Procurement and Tendering in Quantity Surveying: A Beginner’s Guide

In the realm of quantity surveying, understanding the distinction between procurement and tendering is essential for successful project delivery. This beginner’s guide aims to clarify the difference between these two processes, their significance, and how they align with the New Rules of Measurement (NRM). We will explore procurement and tendering, providing examples from the UK market to help beginners grasp these concepts more effectively.

1. Procurement: Definition and Importance

Procurement in quantity surveying refers to the systematic approach of acquiring goods, services, or works needed for a construction project. It involves the identification of project requirements, selection of suitable suppliers or contractors, and the establishment of contractual arrangements. Procurement plays a crucial role in project success as it ensures that the necessary resources are acquired in a timely manner and at the best value for money.

2. Tendering: Definition and Importance

Tendering is a specific process within procurement that involves inviting potential suppliers or contractors to submit their offers (tenders) for a construction project. The client or project owner issues a tender document that outlines project requirements, specifications, and evaluation criteria. Suppliers or contractors interested in securing the project submit their competitive bids, which are then evaluated to determine the most suitable candidate.

Tendering is vital as it ensures fair competition, transparency, and accountability in the selection of suppliers or contractors. It allows project owners to evaluate proposals based on factors such as price, quality, experience, and compliance with project requirements.

3. Key Differences between Procurement and Tendering

While procurement and tendering are closely related, they have distinct differences:

3.1. Definition: Procurement encompasses the entire process of acquiring goods, services, or works, including the selection of suppliers or contractors and contractual arrangements. Tendering, on the other hand, specifically refers to the process of inviting and evaluating bids from potential suppliers or contractors.

3.2. Timing: Procurement is a broader concept that can occur before, during, or after the tendering process. Tendering is a specific step within the procurement process, usually taking place after project requirements are identified.

3.3. Scope: Procurement involves considerations beyond selecting a supplier or contractor. It includes activities such as market research, developing procurement strategies, negotiation, and contract administration. Tendering focuses solely on soliciting and evaluating bids.

3.4. Documentation: Procurement encompasses various documents such as procurement plans, contract agreements, and performance evaluations. Tendering involves the preparation and issuance of tender documents, including instructions to tenderers, specifications, and evaluation criteria.

4. Procurement, Tendering, and the New Rules of Measurement

Both procurement and tendering processes align with the principles of the New Rules of Measurement (NRM) in the UK market. The NRM provides a standardized framework for quantifying and managing construction costs, ensuring consistency and transparency.

By adhering to the NRM, quantity surveyors ensure that procurement strategies and tendering processes are compliant with industry best practices. This includes accurately measuring and categorizing works, utilizing standardized measurement rules, and promoting fair competition among suppliers or contractors. Compliance with the NRM contributes to better cost control, risk management, and efficient project delivery.

5. Conclusion

Understanding the difference between procurement and tendering is crucial for quantity surveyors and other project stakeholders. Procurement encompasses the entire process of acquiring resources, while tendering specifically focuses on the selection and evaluation of bids. Both processes play significant roles in project success and align with the New Rules of Measurement, promoting consistency and transparency in the UK construction industry. By embracing these concepts, quantity surveyors can effectively manage project costs, ensure fair competition, and achieve successful project outcomes.

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