It is very important to read this part before preparing the required papers
– The required papers are part of a contract report that is preparing for the client. The required papers are considered the section of calling for tendering. (It’s important to follow the REQUIREMENT structure, so the flow of the report will not be affected).
– The project is located in Australia, so it is subject to the laws of the country. Therefore, all the information and laws that are presented in the papers are based on the legislation of architectural practice within Australia.
– Any information related to laws or legislation must be referenced to an official or governmental source. (for example: Australian Standard AS 4120-1994 Code of Tendering, and The Australian Institute of Architects).
– The required papers focus on clarifying ethical practice, and laws in the management of work between the client, the architect and the contractor. The Australian Institute of Architects and the various state and territory Architects Registration Boards also have codes of conduct or practice that seek to provide guidance to architects in relation to appropriate professional conduct and practice.
The Project Overview (read it in general to be familiar with the project)
Saint Pugnacious Grammar School is a non-denominational co-educational private school with an enrolment of 1600 pupils in years 1 to 12. The school was established in 1901. The school is now ready to embark on its most ambitious project yet, a state-of-the-art Library and Sustainable Technology Centre (LAST). The school council called for expressions of interest for the project and (ArchUnity studio) was appointed as an architect for the project.
Characters of Upcoming Scenarios
Ruth Less chair of the building sub-committee (from the Client side)
Justin Time Project Manager (from the Client side)
ArchUnity (the architect who is preparing the report)
Case studies analysis method (IMPORTATNT BEFORE STARTING ON THE REQUIRMENTS) part 3 of the REQUIREMENT:
– When there is a case study in the requests, it is dealt with by analysing and extracting the results, and not by describing them. At the end of the analysis, it is explained how the client avoided the problem that occurred in the study case.
– To answer the case studies, in the beginning you have to give a general explanation of the scenario that occurred in the project (in one or two sentence). Then the case study is analysed. And then concludes by providing the legal guidance and advice to the client to avoid the problem that occurred in the case studies.
The referencing of the required papers:
In general, the required format for the references is Chicago Style. However, in the body of the papers instead of using footnotes you can use an (author-date) referencing system. While the bibliography will follow the Chicago Style format.
Follow the numbered headings and subtitles in the REQUIREMENTS as they are for the report organisation
The requirement papers will be started by a general introduction that should generally cover the following points as an introduction to the tendering section:
/ Principal methods of tendering (Selective tender, Registration of interest, Public tender)
/ Conditions of tender
/ The tender period
/ Clarifications and addenda
(This part should not be more than one page)
2- Probity & Ethical Practice
An examination of the term ‘probity’ and an analysis of how you might
manage ethical practice and probity during the tendering process.
3- Tender procedure
3.1: Issue 1: Local contractor preference / clause
Ruth Less, Chair of the Building Sub-Committee has instructed you to advise them on the calling of tenders, having due regard for the School’s current policy of accepting a local tender (within reason).
Chinook Aggregates Ltd v Abbotsford (Municipal District)  35 CLR 241
3.2: Issue 2: Inclusion of Innovative Submissions
You telephone Justin Time, the School’s Project Manager, to arrange a meeting to agree on the tendering procedure in addition to the various items in the conditions of contract that need to be confirmed before you call tenders. Justin advises you that he is keen to allow innovative construction solutions as part of the tendering process.
Pratt Contractors Ltd v Palmerston North City Council  1 NZLR 469
3.3: Issue 3: latent Site Conditions
Justin also advises you that he has inadvertently discovered an old cellar running right underneath the primary feature wall. He is keen to remain silent about his latest discovery, but you vaguely recall something from an old practice lecture about misleading, inaccurate and false site information.
L Shaddock & Associates Pty Ltd v Parramatta City Council (1981) 150 CLR 225.
(These parts (2&3) should not be more than three pages)
4- A letter
An email to Justin Time, Project Manager for the Saint Pugnacious Grammar School’s LAST Centre, summarising the requirements for ethical practice and probity in tendering.
Key Answers for this part:
Part of the tender procedure should be to contact tenderers the day prior to the closing of tenders to confirm to date, time and place for lodging of tenders. Other actions that might take leading up to the tender submission include:
• Being available to take calls in the days prior to the tender submission.
• Not agreeing to last minute alternatives or changes that cannot be conveyed to all tenderers.
• Having a register to record who has submitted and at what time.
• Having an area to lodge tenders, preferably in a locked box.
• Recording late tenders and holding them in a separate locked box.
The tender procedure should be clear about acceptance of emailed or faxed tenders, the confidentiality of tender submissions, acceptance or otherwise of late tenders (Blackpool & Flyde Aero Club v Blackpool Borough Council), the tender opening process, including where and when it will occur, who will be present, how tender details will be recorded, and the procedure for dealing with qualified and non-conforming tenders (Streamline Travel Service Pty Ltd v Sydney City Council). There should always be at least one witness at the opening of tenders.
(This part should not be more than two pages) an example also has been attached for this part