- Stop sending out the wrong/outdated specs
- Standardise and save
- more below…
- Automated collaboration
- Non-compliance report
- Cost comparison report
- Milestone schedule comparison report
- Technical submission comparison report
- More below….
- Track outstanding issues/items that vendor owes you
- Reduce the number of variation orders
- Simplify dispute resolution
- Reduce project cost by 3%
- More below….
iSpec’s roots originate in the Transportation Industry and more specifically in Ports and Container Terminals. In 2005 DP World approached Remy to develop a system that would automate much of the administrative effort involved in CAPEX equipment procurement and move away from a paper-based system to an electronic version. This was particularly relevant at the time as DP World was in the process of procuring P&O and there were large upgrade and procurement projects in the pipeline. The main drivers were to streamline administrative process, cut down on staff effort and reduce costs thereby allowing DPW to commission equipment more quickly.
Implementing iSpec at a Port or Terminal
iSpec can be implemented within 6-8 weeks (Cloud version with startup services within 4 weeks) after which time the first tender can be published. Remy’s implementation services cover creating the master library and configuring the system according to the business rules of the company. It also includes business process re-engineering where required as going from a paper-based system to an electronic system requires some minor process adjustments.
Our Partners in the Transportation Industry
Remy is proud to announce our new partners in the Transportation Industry – Trent Associates Group.
Trent – a newly formed group – however has more than 80 years combined experience in the industry and more than 20 years experience in the application of iSpec in the Ports and Terminals industry.
Specification and Document Management
The iSpec Master Library is used to manage and maintain all the various documents used in CAPEX equipment procurement, including but not limited to:
- Quay Cranes
- RTG/RMG etc.
- Front end loaders
- Tractor Trailers
- All port equipment
The full set of documents for each type of purchase is loaded into the library and configured for use in tendering.
Typically a QC template would contain, amongst others, the following documents:
- Letter of Tender
- Pricing Schedule
- Letter of Award
- General Conditions
- Particular Conditions
- Employers Requirement (Technical Specifications)
- Milestone Schedule
- Inspection Protocols
- Project Management Documents
- Control Documents
Certain of these documents are under the control of the Procurement and Legal Departments and some are managed by the Engineering Department. Each may view the other’s documents but only have editing rights on their own documents.
Once these documents have been setup in the library, it takes only minutes to create a new tender with all the necessary documents copied to the tender management module.
Importing the documents for a QC into the library takes about 1 week.
e Tendering, Clarifications, Evaluation and Negotiation
The iSpec tendering module is a comprehensive online tendering system. To create a tender one can use a master template from the library or just create the tender from scratch.
If you use a template, everything is pre-configured and all you have to do is edit the clauses in the Technical Specifications and other documents that are specific to this tender.
The iSpec system automates the entire process including:
- Various pre-configured approvals
- Sending invitations to the list of invited vendors
- Publishing the tender documents and giving vendors access on the specified date and time
- Allowing vendors to enter their responses online
- Handling clarifications using the iSpec messaging system (copies are kept linked to the clauses in the documents they relate to for auditing and tracking purposes). Emails are sent the each user’s email and also replies are copied into the system for later retrieval.
Once the vendor has completed his/her responses, they may submit their tender electronically and it is kept encrypted in the database until the opening of the bids.
Bid Opening and Evaluation
Once the technical bids have been opened electronically, the engineering evaluation team can use the automated evaluation system to score the bids from the various vendors. Data is automatically displayed in comparative reports which include:
- Non-compliance report
- Technical response report
- Milestone schedule and dates
- Other data requested from the vendors
Once the technical evaluation and shortlisting is complete, the commercial bid opening can proceed. In a similar fashion prices and terms and conditions can be evaluated and scored.
During the evaluation process any clarifications and negotiations are also done via iSpec and recorded as part of the audit trail.
Finally the various evaluation reports can be viewed and a vendor chosen.
Final contract drafting is completed online and the contract can be accepted(“signed”) electronically and if required in hard copy as well.
Contract and Project Management
Once the contract has been awarded, access is given to the project managers both internally and for the vendor. This allows everyone to see the specification, clarifications and other information relevant to the project. Certain information such as pricing and/or agreements may be hidden from engineering staff as they do not require it for implementation purposes.
All variation orders, milestone tracking, deliveries, etc are handled in the iSpec system – again reducing administrative effort and keeping a perfect audit trail of all activities and amendments.
Commissioning and test protocols are all managed and the results tracked in iSpec.
Inspection/punch list Management
All inspections, NCRs, and punch lists (outstanding items owed by the vendor) are also managed in the iSpec iNspect module.