CONSTRUCTION PROJECT CYCLE

INITIATION
If you are a project manager and aren’t sure where to begin, start by evaluating the work ahead and
conduct a feasibility test. A feasibility test examines whether the proposed solutions align with the
main objectives. Is the project worth undertaking? From a broad perspective, define the project and
write down possible solutions to specific needs.
Do not make the decision alone. Consult your team. Ensure that a final recommended solution is
identified.
Once you give the project a green light, create a Project Initiation Document (PID). A project
initiation document is like a blueprint. It highlights the main purpose of the construction project.

PLANNING
Planning is key to the successful management of a single location or multi-location project. At this
point in the construction life cycle, your team identifies the scope of the work and develops a road
map. Identify the resources needed and the strategy of producing them.

They should also be CLEAR (Collaborative, Limited in scope, Emotional, Appreciable, and
Refinable). A plan outlining the time frames, tasks, and dependencies comes in handy at this phase.
The budget should provide cost estimates for materials, labor, and equipment.
 IMPLEMENTATION/EXECUTION
This is where most of your time should be spent. A project plan has to be put into practice. Effective
communication plays a huge role during execution. Ensure that the budget stipulated in the planning
stage is followed. As you watch the progress of the project, record any variations from the initial
plan.
A successful implementation stage is characterized by:

 A well-developed team
 Allocation of resources
 Task assignments
 Implementation of project management plans
 Status meetings
 Updated project schedule
 Tracking systems in place
 Modification of project plans

PERFORMANCE AND MONITORING

This stage happens simultaneously with the implementation process. Performance and monitoring
ensure that every item aligns with the project schedule. It is, therefore, a regular phase that ought to
be revisited during execution.
Every activity of a commercial construction process from start to finish should align with the project
management plan. The best tools to use at this stage are KPIs or Key Performance Indicators. Here
are examples of KPIs.

 Effort and Cost Tracking—determines if the budget is on track

 Project Performance—monitors the changes and unforeseen challenges
 Quality Deliverables—determines if certain task deliverables have been fulfilled
 Project Objectives—determines whether the project goals and schedule are met

CLOSING
The final step is important as it offers the deliverables to the client. Review the punch list to see that
all weak areas have been accomplished. Inform your team and hand over the documents to your
franchise operations.
Before terminating supplier contracts, review termination provisions and give written notice. Finally,
conduct a study to examine the lessons learned. Identify what went as planned and where things
didn’t go well. This analysis can be useful for future project teams.
Have you encountered difficulties organizing tasks and keeping track of everything? Synuma is an
easy way to save all the documents in a single location. This cloud-based management tool offers
powerful communication features.
You can even use it to create a restaurant construction timeline. It provides an effective storage
mechanism for organizing key details. Moreover, you can track development costs and the progress
of multi-location sites. It is all about increasing transparency with stakeholders so that everyone
stays on the same page.

Preparing the Bidding Documents

Legal Reference

IRR-A Section 17 provides the rules in relation to the preparation of the bidding
documents.

Section 17. Form and Contents of Bidding Documents

17.1.The Bidding Documents shall be prepared by the Procuring Entity following the
standard forms and manuals prescribed by the GPPB. The Bidding Documents shall
include the following: 11 Refer to Appendix 7 for the Guidelines on the Grant of
Honoraria to Government Personnel Involved in Government Procurement

The 2016 Revised Implementing Rules and Regulations

SEC. 17. Form and Contents of Bidding Documents. - The Bidding Documents shall be
prepared bythe Procuring Entity following the standard forms and manuals prescribed
by the Government Procurement Policy Board (GPPB). The Bidding Documents shall
include the following

(a) Approved Budget for the Contract;

(b) Instructions to Bidders, including criteria for eligibility, bid evaluation and post-
qualification, aswell as the date, time and place of the pre-bid Conference (where
applicable), submission of bidsand opening of bids;
(c)Terms of Reference;
(d)Eligibility Requirements;
(e)Plans and Technical Specifications;
(f)Form of Bid, Price Form, and List of Goods or Bill of Quantities;
(g)Delivery Time or Completion Schedule;
(h)Form and Amount of Bid Security;
(i)Form and Amount of Performance Security and Warranty; and,
(j)Form of Contract, and General and Special Conditions of Contract.

17.2.The specifications and other terms in the Bidding Documents shall reflect the
necessary specifications required to meet the needs of the Procuring Entity in clear
and unambiguous terms. In mixed procurements, the Procuring Entity shall specify in
the Bidding Documents the requirements, criteria and other conditions of the bidding
procedures and of the ensuing contract as applicable to each component of the project.
In the preparation of Bidding Documents, the Procuring Entity shall ensure compliance
with existing laws, rules and regulations, especially those concerning licenses and
permits required for the project, in accordance with Section 34.2 of this IRR.(a)

17.3.To provide prospective bidders ample time to examine the Bidding Documents
and to prepare their respective bids, the concerned BAC shall make the Bidding
Documents available from the time the Invitation to Bid / Request for Expression of
Interest is first advertised/posted until the deadline for the submission and receipt of
bids.(a)

17.4.Bidders may be asked to pay a fee to recover the cost for the preparation and
development of the Bidding Documents pursuant to the Guidelines on the Sale of
Bidding Documents12.The Procuring Entity shall post the complete Bidding Documents
at its website and the PhilGEPS website from the time the Invitation to Bid/Request for
Expression of Interest is advertised. Bidding Documents may be downloaded from any
of the said websites: Provided, That upon submission of their bids, the bidders shall
pay the applicable fee, if required. The Bidding Documents 12 Refer to Appendix 8 for
the Guidelines on the Sale of Bidding Documents.

The 2016 Revised Implementing Rules and Regulations 51 may also be secured from
the BAC Secretariat upon payment of the corresponding fee, if required.(a)
17.5.Bidding Documents Fee may be refunded in accordance with the aforementioned
Guidelines based on the grounds provided for under Section 41 of the Act and this
IRR.(n)

17.6.Detailed Engineering for the Procurement of Infrastructure ProjectsNo bidding and

award of contract for Infrastructure Projects shall be made unless the detailed
engineering investigations, surveys and designs, for the project have been sufficiently
carried out and duly approved in accordance with the standards and specifications
prescribed by the HoPE concerned or his duly authorized representative, pursuant to
the recommendation of the end-user or implementing unit and in accordance with the
provisions of Annex “A”13 of this IRR.In case of projects with pending acquisition of
right-of-way site or location, the procurement process may commence, but no award of
contract shall be made until an authority or permit to enter is issued by the property
owner; or a notarized deed of sale or deed of donation is executed in favor of the
government; or a writ of possession is issued by a court of competent jurisdiction, as
the case may be. The exception is in case of design and build scheme, wherein the
bidders shall be allowed to submit its preliminary engineering designs as part of its bid.
The procedures for the procurement and contract implementation of Infrastructure
Projects using a design and build scheme shall be in accordance with the provisions of
Annex “G”14 of this IRR.

What are Bidding Documents?

Bidding documents are documents issued by the Procuring Entity to provide the
prospective bidders all the necessary information that they need to prepare their
bids. (IRR-A Section 5 [f]) These clearly and adequately define, among others:

1. The objectives, scope and expected outputs and/or results of the proposed
contract;
2. The expected contract duration;
3. The obligations, duties and/or functions of the winning bidder; and
4. The minimum eligibility requirements of bidders, such as track record to be
determined by the Head of the Procuring Entity. (IRR-A Section 17.2)

What are the contents of Bidding Documents?

The Philippine Bidding Documents (PBDs) contain the following:2

1. Invitation to Apply for Eligibility and to Bid (IAEB);

2. Eligibility Documents;
3. Eligibility Data Sheet;
4. Instructions to Bidders (ITB);
5. Bid Data Sheet (BDS);
6. General Conditions of Contract (GCC);
7. Special Conditions of Contract (SCC);
8. Specifications;
9. Drawings;
10. Bill of Quantities; and
11. Forms and Qualification Information.

The specifications and other terms in the bidding documents shall reflect minimum
requirements. A bidder may, therefore, be allowed to submit a superior offer. However,
in the evaluation of the bids, no premium or bonus must be given as a result of this
superior offer. (IRR-A Section 17.4) This rule is based on the nature of the procedure
used to evaluate the technical proposals – a “pass/fail” method – such that the
presence or absence of the technical requirements is the sole basis for determining
technical compliance. After having established compliance with the technical
specifications, the next factor to consider would then be the price or financial bid.

In addition to properly crafted Bidding Documents, what other

practices may a Procuring Entity observe to ensure a successful
procurement?

1. All prospective bidders should be provided the same information, and should be
assured of equal opportunities to obtain additional information on a timely basis.
2. Procuring Entities should provide reasonable access to project sites for visits by
prospective bidders.
3. For works, particularly for those requiring refurbishing existing works, a pre-bid
conference may be arranged whereby potential bidders may meet with the
Procuring Entity’s representatives to seek clarifications (in person or online).
4. Any additional information, clarification, correction of errors, or modifications of
bidding documents should be sent to each recipient of the original bidding
documents in sufficient time before the deadline for receipt of bids to enable
bidders to take appropriate actions. If necessary, the deadline should be
extended.

Who shall participate in the preparation of the Bidding Documents?

The following must participate in the preparation of the bidding documents:

1. The Bids and Awards Committee (BAC).;

2. The Technical Working Group (TWG)
3. The end-user unit/PMO; Project Management Office
4. Consultants, if any; and
5. The BAC Secretariat.

Five Steps of a Bidding Process

Research and Planning

This step takes the time to establish your company's qualifications to meet the needs of the project. It is critical
to know that your company has the experience and resources to fulfill the needs of a major contract. In the
research and planning phase, look at your own business plan as a resource for information. Use contract bid-
request information, and then pull out relevant details from your own business plan and perfect it for the
project.

It's important to do further research on the requesting company, putting out the bid request to understand the
mission and vision of the company. You will use all of this information to structure your bid in a way that is
tailored to the needs of the request.

Preparing the Bid

Creating the bid requires customized your business plan to highlight how your company is able to fulfill the
bid request. Consider the costs of materials, time frame and labor needed to complete the bid. Remember that a
bid is not always given to the lowest price but is given instead to the company best able of serving the needs of
the bid. Go through the costs, make sure they are accurate and justify the costs, based on project needs. Be
clear as to whether you are providing discount or premium services and why that is beneficial for the project.

Submit the Bid

Most government agencies seeking a RFP or a Request for Quote (RFQ) utilize online portals to submit bids.

Make sure you learn how the portals work and that the submission goes to the right place with the correct
documentation attached in one combined PDF file. The local Small Business Administration (SBA) is a good
resource to help navigate government systems.

If the bid is for an organization in the private sector, find out the best method of bid delivery. While digital
formats are widely accepted because they are easily distributed to stakeholders, some organizations might want
printed bids. Follow their rules to establish your professionalism.

Presentation Platform

If you have done all the work through properly pricing and submitting the bid, you may have an opportunity to

meet with the deciding team reviewing the bid. In today's digital world, expect to present in person or via
online meetings.

Be prepared to answer questions about the bid, provide additional details regarding pricing or timelines. This is
often the stage where you might be asked if this is your "best and final" bid. Make a decision if there is any
room for adjustments and inform the group that you can provide a revised bid if necessary. Be sure to detail
what changes for a lower price whether it is quality of materials, the experience of labor or any other factor
affecting the end product.

Getting the Contract Award

Be sure to find out when the contract will be awarded. While these timelines are subject to change, you'll want

to set your calendars and provide yourself enough time to make the necessary preparations to fulfill the
contract. Awarding agencies aren't going to expect a project to start immediately after the award but you will
need to start the dialogue on setting start dates. Stay in communication with your agency lead, note any
requests for changes in scope and provide adjustments to the contract for them. Be professional and deliver on
time to increase your chances for future bidding awards.

SEC. 17. Form and Contents of Bidding Documents. - The Bidding Documents shall be prepared
bythe Procuring Entity following the standard forms and manuals prescribed by the Government
Procurement Policy Board (GPPB). The Bidding Documents shall include the following

(a) Approved Budget for the Contract;

(b) Instructions to Bidders, including criteria for eligibility, bid evaluation and post-
qualification, aswell as the date, time and place of the pre-bid Conference (where applicable),
submission of bidsand opening of bids;

(c)Terms of Reference;

(d)Eligibility Requirements;

(e)Plans and Technical Specifications;

(f)Form of Bid, Price Form, and List of Goods or Bill of Quantities;

(g)Delivery Time or Completion Schedule;

(h)Form and Amount of Bid Security;

(i)Form and Amount of Performance Security and Warranty; and,

(j)Form of Contract, and General and Special Conditions of Contract.

 Surigao State College of Technology
Narciso St. Surigao City
Main Campus

CE ELECTIVE I

CHAPTER 1

SUBMITTED BY:

REIL , BRYAN S.
BALLESTEROS , MAY JANE N.
LAMADORA , CLAIRE JANE R.

SUBMITTED TO:
ENGR. ELMARIO PEJAN