Always Include a Validity Period on Proposals
A delayed contract award can leave your proposal out of date. Include a clear validity period and review costs, staff availability and schedules before extending it.
Claims, Variations and Payment Schedules: Get the Timing Right
Good work does not automatically lead to timely payment. Learn how to manage claims, variations and payment schedules, coordinate invoice cut-offs, and keep both client receipts and contractor payments on track.
How to Manage Cost Plus Fixed Fee Contracts
Cost plus fixed fee contracts can suit projects that are difficult to price upfront. Agree a fixed dollar fee, define reimbursable costs, and use open book reporting and spending limits to keep the arrangement fair for both the client and contractor.
Why Hourly Rate Contracts Need a Spending Limit
An agreed hourly rate does not establish how much a contractor is authorised to spend. Set a clear spending limit, monitor the forecast cost and approve increases in writing to reduce budget surprises and payment disputes.
Evaluation of Tenders
Tender evaluation is more than comparing prices. Check scope, exclusions, assumptions, experience, risk and capability before awarding the contract.
The Importance of Good Specifications
Good specifications reduce ambiguity, variations, rework and disputes. Make project specifications clear, complete, current, consistent and easy to find before issuing work for tender.
Maintain a Project Communication, Decision and Action Register
Maintain a project communication, decision and action register so important decisions, client instructions, approvals, commitments and actions don’t get lost in emails and meeting minutes. Use it as a searchable history of the project and an index to the original project records.
How Long Should you Set Project Proposal, Tender or Quote Response Times?
Short RFP/RFQ/RFT response times reduce the quality of project proposals and ultimately increase project costs. Reduce the chances of this happening by allowing sufficient time for companies to prepare quality proposals.
Document All Client Communication
Important client conversations should not exist only in people’s memories. Document decisions, instructions, commitments and other material communication so your project has a reliable record.
Be Careful How You Use the Word Float
Calling time “float” can make it an easy target for removal. Describe necessary work accurately, explain contingency and monitor the float that remains. A clear schedule helps your client understand both the time required and the risks to completion.