I understand Colin Kingshott’s frustration (‘Where is the sense?’ QS News, 11 August). In defence of the software vendors it is difficult to produce a product that is ‘all things to all men’ without generating further criticism about being forced to use a product.

We should all produce documents in the same manner and all recipients should work on the same estimating software. The fact is we do not and this will never change because of the many types of documents being produced and other variables that drive them.

The issuing of tender documents in a PDF format is not due to the ensuing mish-mash of file formats, as suggested, but more a mode of data exchange that ensures the recipient a secure high quality product that protects the issuing party’s intellectual property rights. It also supports environmental and corporate social responsibility policies.

In answer to Peter Goodwin’s reply (Start right, QS News, 25 August) to Colin’s letter, historically the QS has taken on the role of documentation consolidator and facilitator of the tendering process and will continue this without the suggested need of making it a contractual requirement. This process will only develop from the dictates of best practice and advances in technology.

In assisting recipients who need to work electronically on parts of the data issued, we ascertain their requirements through early communications within the procurement process. In doing so we can issue certain parts of the data in a format that is acceptable, on the basis that this assists them in loading it directly into their estimating systems, but they must still submit their tender in accordance with tendering instructions.

The above is possible by using CITE or Excel exports, the leading software vendors in the industry will assist by developing bespoke interfacing software.

The new XML format has been developed by the software vendors with the UN/CEFACT group in collaboration with CITE and is a worldwide standard which is being put forward for ISO which should make it more widely accepted.

Once these procedures are accepted by us all, it only leaves us to convince the tendering contractors to close the loop by returning electronic tenders. Thus e-tendering is achieved.

Steve Banks, knowledge and documentation manager, MDA

Source

QS News