35 days bid procedure for construction project

Construction Management Toolkit
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The 35 Days Bidding Process
FLOW CHART
Procurement
Management
Pre-qualify sellers/bidders Invitation for pre-qualification to bid
Template : ID @CMT
Pre-qualification criteria
Template : ID @CMT
Invitation For Bid (IFB)
Template : ID @CMT
Pre-Bid Conference Presentation
 Minutes of Meeting
 Attendance Sheet
 Bid Bulletins
(See attached template)
Day 1
Deadline of submission of queries
Day 7
Submission of bids – Initial
Seller Proposal Template
Template : ID @CMT
Day 13
Bid evaluation - Initial
Day 20
Clarificatory meeting
(Clarification of some issues based on bid
documents , requirements and details )
Day 24
Submission of clarified bids
(clarified bids due to some raised issues
, revised proposal) - Final
Day 27
Negotiation
The Management will conduct a meeting with
the winning bidders/seller for price or
amount consideration including the discount.
Day 29
Issuance of Notice of Award (NOA) or
Notice to Proceed ( NTP)
Day 31
You can assume 4 days to get response and
Initial Documents from Sellers / Bidders

Template ID : ET-COM-064
Revision : 000
Reference No. : CM-PEC-LTR-0001-2013 Date : September 01 , 2013
Page 1 of 1
ATTENDANCE SHEET
Pre-Bid Conference
Project : NAME OF THE PROJECT
Location : PROJECT LOCATION
Venue : LOCATION OF THE MEETING
Time Started : Time Time End : Time
ATTENDEES:
NAME COMPANY EMAIL / MOBILE NO. SIGNATURE
Company Address:
Tel :0000000
Fax : 0000000
Email : info@
Website: www

Revision : 000
Page 1 of 7
Location : PROJECT LOCATION
Subject : PRE BID CONFERENCE MINUTES OF MEETING
Venue : LOCATION OF THE MEETING
ATTENDEES:
Name - Company Name Name - Company Name
The meeting was called to order at TIME . Starting with the presentation from PRE BID
CONFERENCE PRESENTATION of Name of Project Manager/Representatives from Name of
Company and followed by queries and clarification from the bidders.
Company Address:
Tel :0000000
Fax : 0000000
Email : info@
Website: www

Revision : 000
Page 2 of 7
ITEM
NO. MATTERS DISCUSSED RESPONSIBLE
DUE
DATE
1.0 CONSTRUCTION PROJECT TEAM
P.E.C - Owner
Company A - Project Management
Company B - Architectural and Engineering Designs
Noted
2.0 PROJECT DESCRIPTION
Describe briefly the construction project. Noted
3.0 PROJECT OVER VIEW
General Construction Package.
1. Project Site Development
2. Civil and Structural Works
3. Architectural Works
• Interior Finishing Works
• Exterior Finishing Works
4. Electrical and Auxiliary Works
5. Sanitary and Plumbing Works
6. Fire Protection Works
7. Mechanical Works
Noted

Revision : 000
Page 3 of 7
ITEM
DUE
DATE
4.0 SCOPE OF WORK
The following items was explained and to be included
in the scope of the General Contractor.
01. PRELIMINARY
1. Mobilization and Demobilization
2. Permit and Licenses
• Environmental Clearance
• Environmental and Natural Resources
Department - Permit to Cut trees.
• Barangay / Area Clearance
• Zoning Clearance/Location Clearance
• Building Permit
• Plumbing and Sanitary Permit
• Mechanical Permit
• Electrical Permit
• Fire Safety
• Certificate of Electrical inspection
• Mechanical Permit to Operate
• Occupancy Permit
3. Survey and Layout
4. Existing Utilities and Structures
• Site Access
• Site Acceptance as Found
• Protection of adjacent structures and
buildings(provision of soil stabilization
based on geotechnical data)
• Protection, Diversion of Existing Mains,
Utilities and Services
5. Insurances and Bonds
• Performance bond
• Surety bond
• Contractor’s All Risk Insurance ( CARI)
• Guarantee/Warranty Bond
6. Contractor’s Site Management
7. Safety and Security
8. Project Quality Provisions
Noted

Revision : 000
Page 4 of 7
ITEM
DUE
DATE
9. Temporary Site Facilities
• Site Offices ( Contractors, Owner’s
Representative, Project Management)
• Maintenance of Toilet Facilities
• Temporary hoarding, canopies and
walkways.
• Regular housekeeping ( provision on
disposal of debris)
02. EARTHWORKS
1. Removal or cutting of existing trees
2. Removal of all underground utilities
3. Excavation (provision on disposal and dump site
area)
03. CONCRETE WORKS
1. Concrete
2. Reinforcing Steel bars
3. Formworks, scaffolding and shoring
04. MASONRY WORKS
05. METAL INSTALLATION
06. THERMAL AND MOISTURE PROTECTION
07. DOORS
08. WINDOWS,CURTAIN WALL,LOUVER,SKYLIGHT
AND CANOPY
09. FINISHES
10. CASEWORKS AND SPECIALTIES
11. FIRE PROTECTION
12. PLUMBING WORKS
13. HVAC
14. ELECTRICAL WORKS
15. ELECTRONIC SAFETY AND SECURITY
16. TESTING AND COMMISSIONING
For Item 11 to 16, the owner may opt to deduct from
the contract of the General Contractor . The cost of
deduction shall be based on the declared amount in
the Bill of Quantities.
Noted

Revision : 000
Page 5 of 7
ITEM
DUE
DATE
DIRECT CONTRACTORS PROVIDED BY THE
OWNER
1. Supply and installation of Structured Cabling
System
2. Supply and installation of Telephone System
3. Supply and Installation of CCTV
4. Supply and installation of Fire Detection and Alarm
System
5. Supply and installation of Public Address (PA
System)
6. Supply of Pumps
7. Supply of Lighting Fixtures
8. Supply of Plumbing Fixtures
9. Supply and installation of Elevator Equipment
10. Supply of Air-conditioning equipment
• The General Contractor will supply and install
the roughing-ins for CCTV, PA System, and
Fire Alarm, Detection System and Telephone.
• The General Contractor will install the Owner
supplied materials and equipment (OSME) as
stated in items 6, 7, 8 and 10.
Noted
5.0 BID DOCUMENTS COMPOSITION
1. Tender Documents – One(1) Bound
1.1 General Conditions
1.2 Technical Specifications
1.2.1 General Requirements
1.2.2 Civil
1.2.3 Architectural
1.2.4 Specialties
1.2.5 Masonry
1.2.6 Electrical
1.2.7 Mechanical
1.2.8 Thermal and Moisture Protection
1.2.9 Plumbing
1.2.10 Fire Protection
Noted

Revision : 000
Page 6 of 7
ITEM
DUE
DATE
1.2.11 Openings
1.2.12 Wood and Plastic components
1.2.13 Finishes
2. Bill of Quantities – One(1) Bound
3. Bid Drawing Plans – A0 Size
4. Bid Bulletins ( If Issued)
4.1 General Conditions
4.2 Technical Specifications
4.2.1 General Requirements
4.2.2 Civil
Additional Bid Documents to be issued as Bid
Bulletin
1. Contract Agreement Template
2. Bill of Quantities (B.O.Q)
3. Geotechnical investigation Report
4. Foundation As-Built Drawing of the two adjacent
structures
Noted
6.0 –
8.0
OTHER ENTRIES PRESENTED FROM PRE BID
CONFERENCE PRESENTATION
Noted
9.0 QUERIES AND CLARIFICATION
10.0 SITE INSPECTION
A site visit /ocular inspection was conducted by the
group after the pre-bid conference/meeting.
11.0 OTHER MATTERS
A site visit /ocular inspection was conducted by the
group after the pre-bid conference/meeting.

Revision : 000
Page 7 of 7
There being no other matters to be discussed the meeting was adjourned at TIME.
The Minutes of Meeting is the recollection of what transpired at the meeting. If no
corrections/amendments or other information within two (2) days from the receipt of the minutes,
this will be considered reflective of the accounts of what transpired and therefore considered
approved.
Prepared by:
_________________
Name and Signature
Noted by:
_________________
Project Manager

Revision : 000
Page 1 of 1
Attention : ALL BIDDERS
Project Package : General Construction Works
Location : Project Location
Subject : BID BULLETIN No.1
Sir / Ma’am,
Please see attachments for our BID BULLETIN NO.1 .
1. Pre Bid Conference Minutes of Meeting : 7 pages
2. Pre Bid Conference Presentation (PDF file) : 25 pages
Respectfully Yours,
_________________
Name and Signature
Project Manager
Received by :
_________________
Name and Signature / Date:
Role
Company
Company Address:
Tel :0000000
Fax : 0000000
Email : info@
Website: www

Revision : 000
Page 1 of 2
SELLER’S / BIDDER’S COMPANY NAME
Address
Attention : SELLER’S NAME / COMPANY REPRESENTATIVE
Role
Project Package : GENERAL CONSTRUCTION WORKS
Location : Project Location
Subject : NOTICE TO PROCEED
Gentlemen,
After the detailed and due diligent evaluation of various tender we receive for the general construction
of the Proposed Name of the project , we are pleased to inform you that we have decided to award, in
your favor, the GENERAL CONSTRUCTION WORK PACKAGE, under the following terms and
conditions.
1. The Contract Sum to carry out the work shall be in the total Lump Sum Amount of USD :
Amount in words( $ Amount in figure), inclusive of all withholding taxes, VAT and all other
pertinent local and national taxes, overhead, and cost of labor and materials and all costs
necessary for the proper execution of the works.
2. The Date for Possession of the Site and Commencement of the works shall be month , day
and year.
3. The Completion Date for the whole works shall be month , day and year..
4. All other terms and conditions as stipulated in the Bid Drawings, Technical Specifications, Bid
Bulletins, and other related bid documents shall remain.
Pending execution and perfection of our Contract, this letter shall serve as your Notice to Proceed
with the execution of the works. Please coordinate with our Project Management Consultant,
Company A, for the proper delineation of works.
If you agree with the foregoing; please indicate your conformity by signing on the space provided
below.
Owner’s Company Logo Company Address:
Tel :0000000
Fax : 0000000
Email : info@
Website: www

Page 2 of 2
We look forward to working with you the soonest.
Very truly yours,
OWNER’S NAME / REPRESENTATIVE
Role
With Conformity:
SELLER’S NAME or COMPANY REPRESENTATIVE / Date Signed
Role

35 days bid procedure for construction project

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