Tendering

1. PREPARATION OF TECHNICAL BID
PREPARATION OF TECHNICAL BID
Lalinda Kalansooriya

2.  Who is the Client ?
 Who is the Engineer ?
 Who is the Contractor ?
What is the Tender / Bid ?
 What is the Tender / Bid ?
 What is the Tender Document / Bid Document

3. COMPONENTS OF TENDER
DOCUMENT
 Invitation for Bids
 Instruction to Bidders
 Bidding Data
 Condition of Contracts
 Contract Data
 Contract Data
 Standard Forms (Contract)
 Specifications
 Form of Bid
 Bill of Quantities
 Schedules
 Drawings
 Standard Forms (Bid)

4. Referring Documents for Preparing
Tender Documents
 Standard Bidding Documents (Related to the Country)
 In Sri Lanka (SBD-1, SBD-2, SBD-3)
 Standard Bidding Document will changed subjected to
the Country, Source of funds, nature of the
the Country, Source of funds, nature of the
project, nature of the contract, nature of the
consultant
 National procurement Guideline
 Condition of Contract (ICTAD Condition of Contract,
FIDIC, JCT, ………………etc)

5. Today Lecture
 Tender document activities related to the contractor’s
Quantity Surveyor.

6. PAPER ADVERTISEMENT
vs
INVITATION TO BIDDERS
How to get (Purchase) tender document ???

7. What are the information what we
looks in Paper advertisement
 Dead line
 Nature of the Project
 Location of the project
Client
 Client
 Consultant
 Qualification
 Bid bond
 Last day of collecting Document

8. What are the information what we
looks in INVITATION TO BID
 Dead line
 Nature of the Project
 Location of the project
 Client
 Consultant
 Qualification
 Qualification
 Bid bond
 Last day of collecting Document
 ……………………………………………….
 ………………………………………………..
 ………………………………………………..
 ………………………………………………..
 …………………………………………………
 …………………………………………………
 …………………………………………………

9. What are the information what we
looks in INSTRUCTION TO BIDDERS
 Scope of Bid
 Source of Funds
 Ethics, Fraud, and Corruption
 Joint ventures
 One Bid per bidder
 One Bid per bidder
 Site visit
 About Bidding Document
 Submission of Bids
 Modification and Withdrawal of Bids
 Common procedures, Guidelines, How to
fill the documents

10. What are the information what we
looks in BIDDING DATA
 Employer’s name & Address – All the Guarantees Should be addressed to the this name and address
 Qualification Information
 ICTAD Registration ( Registration number, Grade, Specialty, Expire date)
 VAT Registration Number
 Construction Programme
 Attached legal status ( Solo proprietor, partnership, company etc)
 Attached authentication for signatory
 Total monetary value (last 5 years)
 Total monetary value (last 5 years)
 Experience in works of similar nature and size projects (last 5 years)
 Construction equipment
 Staffing
 Attachment work plan and method
 Programmes (Equipment programme, staffe programme, project programme, Cash flow)
 ICTAD registration required
 Average annual volume of construction work performed in last 5 years
 Essential equipment
 Qualification and experience of the contract manager
 Liquid assets and/or credit facilities required
 Clarification of Bidding Documents (Whom we should contact to clarify about the documents)

11. What are the information what we
looks in BIDDING DATA
 Currency of bid
 Bid validity period
 Bid security validity period
 Pre-Bid meeting
Date
Date
Time
Venue
 Employer’s Address for Bid submission
 Project Name
 Identification Project Number of the Contract
 Bid opening
 Bid Validity

12. What are the information what we
looks in BIDDING DATA
 Bid security validity
 Dispute Adjudication Board (DAB)
Amount of Performance Security
 Amount of Performance Security
 Amount of Bid Security

13. What are the information what we
looks in CONTRACT DATA
 Employer’s name & Address
 Contractor’s name & Address
 Engineer’s name & Address
 Time for Completion
 Time for Completion
 Defects Notification Period
 Right to access to the site
 Amount of Performance Security
 Liquidated damages
 Maximum amount of liquidated damages
 Method of measurement

14. What are the information what we
looks in CONTRACT DATA
 Percentage for adjustment of Provisional Sums
 Advance payment percentage
Limit of Retention Money
 Limit of Retention Money
 Minimum amount of Interim Payment Certificates

15. Tender Submission
 Two envelop method
 Three envelop method
 Bid Submission person and address (Form of bid)
Pre approval for person and vehicle (e mail)
 Pre approval for person and vehicle (e mail)
 Bid bond attachment
 Photocopy and hand writing

16. Other Especial Documents
 Memorandum of understanding
 Affidavit
 Cover letter
 Power of attorney – (Especially for this project, common)
 Power of attorney – (Especially for this project, common)
 New government certificate
 Company profile
 Catalog and technical data
 Client satisfaction letters
 Award letters of past projects
 Joint venture agreement

17. Good Practices
 Short signature & Long signature
 Photocopies and Scanning
 Company seal
Name, date & signature
 Name, date & signature
 Result sheet
 Mark the “Form of Bid & Summery”
 Bid Security attachment
 Copy of the Bid Security

18. THANK YOU
THANK YOU