The document discusses the tendering process for construction projects and the role of the architect. It explains that tendering involves inviting contractors to submit bids/offers for the work. The architect prepares tender documents, including drawings, specifications and a bill of quantities listing all work items. Contractors submit priced tenders in response. The architect then evaluates the tenders, checks for compliance, analyzes costs, selects a contractor and administers the construction contract. The bill of quantities provides measured work quantities for contractors to price, allowing for accurate, consistent bids to select the most efficient contractor.

1. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
PROFESSIONAL PRACTICES
TENDERING
Explain in detail the process of tendering and the role of architect in tendering process?
Explain the process of making comparative analysis.
Tendering is the process of making an offer, bid or proposal, or expressing interest in
response to an invitation or request for tender.
The Tender stage of a project is the real meat of a project where all materials and
construction, structure and services of all parts of the building are brought together for
pricing by a number of contractors. While the lowest tender is not always the one chosen
for a number of factors as it sometimes can be unrealistically low which can lead to financial
and programming problems during construction.
A tender is a submission made by a prospective supplier in response to an invitation to
tender. It makes an offer for the supply of goods or services. Tender documents are
prepared to seek tenders (offers). Generally, tendering refers to the suppliers required to
complete construction works, rather than the process of selecting consultancy services
which is commonly referred to as appointment.
Tender documents may be prepared for a range of contracts such as; equipment supply, the
main construction contract (including design by the contractor), demolition, enabling
works etc.

2. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
TENDERS DOCUMENTS MAY INCLUDE:
1. A letter of invitation to tender.
2. The form of tender.
3. Preliminaries: including pre-construction information and site waste management
plan (if required).
4. The form of contract, contract conditions and amendments. This might include
a model enabling amendment for building information modelling (BIM), making a BIM
protocol a contractual document.
5. A tender pricing document (or contract sum analysis on design and build projects).
6. Employer's information requirements for BIM.
7. Design drawings, and perhaps an existing building information model.
8. Specifications.
Copies of the tender documentation should be kept for records.
TENDERING PROCESS
In order to obtain competitive quotations from building contractors this role includes:
1. recommending/seeking references from reputable contractors;
2. compiling tender documentation including detailed working drawings;
3. instigating the tendering process;
4. tender analysis on receipt of priced tenders;
5. final contractor selection,
6. and administering appropriate contract(s) between the client and the selected
contractor.

3. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
TENDERING & NEGOTIATION
Typically, projects are tendered to selected contractors in order to gain a competitive fixed
price. Other methods are depending upon preferred timeframe, budget, desired quality and
current economic climate.
If a selected tender process is used then it is essential that most of this information is
obtained and assessed before the builders are invited to tender, because it is usually
understood that an invitation to tender denotes a willingness to accept a builder subject to
a satisfactory price. The tender period is usually three weeks, during which we answer
questions and provide clarifications of the contract documents.
Once tenders are opened, we review them for compliance with the Contract
Documentation, analyse the comparative costs, clarify any exclusions and make
recommendations. Once a contractor has been appointed, the local council will issue the
definitive construction licence. The contractor will then prepare their Health and Safety
proposals for approval by the designated site health and safety coordinator, which may be
the architect or a designated consultant.
Any final modifications to the project should be agreed with the Contractor and
incorporated in the Contract Documentation before signature. In our experience, any
modifications to the scope of the works after signature can cause serious delays and may
have serious cost implications

4. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
EVALUATION AND SELECTION
Each tender will be checked for compliant, then evaluated against the criteria specified in
the tender documentation. The tender that offers best value for money will win the
business.
Once the tenders have been submitted and received , they are then evaluated. This process
involves an assessment of tenders against the criteria referred to the request for tender or
invitation documents, as well as an analysis of the strengths and weaknesses of the
submitted tenders.
Each tender will initially be assessed to determine if it complies with all requirements of the
tender documents,i.e.
Complies with any conditions of participation.
Tender has been lodged on time.
Documents are signed as required.
Tender meets all mandatory requirements.
If the tender does not meet this intial check, it is deemed as non-compliant and will be
excluded from further consideration.
The selection criteria that tender will be evaluated on may include:
The technical merit of your proposal,
The capability of your business to fulfil the requirement including: technical and
management competence, financial viability and relevant experience
The relevant skills ,experience and availability of key personnel
Quality assurance requirements and
The risks of constraints associated with your offer.

5. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
ROLE OF ARCHITECT
The architect will discuss with you the suitability of particular contractors to undertake
specific types of repair.
If a contractor is not well known, the architect should obtain references and information of
past experience in working on similar ecclesiastical buildings. The architect will issue tender
documents to the agreed selected list of contractors and these will normally include:-
1. Drawings illustrating the scope and extent of the works with details of its method of
construction. 2. Specification and schedule of works.
3. Bills of quantity*
4. Tender stage health and safety plan*
5. Form of tender and instructions for its formal submission.

6. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
BILL OF QUANTITIES
Explain BOQ in context of tender and how it is different from estimate?
In case of bigger projects, tender documents often consist of "Bill of Quantities" (BoQ).
The bill of quantities (sometimes referred to as 'BoQ') is a document prepared by the cost
consultant (often a quantity surveyor) that provides project specific measured quantities of
the items of work (in which materials, parts, and labor (and their costs) are itemized)
identified by the drawings and specifications in the tender documentation.
Bills of quantities are prepared by quantity surveyors and building estimators, and "Indeed
the bill of quantities was the reason to be for the development of quantity surveying as a
separate profession."
The rates given in BoQ will be used to calculate the cost of additional works of the same
type during the project, it is therefore worth to try to foresee potential additional works
and raise the rate for the corresponding type of works.
OBJECTIVES
The objectives of the Bill of Quantities are:
1) To provide sufficient information on the quantities of Works to be performed to enable
bids to be prepared efficiently and accurately; and when a contract has been entered into,
2) To provide a priced Bill of Quantities for use in the periodic valuation of works executed.

7. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
SOME OTHER ADVANTAGES OF THE USE OF BILL OF QUANTITIES
 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.
ESTIMATE
The technical process of the predicting the cost of construction”.“...the process used by the
contractor to establish the cost to themselves of carrying out construction works”.
Estimation- is the direct and indirect cost of project during tendering. The role of the
estimator ends after handover of project to execution team after award.
Estimation process starts right after receiving of tender documents.
The Estimator receives the contract drawings, specification and appropriate bill of quantities
and starts work in given time frame.

8. HAMZAH MERAJ- JAMIA MILLIIA ISLAMIA NEW DELHI- 5TH YEAR EXAM NOTES
WHAT IS THE DIFFERENCE BETWEEN BILL OF QUANTITIES AND COST ESTIMATION?
Estimation- is the direct and indirect cost of project during tendering. The role of the
estimator ends after handover of project to execution team after award.
QS - Responsible for providing accurate BOQ, checking quantities against drawings and
providing inputs for Direct cost of the project. This role can continue during execution of
project.
The Estimators should have a vast knowledge about the project while pricing for a Tender he
is the initial person giving the total cost for a project during tender stage and playing in costs
to get more profit. The Quantity Surveyor is working based on his pricing after award of the
project and working to increase the profit for the company than the estimated cost by the
Estimator.
Briefly we can say, Estimator job is in the pre-tendering part and quantity surveyor job is in
post tendering part.
A bill measures or counts all the items used in a construction project - it is a highly
detailed document the builder prices to give his proposal (tender) for the job. It also
includes preliminaries - ie all the scaffolding, site accommodation, service connection and
other items needed. It can be used to price any changes made during the course of
construction and is the best way of getting an accurate proce for a job (as well as being
the most expensive to prepare) - it has a high degree of cost certainty as the builder
knows exactly what it is required.
A cost estimate is prepared (by a Quantity Surveyor of Const Consultant) on a much broader
basis as a guide and is a prediction of the likely values of the tenders and other fees, eg
architect's and other consultants - so the client knows what his total expenditure is likely to
be.
A bill of quantities is an inventory of what is on hand, and a cost estimation is an indicator
of the total cost of a project.