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### a) Significance of Reviewing Preliminaries and Project Information in Tender Documents
An estimator’s role in reviewing the preliminaries and project information in a tender document is
fundamental to ensuring a comprehensive and risk-averse estimate. According to Seeley (1996),
preliminaries contain critical details about the contract form, responsibilities, and the overall project
scope, which, if not properly reviewed, could expose the contractor to unforeseen risks. By carefully
analyzing these details, the estimator can determine whether any unusual conditions exist, such as
modifications to the standard form of contract or unfair clauses that might affect the project
implementation, timeline, or cost (Brook, 2016).
1. **Contractual Changes**: Alterations to the proposed contract can impose additional risks or
obligations on the contractor. For example, a shift from a standard **JCT (Joint Contracts Tribunal)
form** to a more client-favorable contract might transfer excessive risk to the contractor, impacting
profitability (Cartlidge, 2017).
2. **Unfair Conditions**: Preliminaries often include clauses on **payment terms**, **liquidated

damages**, and other provisions that could significantly affect the project. If payment terms are
unusually stringent, this could hinder cash flow, leading to financial instability during the project (Brook,
2016).
3. **Regulatory Compliance**: Estimators need to ensure that the preliminaries align with local laws
and regulations. Failing to comply with these regulations could result in fines or project delays. Seeley
(1996) emphasizes the importance of reviewing environmental regulations and health and safety
standards, which are often embedded within the preliminaries.
4. **Timeframe and Risk**: The project timeline and the sequencing of activities outlined in the
preliminaries need to be realistic. If the estimator fails to evaluate these aspects, it could lead to
underestimated labor or equipment costs, eventually resulting in project overruns (Cartlidge, 2017).
By conducting a thorough review, the estimator ensures the project is accurately costed, risks are
accounted for, and all contractual obligations are clearly understood.
### b) Factors Influencing the Estimator's Approach During the Tendering Process
The accuracy of an estimator’s final tender submission is influenced by various factors, as detailed by
several industry scholars.
1. **Project Scope and Completeness of Information**: The level of detail provided in the tender
documents significantly affects the accuracy of the estimate. If information is ambiguous or missing, the
estimator may need to include contingencies. As Akintoye (2000) points out, **incomplete or unclear
documentation** increases uncertainty, leading to higher risk provisions or allowances for unknowns.
2. **Market Conditions**: External market factors such as the availability of materials, inflation, or labor
shortages can impact the cost of the project. **Fluctuations in material prices** or changes in
subcontractor availability can lead to adjustments in pricing to safeguard against market volatility
(Skitmore & Wilcock, 1994).
3. **Coordination with Subcontractors and Suppliers**: Effective coordination with suppliers and
subcontractors is essential to obtain realistic and competitive quotations. If the estimator does not
engage in early negotiations, there is a risk of misalignments between the subcontractor’s scope and the
project’s overall requirements (Brook, 2016).
4. **Risk Analysis and Contingencies**: An estimator must assess the **level of risk** involved in a
project and include appropriate contingencies. As Love, Holt, and Li (2002) point out, risks such as
**weather delays**, **client-driven changes**, and **site conditions** must be accounted for to avoid
financial losses during the construction phase.
5. **Historical Data**: Estimators frequently rely on data from past projects. Cartlidge (2017)
emphasizes the use of **historical cost data** to inform estimates, but adjustments must be made for
inflation or differences in project scope.
6. **Profit Margins and Overheads**: The estimator must also consider the company’s overheads and
desired profit margins. As Cartlidge (2017) highlights, the balance between competitiveness and
profitability is crucial, especially in a competitive bidding environment.
In sum, these factors shape the estimator’s approach, guiding them to provide a **realistic and
competitive estimate** that aligns with market conditions and project specifics.
### c) Estimator's Role from Tender Preparation to Submission

Once a decision has been made to tender for a project, the estimator undertakes several key activities to
prepare a competitive and comprehensive bid.
1. **Request for Quotations**: According to Seeley (1996), the estimator’s first task is to invite
**quotations from subcontractors, suppliers**, and **service providers**. These quotations form the
basis for the cost estimate, and any discrepancies or omissions must be carefully checked and
negotiated.
2. **Review of Drawings and Specifications**: Estimators review architectural and engineering drawings
to understand the project’s full scope and identify any discrepancies or inconsistencies. As noted by
Skitmore and Wilcock (1994), drawings provide critical details on materials, construction methods, and
finishes, all of which need to be priced accurately.
3. **Site Visit**: A physical site visit allows the estimator to assess any **logistical challenges**, **site
conditions**, or **access issues** that might affect construction. Love et al. (2002) emphasize that site
visits provide firsthand information on topography, local weather conditions, and nearby infrastructure,
all of which influence costs.
4. **Coordination with Management**: The estimator works closely with management to finalize the
**construction methodology**, resource allocations, and project timeline. Brook (2016) discusses how
management input ensures that the methodology is aligned with the contractor’s operational capacity
and strategic goals.
5. **Risk Assessment and Value Engineering**: According to Akintoye (2000), a key part of the
estimator’s role is conducting a **risk analysis** to identify and mitigate potential project risks. At this
stage, the estimator may also propose **value engineering solutions** to reduce costs while
maintaining quality.
6. **Preparation of Tender Documentation**: The estimator prepares detailed tender documents,

including **bills of quantities**, **pricing schedules**, and supporting documentation such as
**method statements** and **risk assessments** (Cartlidge, 2017). All elements must be clearly
presented and comply with the client’s tendering requirements.
7. **Final Submission and Quality Check**: Before submission, the tender is thoroughly checked for
accuracy and compliance. Brook (2016) highlights the importance of **peer review** or internal audits
to ensure no errors or omissions are made.
In conclusion, the estimator’s role from tender preparation to submission is a multi-faceted process
involving careful analysis, coordination, and quality assurance, ensuring that the contractor submits a
competitive and viable tender.
### References
- Akintoye, A. (2000). Analysis of factors influencing project cost estimating practice. *Construction
Management and Economics*, 18(1), 77-89.
- Brook, M. (2016). *Estimating and Tendering for Construction Work* (5th ed.). Routledge.
- Cartlidge, D. (2017). *New Aspects of Quantity Surveying Practice* (3rd ed.). Routledge.
- Love, P. E. D., Holt, G. D., & Li, H. (2002). Triangulation in construction management research.
*Engineering, Construction and Architectural Management*, 9(4), 294-303.
- Seeley, I. H. (1996). *Building Quantities Explained* (5th ed.). Palgrave Macmillan.
- Skitmore, M., & Wilcock, J. (1994). *Estimating and Tendering for Building Work* (3rd ed.). Routledge.

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### a) Significance of Reviewing Preliminaries and Project Information in Tender Documents

2. Unfair Conditions: Preliminaries often include clauses on payment terms, **liquidated

### c) Estimator's Role from Tender Preparation to Submission

6. Preparation of Tender Documentation: The estimator prepares detailed tender documents,

- Seeley, I. H. (1996). Building Quantities Explained (5th ed.). Palgrave Macmillan.

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