Tender and its process with example

1. MINI PROJECT
Work related to preparation of Bill of Quantities and Tender Document
Submitted By :- Submitted To:-
Tanmay Bhatt Er.Mukta Yadav
1700400024
CE IV year
RBS Engineering Technical Campus , Bichpuri, Agra

2. CONTENT
• Introduction
• Principles of Tendering
• Types of tender
• Tendering Process
• Tender Documents
• Bill of Quantity
• Conclusion

3. INTRODUCTION
 WHAT IS TENDER?
DEFINITION
• Tendering is the process of choosing the best and cheapest company to supply
goods and services by asking several companies to make offers for supplying the
goods and services.
• Tender is an offer which incorporates the sum of money, time and other
conditions required to carry out the contract obligations in order to complete a
project or a part of it consisting of specified works.

4. PRINCIPLES OF TENDERING
 There are some basic principles of tendering process :-
• All aspects of the tendering process must be conducted with honestly at all levels of the industry.
• A clear understanding of the rights and obligations of both parties.
• Parties must confirm to all legal obligations.
• Parties must clearly identify ownership.
• Parties must not submit tenders without a firm goal.
• Parties must not engage in any practice which gives improper advantage.
• Condition of tendering must be the same for tender on any particular project.
• Clients must clearly specify their requirements in the tender document and indicate criteria for
evaluation.
• All the information provided in the course of tendering must be protect.

5. TYPES OF TENDER
The majority builders still obtain much of their work by system of tendering.
There are three principle method of choosing a contractor. They are,
• Open Tender
• Selective Tender
• Negotiated Tender

6. OPEN TENDER
• This usually takes the form of an
advertisements in a national or local
newspapers inviting contractors to
apply for tendering competition for
carrying out the work. The main
characteristic of which are given
usually the deposit is required in order
to discourage frivolous applications.
The deposit is returnable on
submission of a tender. In this method
allows any contractor to submit a
tender to an advertised project.

7. SELECTIVE TENDER
• Contractor apply to be included on an
approved list maintain by an
employing body often an architectural
practice, local authority or statutory
body. These organizations have
extensive knowledge and experience
of individual contractors and regularly
review contractor performs and
approval list from such list. There are
able to select contractors most suited
to the contract the number invited will
according to the value of the contract.

8. NEGOTIATED TENDER
• In this process only well reputed
contractors are been negotiated by
inviting them to submit their tenders.
Client can contractors determine the
perimeters for negotiation before
commencement of the project. The
maintenance of positive relationship
during the negotiation process in
essential.

9. TENDERING PROCESS

10. PREPARATION
• Final completion of drawings,
specification, measurement /
take-off process.
• Choose conditions of contract.
• Parties involved: architect,
engineers, QS, client, project
manager.

11. APPROVAL TO
TENDER
• Discussion and decision on type
of tender to be used.
• Selection of tender:
* Open * Selective * Negotiate
• Parties involved: client,
consultant,
project manager.

12. DOCUMENTATION
Letter of invitation to tender
• Letter of acceptance
• Bills of quantities
• Relevant drawings
• Schedule of rates

13. EXAMPLE

14. TENDER DOCUMENT
STRUCTURAL REPAIRING/ RETROFITTING WORK OF OVER HEAD WATER TANK
IN AVAS VIKAS COLONY, SIKANDRA, AGRA - 282007

15. APPENDIX
• Period of completion : 4 Months
• Defect Liability period : One year from the date of Completion
• Earnest Money Deposit : Rs.1,20,000/-(Rupees One Lakh Twenty Thousand only)
a)Security Deposit : 5% to be deducted from the Running Bills
b)Performance Guarantee : 5% of the Estimated Cost
• Participation fees : Rs 1000/- ( Rupees One Thousand Only) ( NonRefundable)
incl GST
• Address of site : Avas Vikas Colony,Sikandra Agra

16. LETTER OF ACCEPTANCE
• Avas Vikas Colony,Agra,UP invites E-bids under two bid system (Technical Bid & Financial Bid ) for STRUCTURAL REPAIRING/ RETROFITTING
WORK OF OVER HEAD WATER TANK IN Avas Vikas Colony,Sikandra Agra at Avas Vikas Colony Sikandra , Agra from well-established and
reputed firms having experience in similar type of works. Interested bidders fulfilling minimum eligibility criteria as mentioned in this tender
document may submit their bid along with the following set of documents. Self certified scanned copies of following documents are required to
be furnished through e-mode in the TECHNICAL BID. However, hard copy of Technical Bid with EMD and Participation fee ( Non-refundable) shall
be sent in physical mode as well so as to reach the Office of Chief General Manager Avas Vikas Parishad Building Sikandra Agra 282007 on or
before 15:00 hrs of 14.10.2020.
1. Proof of documents for similar nature of works carried out with Govt. Departments / PSU’s / reputed Public or Private Organizations etc. in the last
Three financial years only, i.e., 2016-17, 2017-18 & 2018-2019.
2. The estimated cost of the work is Rs 58 lakhs which is based on UP PWD SOR & Market rates
3. Three similar works, each of value not less than 40% of the estimated cost put to tender, or(ii) Two similar works, each of value not less than 60% of
the estimated cost, or (iii) One similar work of value not less than 80% of the estimated cost, all amounts rounded off to a convenient full figure, in the
last 3 years ending on the last day of the month previous to the one in which the tenders are invited ( Similar work should be as per work of repair &
rehabilation only).
4. Proof of valid registration with statutory authorities for Works Contract, GST, any other etc.
5. Arbitration cases pending against the bidders, if any, submit details.
6. Whether black-listed/ put on holiday list/ withdrawal of works etc by any clients in the last 5 years, if any. Give details.

17. 7. Copies of annual turn over details for the last three financial years (including Balance Sheet, Income Tax returns, Profit & Loss
accounts) certified by Chartered Accountant.
8. Profile of the firm.
9. Copy of PAN Card issued by Income tax Department, Govt. of India and details of GST registrations.
10. Scanned copy of Participation Fee (Non-refundable) in the form of Demand Draft/Pay Order for Rs 1000/- (Rs One Thousand
only) in favour of Avas Vikas Parishad Sikandra Agra
11. Scanned copy of EMD in the form of Demand Draft/Pay Order for Rs. 1,20,000/- (Rupees One Lakh Twenty Thousand only in
favor of “Avas Vikas Parishad” payable at Agra.
12. Details of Bank account e.g. Name of Bank, name of branch, type of A/c, along with copy of cancelled Cheque leaf.
13. Duly filled in e-payment proforma /format, duly certified by the Bankers to be enclosed. (Annexure-II).
14. Bidder has to fill and submit the Mandatory Information Form (Annexure I), Terms and conditions as agreed (Annexure III),
Declaration by the bidder (Annexure IV) and list of similar assignments completed in last three years with the Technical Bids.
15. Proof of financial soundness during the last three financial years and attested copy of solvency certificate issued by the
scheduled / nationalized bank.

18. OTHER INFORMATION PROVIDED
• Special terms & conditions for Tender
• Instructions to Bidders-Tender Submission Procedure
• General instructions for Bidders
• Methodologies for Repair
• SCOPE of Services by Consultant/ Contractor
• General Terms& Conditions
• List of approved manufacturers
• Important Dates

19. SCOPE OF WORK
• The Scope of Work (SOW) is the area in an
agreement where the work to be performed is
described. The SOW should contain any
milestones, reports, deliverables, and end products
that are expected to be provided by the
performing party.
• The SOW should also contain a time line for all
deliverables. The problem with most Scopes of
Work is a lack of specificity, namely, when the two
parties disagree on what should have been
delivered and a review of the SOW does not
support one interpretation over the other.
• This problem is common in research agreements
and is often where disputes arise. The best way to
avoid this problem is to avoid any and all
ambiguity.

20. A SCOPE OF WORK SHOULD INCLUDE THE
FOLLOWING COMPONENTS:
• Glossary
• Problem Statement
• Goals of the Agreement
• Objectives of the Agreement/Deliverables
• Administration
• Timeline.

22. BILL OF QUANTITIES
• A bill of quantities (BOQ) is a document used in
tendering in the construction industry in which
materials, parts, and labor (and their costs) are
itemized. It also (ideally) details the terms and
conditions of the construction or repair contract
and itemizes all work to enable a contractor to
price the work for which he or she is bidding.

24. DRAWINGS
Civil engineering drawings
are technical civil language
drawings that show the
information regarding
construction buildings and the
land with the site details. These
civil drawings help us understand
the images of construction
buildings and a better way of
construction.

26. SCHEDULE OF RATE
• Schedule of Rates means any schedule included in the Contract which, in
respect of any section or item of work to be carried out, shows the respective
unit rate of payment for execution of that work and which may also include
lump sums, provisional sums other sums, quantities and prices.
• In this tender the Schedule of Rate is based on the Schedule of Rate of Uttar
Pradesh Public Work Department 2020.
• All the rates should be considered same.

27. INVITATION
 Based on selection of tendering
methods
• Open / competitive / bid tender –
produce tender notice
• Selective – shot listed contractors
will be invited to tender if they
wish
• Negotiated – only one contractor
is approached- direct entry to
project

28. PROCESSING
Received tender submitted by contractor.
Tender assessment / evaluation: -
• Completed tenders are received
• Arithmetical check
• Reasonable tender sum
• Reasonable completion time
• Capabilities of tenderers under considerations
• Tender recommendation / report – tender board

29. AWARD CONTRACT
• Pre-award meeting with
contractors – validation of lowest
complying bid
• Validate lowest bid - Pre-contract
meeting with contractor for
contract signing
• Approval by tender board /
treasury (tender exceeds RM10
mill.) – an acceptance of tender
form is issued to tenderer , signed
by the authorized officer

30. TENDER DOCUMENT
 Documents of tender
• 1. Invitation for bid
• 2. Instruction to bidder
• 3. Standard forms
• 4. Condition of contract
• 5. Form of tender
• 6. Bidding data
• 7. Contract data
• 8. Specifications / general and special
• 9. Bills of quantities (BOQ) with pricing preambles
• 10.Drawings
• 11.Schedules of additional information
• Tender documents are
prepared to seek tenders
(offers).
• Also tender document help to
maintain & protect the
relationship between client &
contractor.

31. BILL OF QUANTITY
• The survival of any business is heavily depend on the success of commercial
management. When it comes to commercial management in construction
industry, Bill of Quantities (BOQ) is the term which brings attention of every
construction professionals and stakeholders.
• It is one of the communication tool which connects the parties (Client,
consultant & contractor) of construction project. Keith defines, BOQ is a
schedule which categories, details and quantifies the materials and other cost
items to be used in construction project. It is important to know that, direct costs
& indirect costs are to be considered for complete cost of the project which are
covered in different parts of the BOQ.

32. IT’S IMPORTANCE
 BOQ shall be used in every phase (pre-contract & post-contract) of the project
but need of BOQ differs based on different contract agreements & project. The
major usages are listed below.
• It provides basic idea of the project by giving the quantities to tenderers.
• It defines the extent of the work. (But it should be identified in line with drawings
& specification as well).
• It gives estimated or anticipated contract sum. (very important to client)
• It provides a basis for valuation of variation. (Variation is to be discussed in
detail).

33. ADVANTAGES
• Save the cost and time of several contractors measuring the same design in order to
calculate their bids for competition.
• Provide a consistent basis for competitive bids so that the contractor who is the
most efficient and least expensive in providing the items of work is likely to be
commissioned for the job.
• Provide an open basis for the contract; the client provides an extensive and clear
statement of the work he/she requires and the contractor states the price at which
he/she is prepared to undertake the job.
• Provide a very strong basis for financial administration of the contract.

34. TYPES OF BILL OF QUANTITY
• The main use of a bill of quantities in support of a contract is the traditional and
proven means of securing a lump-sum price for carrying out the building works
for the client. SC Quantity Surveyors produce several types of Bills of Quantities
which include
• Firm (to obtain a lump-sum price for a fully designed building project)
• Approximate (subject to re measurement as built)

35. FIRM BILL OF QUANTITIES
• The reliability of the tender price will
increase in relation to the accuracy of
the quantities provided (i.e. the more
precisely the work is measured and
described). Provided there were no
design changes, then firm bills of
quantities would provide a price at
tender stage, which would equal the
final cost.
APPROXIMATE BILL OF QUANTITIES
• SC Quantity Surveyors can produce
approximate bills of quantities which
are mainly used when there is
insufficient details to prepare firm bills
of quantities or where the client has
decided that the time and cost of a firm
bill of quantities is not warranted.

36. FORMAT OF BOQ

37. CONCLUSION
• We can conclude that tendering process and work with tendering method is a
system or process that should use advisably, intelligently. Basically, these things
are the job, duty and responsibilities of the Quantity Surveyor. As a Quantity
Surveyor, we should have a better knowledge about tendering. If not, it is
directly affect to the client, company and also our job of quantity surveying. If
we use tendering method correctly and select a suitable contractor for the
project, it will helps to build the project at the due time, with efficiently, quality
and also can save money. For succeed these hopes of the client, best way is use
the tendering to select suitable contractor. In this presentation and process of
making this report, we got more knowledge about tendering. And also, we tried
our best to describe these information as correctly.

38. Thank You
For Your Attention
Email :- Tanmaybhatt0@gmail.com