8.1 The foregoing text was
prepared with only one purpose: to provide guidance to individuals and
organizations in the process of contracting for consultant/construction
services. The possible variation in type, size, complexity, location and method
of project realization is far too great to permit a volume of this size to deal
with more than generalities for most of the subjects covered. Specifics have
been provided only for subjects which are usually not affected by the
variations mentioned above. Even these
should be examined carefully to be certain they are applicable.
8.2 The most significant steps for any project
are;
(a) Task
identification - the sponsor must identify what must be accomplished, the
time frame for its completion, and the budget available for the work.
(b) Assembly
of background material - the sponsor should research thoroughly all
available data; physical, technical, statistical and socio-economic which will
affect the magnitude and/or conduct of the work effort.
(c) Preparation
of invitations for proposals - the degree of detail included in the
invitations regarding the terms of reference, scope of work and contract
conditions should be commensurate with the size and complexity of the project.
(d) Selection
of consultant - this should be made on the basis of recent past
accomplishments and reputation with comparartive, competitive fees being a
lesser consideration.
(e) Consultant
contract type - unless law or other rules dictate otherwise, the type of
contract (.fee basis) should be a negotiable item and the type chosen should
take into account the probability of future modifications to the scope of work
and the easiest possible way to do this while minimizing the administrative
burdens on both parties.
(f) Selection
of contractor - this should be made on the basis of competitive bids after
an examination of the bids for correctness, completeness and proper balance of
individual unit prices. The contract type should be established by the sponsor
taking into account the probability of future modifications to the scope of
work.
g) Negotiations
- these should be conducted in a. co-operative atmosphere with the willingness
of each party to try to understand and accommodate the requirements of the
other. The negotiation process will have a lasting effect on the conduct of the
project.
h) Contract
administration - all the functions listed in the text must be carried out
thoroughly and expeditiously; none more so than the prompt processing of
invoices.