading Standards.

If the contractor (or tradesperson) does not correct the problem or give you a refund, you can take your complaint to the trade association of which they are member.

Outline your rights and contact act in a letter, explaining the problem, what you have asked to remedy and what has happened in response.
Also, the Citizen’s Advice Bureau has letters you can copy that will show service providers you know your rights.

If no action has been taken to this point, you can consult a law firm or charity specialised in alternative dispute resolutions, where an independent person will look at your problem and decide what should be done about it.

Agreements made during this process are legally binding and it is cheaper than going to court. Should you end up in court in the worse case, some judges prefer if you have tried this route first.

Some trade associations have their own alternative dispute resolution, so try asking them before appointing your own.

More information about what to do if you have problems with building work can be found on the Citizen’s Advice Bureau website.

Hassle-free solution

A project can be as simple as renovating and re-decorating or as complex as an entirely new construction.

Among our services we offer the possibility to assist you during the works until completion as your representative and inspecting the site regularly.

We will assign a CSCS qualified Competent Person working with the contractor to take site decision and using our expertise to foresee problems to prevent things from going wrong.

If they still do, we will be at your side to make sure they will make things right.
Having a professional at your side is the best hassle-free solution.

Whether you are planning a project from scratch or you already have a layout to bring to construction, we can help you achieve great results.

You can visit us to talk about your project or contact us and request a call back.
Being in expert hands is few clicks away.