Presentation tries to give an overview and brief about tendering used in the building works for the benefit of students of architecture. Additions and alterations can be made to make it a better one. It is based on the book of Professional practice by Krishnamurthy and Ravindra

1.  TENDERING
Ar Jit Kumar Gupta
Chandigarh

2.  Tender- an offer in writing made by one party- contractor
 - to another- owner to
 -- supply
 - construct
 --remove/ repair
 - provide a service
 --in construction/ execution of a building
 - within a stipulated time
 - under conditions specified in the tender
 -- Tender must be in writing
 - must be in a proper form
 -- signed by persons duly authorized
 -state has liberty to invite tenders from one class of
contractors to exclusion of others

3.  Objectives--Give wide publicity
 Obtain competitive bidding
 Get quality work at competitive rates
 Provide equal opportunity to large number of contractors
 Have wider choice for owner
 Obtaining value for money by owner
 Essentials of Tender Notice– NIT--must contain:
 --Brief description of work
 --Estimated cost, EMD- Earnest money deposit;
 --Cost of Tender,
 Time of completion, eligibility of contractor;
 -- Last date of obtaining tender
 -- Place and period of issue of tender
 -- date , time and place of tender
 -Date, time and place of opening tenders
 -Supply of materials by tenderer
 - Cancellation of tender/contract in case of non-commencement of
work in time

4.  --Availability of clear site
 --Availability of adequate funds
 -Material procurement
 - Finalized and working drawings
 --list of pre-qualified contractors
 - Statutory clearances from competent authorities
 --basic infrastructure at site
 -- access to site during inspection
 -- special bye-laws to be followed , if any at site

5.  i. Notice inviting tender in detail
 ii. General conditions of contract-
 - security deposit;
 --Bonus/ fine clauses
 - stages of payment
 -- final bill
 -- completion certificate
 -- material supply- owner/contractor
 -- advances
 - escalation, variations
 -- defective work
 - defect liability period
 -- arbitration
 - other conditions
 - EMD
 -Specific conditions in specialized work

6.  Iii. Schedule of Quantities
 Iv. Tender Drawings
 V. Specifications in detail
 Vi Form of Agreement
 Vii Formats and statements- safety code; labour
regulations; bank guarantee etc
 Ix Detailed architectural, structural and service
drawings
 X Network Chart
 Two Cover Bidding system– done post qualification-
Technical bid/ price or financial bid
 Pre- bid conference– for specialized works- to explain
details to perspective bidders – before the date
specified for bidding- become part of contract

7.  Receipt and opening of tender;
 - at a specified place and time- as notified in tender
 --Committee constituted to check all details including-
 --Number of tenderers.
 -- EMD;
 -Bank Guarantee;
 --signatures
 --documents etc
 -- recording them in a register
 - signed by all bidders/representatives and members of
the committee

8.  Evaluation of tender;
 Checking discrepancies between /in rates and
quantities
 -- arithmetic calculations
 - figures in words and numbers
 -- market value analysis
 -- overhead amounts
 - justified amount of each bidder
 -

9.  Issues during bidding process;
 - Lack of essential documents
 --late receipt of tender
 --bidder signatures
 --discrepancies in rates/amount
 -Non- submission of EMD
 --Withdrawal of bid before opening
 -- Withdrawal of bid before validity period
 -- depositing security amount
 --signing formal agreement
 -- No relaxation of eligibility criteria
 --no change in scope of work after receipts of bids
 --formation of cartel
 --poor response necessitating re-tendering

10.  --Contract awarded ;
 -lowest financial bidder
 -can be rejected if
 --rates appear to be high
 -if based on false information
 -- change in scope of work
 -cartel formation
 -- In private sector- negotiation is possible to further
rationalise the rates

11.  Work order given to-
 -Given to selected contractor/bidder
 -within validity period
 -before issue- clear site
 -- statutory approvals in place
 --funds available
 --work order issued in writing and contains;
 --tendered amount
 --all relevant correspondence
 - negotiation details if any
 - letter with particular conditions defined in tender
document

12.  Commencement of Work –
 --handing over of site to contractor
 - making available mobilisation advance-- in large
projects
 - materials issued- if specified in the contract
 --resource mobilisation
 --bank guarantee
 -- drawings
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 -

13.  - Releasing clear site
 --Timely release of funds
 -making available drawings
 -Non-interference
 --providing licenses where required
 -- making available materials
 --settle about escalations
 --taking over of site after completion
 -- settlement of final bill
 --release of security deposit
 --timely payment to contractor—payment of final bill
as per contract conditions
 --
 -

14.  - after receiving work order
 -- take possession of the site
 --setting up a site office
 -- mobilise money and machinery and labour
 -- Engage quality and experienced labour
 -- site management
 -- providing quality work
 -- avoid all wastage
 -- follow specification provided
 - completion of project within the given time schedule
 - follow the drawings issued by the architect
 --de-mobilitsaion of work after completion
 --handing over the project to owner
 --rectification of defects with liability period
 -- identification of sub-contractors and vendors
 --no misuse/abuse of site during progress of work
 -- Maintaining all site records
 -- Take all safety measures
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