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Guide letters provide advice about matters architects should consider when composing letters to the parties involved in architectural projects.
1. When and how?
1.1 Your client can call for tenders or may authorise you to do so on their behalf. Consequently tenders are addressed to your client who must be fully aware of all the conditions under which tenders are called (Refer Acumen note Tenders - calling).
1.2 Before you send this letter you should have confirmed with your client any relevant matters covered in Guide letter 19.
1.3 Advise your client of AS 4120–1994 Code of tendering, and the purpose of the standard, that you will adhere to.
1.4 Send this letter early enough to allow your client to confirm details before the date set to call tenders.
2. Content
Confirm:
- list of tenderers;
- relevant dates (documents available, questions, answers, (tender query log), closing of tenders including place and time);
- the reference to AS 4120–1994 Code of tendering
- opening procedure;
- disclosure of tender information and/or tender documents on matters agreed in guide letter 19; and
- duration and confirmation of the tender assessment process.
Request:
- instructions if your client wishes to vary any of the above details.
Advise:
- the date by which instructions are required to maintain agreed program.
3. Action
3.1 It is strongly recommended to write this letter.
4. What happens next?
4.1 Call tenders as programmed unless you are instructed to make changes or there are other reasons to delay the program.
5. Are there other possibilities?
5.1 If your client has authorised you to call and administer tenders you must keep your client fully informed of all the details. This letter is the most appropriate way to confirm the details with the client, however, the confirmed minutes of a meeting with your client may also be acceptable.
6. What can happen if you don't?
6.1 If you have been authorised to act on behalf of the client to call tenders and you do not keep your client fully informed of the tender conditions you could be exceeding your authority.
7. Copies
7.1 Architect's file
7.2 Relevant specialist consultants
Disclaimer
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