Quality Assurance ManualDocument: CIV QCM

Estimating ProcessSection 11Rev: E

Date:15/08/2009

Page: 4 of 4

Estimating Process Flow

Estimating process flow

Purpose:To ensure processes are implemented which allow the company to determine requirements related to the contract, make sure that reviews related to the contract are undertaken and communication channels with the client are in place and effective.

Scope:This process covers Pre-qualifying, review of enquiries from potential clients, tendering including review and approval, review of contractual documents and the review and approval of contract amendments.

Objective:To ensure that clients requirements are understood and that tenders meet the enquiry criteria

Inputs:Pre qualification documents, Enquiry documents, Order / Letter of intent, Contract and any supporting documents

StepActivityResponsibilityReference document

1On receipt of an enquiry to tender or to pre qualify to tender, the enquiry documents are recorded and reviewed to verify that they are within the companys field and scope of expertise. Set up a tender file Download from CD or e-mail Register Tender Send confirmation of intention to quote to client/QS Appoint individual to attend site inspection Attend site inspection and complete site inspection reportEstimator

EstimatorEstimatorEstimatorEstimatorEstimator/MDEstimator/MDAppointed IndividualEnquiry documents.Register.

2If projects are within the companys field and scope of expertise a decision is made on whether to tender or pre qualify

Set a finalisation date Copy Enquiry DocumentsManaging director / Operations Manager.EstimatorEstimator

3If the company decides not to proceed further, the client is informed by letter. If the enquiry was received by open tender no further action is takenEstimatorLetter to client

4Complete, review and approve pre qualification documentation and submit to clientEstimator and Managing Director or Contract ManagerEnquiry document

5If the pre qualification bid is unsuccessful it may be decided to try and determine the reasons why and give feedback during weekly / monthly meetingsMD/Estimator

6Nominate a representative to attend Site InspectionEstimator/ MD/ Operations ManagerSite InspectionReport

7If any information is missing or ambiguous the client is to be contacted and the matter clarified and resolved. All correspondence is to be retained in the tender file Summarise Quantities For Lump Sum quotes arrange for measurement and appropriate bill of quantitiesEstimator

EstimatorQuantity SurveyorTender file/ Negotiated documentation

8Quotations are invited from selected suppliers Send out material price enquiries with specs and drawing copies where required with a reply date Send out Subcontractor enquiries with specs and drawing copies where required with a reply dateEstimator/ Estimator AssistantSubcontractors enquiry / request

9If the tender requires design work it will be outsourced to register Consulting Engineers. There is no in-house capacity to carry out designs or review them

10Responses are reviewed and a selection is made for inclusion within the tender pricing. Tender evaluation is filed in the tender file indicating the selected suppliers. Draw up tender programme Work out P&G costs including Subcontractors where applicableEstimator and Estimating AssistantEstimator/ContractsManagerSpread sheet / Supplier records

11The tender document is compiled to meet enquiry document requirements including addendumsEstimatorTender document

12All enquiry documents are reviewed prior to completing tender information to ensure that all requirements are adequately defined and documented. This review covers the contract and specification requirements, materials to be used (bill of quantities), time scales including milestones, resource requirements and site inspectionsManaging director / Contract Manager/ EstimatorTender document

13Once approved, tender document is submitted in terms of enquiry requirementsResponsible person

14If the tender bid is unsuccessful it may be decided to try and determine the reasons why and give feedback during weekly / monthly meetingsMD / EstimatorMeeting minutes

15On award of contract, review order or letter of intent against the tender document submitted, to ensure there are no differences. Any differences highlighted are to be resolved with the client. This information is to be recorded, authorised and filed within the tender and contract files Contract Manager / EstimatorOrder / Letter of intent. Tender documents.Amendments

16Hold contract award review meeting. This review identifies Quality requirements, contractual requirements, Management team and appointment of personnel and resources for the project, Finalisation of the contract price, preparation of budgets, allowable and project programmes, client communication channels, insurance and surety and identifies the Professional team. Finalise the suppliers to be used on the project and compile the suppliers list.Finalise tender and copy documents to be submitted

Managing Director, Estimator, Buyer and Contracts manager,Plant Manager,Equipment Manager,Buyer,Contracts Manager,Site Agent.Contract review meeting minutes.Contract start up schedule.

Quotations

17Hand over contract file to contracts managerEstimator, Contract ManagerContract file

18Should any major amendments which affect the contract conditions be undertaken, they will be reviewed and approved as per the original contract. The managing director and client will approve these changes. Records will be maintained within the contract file.Managing director / Contract ManagerQuantity Surveyor.Amendments to contract

19Minor amendments will be discussed during the client meetings and approved. Records will be maintained within the contract file.Contracts managerMinutes of meetings

20Changes which do not affect the contract conditions will be handled through the use of site instructions which are approved by the client. Records of site instructions issued shall be maintained.Contracts managerSite instructions Control of records procedure

21Project file (data pack) will be completed at finalisation of contract and sent for archiving to contracts manager Contracts ManagerTender File

Outputs: Tender documents, Suppliers list, Contract documents and all required records

Drawings and specifications received from clients for inclusion into the project shall be received at site. Drawings and specifications received during the tendering stage are recorded within the tender documents

Identify the necessary records to be generated to provide evidence of conformity to requirements and the effective operation of the companys processes and include in relevant procedure or Quality control plan

Audit schedule compiled, reviewed and approved

Identify nonconformity

Identify types of records / data to enable monitoring of process performance

Identify scope of the Quality management system or project

Management reviews are scheduled at the beginning of each year

Incoming Enquiry/Pre-Qualification