How to Prepare Tender Documents for Construction in India
About a year ago, I was part of a project implementation unit that had run out because a member of our team had taken his annual leave. While he was away, I was asked to help the team prepare tender documents for a donor project worth approximately $60 million. Tender documents can be prepared for a series of contracts, e.g. supply of equipment, contract for main works (including design by the contractor), demolition, facilitation work, etc. It is important to ensure that the interfaces between packets are correctly identified and uniquely assigned to either packet. Too many packets increase the number of interfaces and therefore potential problems. The cost plan (pre-bid estimate) must also be reassembled package by package to allow easy evaluation of the bids received. In general, tendering refers to the suppliers needed to carry out the work – but tender documents have become synonymous with the process of invitation, tendering and selection of services. Word and Excel documents have been the first and easiest options for construction tender documents for many years, but today there are digital options that allow you to manage tender documents more efficiently and professionally. As you can see, the tendering process in construction is quite lengthy and can start to get involved in the preparation and specification phase of the project.
This is great for clarity around the project, but it means construction companies can spend a lot of time on tenders they may not win (but you have to be there to win). Tender documents for construction are among the most important documents that construction companies and project and asset owners deal with, as they determine who will deliver which projects – which directly affects all companies working on a project and, of course, the project. The best way to prepare and modify tender documents is to divide them into packages. Each dossier must be dedicated to a specific area, stage of work or product so that the parties submitting the tender documents can prepare accurate tenders. Not to our knowledge. A good client team must provide feedback to unsuccessful bidders. During the preparation of the subscription book, I began by preparing the instructions to bidders (volume 1) in accordance with the funding agency`s contracting guidelines. The instructions given to bidders included, among other things, information on prices, anticipated pre-bid meeting dates, bid submissions, and bid opening dates. The instructions to bidders also made it clear that the bid was to be made under the international tendering procedure. Tender documents for construction are very important to your business and they are also important to all parties to the project.
Copies of tender documents must be kept in minutes. When a call for tenders is announced, interested bidders will normally receive a printed copy of the volumes (documents) mentioned above. For bills of materials (volume 2), bidders generally receive an electronic version of bill of quantities in a standard Microsoft Excel format to simplify rate entry for the different invoice lines. Given this, the electronic copy must match the hard copy. 3. My approach to preparing tender documents The efficient breakdown of your tender documents makes it easier for the package recipient and supplier selection to sort suppliers into groups, evaluate them correctly, and make better, more informed decisions. The call for tenders was advertised in the main local newspapers and on DG Markt (the online procurement website) recommended by the Financial Agency. The following tender document is a good example of what one of these PDF forms can look like. The document contains beautiful formatting, a clear structure and provides a platform from which the parties can collaborate on tender documents. I read on this site and found that Dashpivot is very useful in building a project. NB: In the case of construction management contracts, tender documents for commercial contracts may include the prime contractor`s master programme. This tender was prepared as a standard contract of the FIDIC Red Book, which contained general contractual conditions, special conditions (parts of the general conditions adapted to the specific requirements of the employer).
The document was also prepared to include the general conditions for the formation and establishment of a dispute resolution committee. When this order landed on my desk, I was reviewing a change order for an ongoing construction contract. I had to adjust my work schedule to meet this new task. Fortunately, I had visited the site for this project on a previous exploratory visit, but I had to familiarize myself with the detailed design report to ensure that the tender documents covered the amount of work required that the employer intended to build. Here`s a sample construction offer and an editable template that can help you make your building listings more reliable and presentable. Preparing tender documents can be a project in itself for construction companies, and coordinating and making procurement decisions can also be quite complicated for asset owners and operators. In the course of my work, I have recalled from experience that tender documents for donor-funded projects must be prepared in accordance with the procurement guidelines of the funding agency (donor). I spent two days reading and understanding the donor`s policies. You can manage and view, edit, edit, complete and share all your tender documents as appropriate tender documents in PDF format from one place.
2) In which tender documents (TP) would the “automatic sliding doors” be inserted? Is it electromechanical (EM), like elevators and escalators? Who determines it? The architect or the EM engineer? The procedure for payment of the required fees, the place of selection of documents, the date of the pre-tender meeting and the date and place of submission of tenders were indicated in the tender notice. Construction tender documents include documents that project and asset owners use to solicit suppliers to bid on their projects, as well as documents that suppliers (contractors, subcontractors, suppliers) use to bid or assist in working on the project. My review of the detailed design report allowed me to understand the scope of the work, its complexity, the cost and duration of the planned construction and, most importantly, the minimum resources that the successful contractor will require to deliver the project to the satisfaction of the employer. There are a number of articles on the site that might be particularly useful to you. Analysis of the contract amount, the offer price document and the tariff list. Others may also be of interest, such as; BOMs, pre-tender estimate, measurement contract, supply route, etc. Not surprisingly, the most common format for tender documents in the construction industry is PDF. Now that you have seen this sample tender document, how are these tender documents normally presented and exchanged between the parties? How are these tender documents sent and transmitted? Mostly via email, although some companies still send additional letters.
A bid often includes a cover letter with the tender documents, but it`s usually quite simple, with a few pieces of identification from the company and information about the name and number of the project. Divided into 10 individual parts, the specifications (volume 3) were prepared and assembled into a document of about 300 pages in A4 paper format. The different sections of the specifications included the following: There are thousands of tender documents in construction companies and construction sites that are manually completed and sent between the parties. In the construction industry, where everything is project-based, tenders are the primary mechanism by which companies choose who they work with, and these documents cover most types of suppliers, including general contractors, equipment suppliers, and facilitation work. 1) What other tender price documentation formats are available for different procurements? Also in your opinion and experience, what are the advantages and disadvantages of each type? In order for interested bidders to understand the qualification requirements, I developed a funding and qualification criterion (using the procurement guidelines). Eligible tenderers had to demonstrate that they had a sound financial situation and the general and specific construction experience necessary for the scope of the works. The instruction to bidders also included a section briefly describing the scope of work to be constructed.