Offers are to be obtained for a communal construction project. It is still unclear who will define the requirements technically, answer queries and later evaluate the results. Before a tender, the community should clarify these roles in the actual project context.
Derive tasks from the next step of work
What information do suppliers need for a meaningful offer? Which technical question is still open? Which decision should then be prepared? Describe the service required of a role, not just a name.
The administration thereby does not take on planning, site management or testing for which it lacks an appropriate contract or the required qualification. Commissioning and representation must be clarified separately within the specific scope.
Provide responses via a confirmed channel
If several owners or companies give different information, incomparably different offers may result. Therefore name a contact function that is actually responsible for preparing the offer. Technical determinations should come from the appropriate technical side.
Information that is still outstanding should uniformly be designated as outstanding. A presumed technical solution must not be presented as the binding state of requirements out of convenience.
Fictional case: Three owners state three scopes
One supplier assumes a partial repair, another a comprehensive renewal. The community recognises that the task has not yet been described uniformly in technical terms. First the responsibility for resolving this is organised.
Only after a comprehensible confirmed baseline will the request for offers be continued. The differing prices are not previously evaluated as a reliable competition.
Present roles as a working method
A concise overview names the requirement, technical question, point of contact and next decision. Any missing commissions become visible. This is not a substitute for a project contract, but a preparation so that that contract and the subsequent communication address the actual task.