CIPS - L4M3 Commercial Contracting - CHAPTER 1 question n answers 2024

CIPS - L4M3 Commercial Contracting - CHAPTER 1Difference between Estimate, Quote and Tender (1.1, p. 2) - correct answer Estimate = has no legal standing, simply a 'best guess' by the supplier. *NOT a firm offer*. should be avoided within a commercial contract Tender / Quotation = *both are firm offers* to do something at a quoted rate or price. Tenders are more comprehensive / detailed. Quotation (1.1, p.3) - correct answer - normally used when the only variable is price - T/Cs are often NOT specified here - Should only be used in the following situations: 1) low value/low risk purchases; 2) specification / delivery terms are fixed; 3) suppliers have been pre-qualified; 4) purchasing system has locked down the terms and price is the only variable Tender (1.1, p. 3) - correct answer - measuring more than one variable (not only price) - formal process, requiring sealed bids which are not to be opened before the specified date - used in the following situations: 1) for complex projects; 2) for high value, high risk projects; 3) projects where quality AND price need to be assessed; 4) pre-qualification is required for new suppliers, using a two-stage process. Request for Quotation (1.1, p.3-4) - correct answer - often misused (w/o terms or specifications). - work well under framework agreements where the terms are already fixed - main features (degree of formality, speed and relationship to contract docs), and the advantages/ disadvantages / controls are outlined on p.4) ***REMEMBER - RFQs are useful when they are quick/informal, but they cannot look at quality / may not be ties adequately to contract documents*** Invitation to Tender (1.1, p.5) - correct answer - formal sourcing exercise, where more thought is given to the suppliers / creation of the contract documentation. - normally well documented process; can be regulated by law for the public sector - detailed requirements are common, e.g., method statements, timescales or other quality aspects - for open tenders, supplier vetting is common. - main features (degree of formality, speed and relationship to contract docs), and the advantages/ disadvantages / controls are outlined on p.5) Real world comparisons of quotes and tenders (1.1, p. 6-7) - correct answer Four real-life examples / issues: - Process Admin costs - Audit Trails - Transparency of process (controlled opening of offers) - Urgency and speed 1) Process Admin Costs - correct answer - sourcing is an resource-heavy activity: the amount of documentation required for an RFQ/ITT increases the cost for the supplier. - *simplicity/clarity on documentation can reduce costs for bidding / accepting a contract* - cost and risk are NOT the same thing; a relatively low-cost contract could bring business to a standstill, if it fails. 2) Audit Trails - correct answer are important for the following reasons: 1) reduce bribery/corruption/collusion 2) provide solid evidence of activities (e.g., bribery, etc) or facts of a situation when disputes arrive 3) improve accountability (even in the form of traceability 4) help trace errors, e.g., skills/knowledge gaps or procedural weakness 3) Transparency in the process: controlled opening of offers - correct answer - the tender process must be transparent (e.g., suppliers won't spend the time if they don't believe they have a shot at winning); - e-tendering tools allow for fixed deadlines to be set, and all offers to be opened at the same time. 4) Urgency and Speed - correct answer - process for selecting a new vendor must be controlled. - **REMEMBER: waiving the tender process requires 1) high level sign-off; and 2) business justification**