2. INTRODUCTION
Tender is a written submitted by the contractor in
pursuance of the notification given, to execute
certain work or supply of some specified articles
or transport of materials at certain rates with the
terms and conditions laid down in the tender
documents. The form in which it is to be
submitted is supplied by the department to
eligible contractors on usual payment of cost. The
tender duly filled in is placed in the ‘Tender Box”
with locking arrangements kept in the room of the
officer inviting tender on or before the specified
hours and date notified through the tender notice.
3. Tender Form
Tender form is a standard printed of contract
giving the following
i. Standard conditions of contract
ii. General rules and directions for guidance of
Contractors.
iii. General description of work
iv. Estimated cost
v. Earnest money
vi. Security Deposit
vii. Time allowed for the work form date of written order
to commence
viii. Column for signature of contractor, before
submission of tender, signature of witness and
signature of officer, by whom accepted.
4. This tender form is a part of tender document.
The price of tender form is given on the form.
This printed form and other documents are to be
purchased on cash payments from the office
inviting tender during office hours on all working
days.
5. Tender Notice
The notice inviting tenders is a very important
documents on which tenders and subsequent
agreements with the contractors are based.
Tender notice should stipulate reasonable time
for completion work; in an urgent case the
authority, which is competent to approve N.I.T. in
that particular tender might curtail the period but
the period should be realistic period. All tender
notices should be in the standard form of the
document. It is displayed on the notice boards of
the division and also circulated to the related sub-
divisions and other divisions of the department.
6. For wide publicity of major works the tender notice is
required to be published in two daily local Newspaper. In
order to minimize the heavy advertisement charges
short Tender Notice should be given in tabular form,
which contains essential information as below:
i. Name of the authority inviting tender.
ii. Particular of Contractors eligible to submit tenders.
Iii. Name of work and its location.
Iv. Estimated cost of work.
v. Price of tender form and other tender documents.
vi. Earnest money to be deposited.
vii. Time of completion
viii. Last date, time limit and place of receipt of tender
and also time of opening tender.
x. Accepting Authority.
7. CHECK LIST FOR TENDER DOCUMENTS
Check list contains list of all documents, forms,
statements, specifications, schedule, drawings
etc. to be submitted with the tender.
The above list contains the following documents
in particular without which the tender will not be
finally decided.
8. Documents to be covered under
Envelope No. 1
Following are the documents to be covered under
Envelope No. 1
i. One year term Deposit Receipt or deposit at
calls receipt of any scheduled Bank or
Nationalized Bank in support of having paid the
Earnest Money.
ii. Details of works of similar type and magnitude
carried out by tenderer. Details all other works
tendered for and in hand (with value of work
remaining unfinished) as on the date of
submission of the tender.
9. iii. Details of plant and machinery immediately
available with tenderer for use of this work.
iv. Details of technical personal with qualification
of the person supposed to carry out the work.
v. Details of machinery proposed to be used for
the work but not immediately available and
manner in which it is proposed to be draft
Specimen of Tender Notice For Press
Procured.
vi. Copies of certificate if any.
vii. Full name of all partners, if the tender is
offered by partnership and copies of
Partnership Deed and Power of Attorney,
copies of the documents must be attached,
10. copy of the registration certificate of the firm is
registered under Company Act.
viii. Full name and address of the representatives
on site of work during execution of work who
will be held responsible for and obtaining
instruction given on site for time for the works.
ix. Income Tax Clearance in original of a date not
more than twelve months prior to the last date
fixed for the receipt of the tender.
x. A True of the Registration Certificate including
that of renewal etc., ( All the above documents
and this list must be signed by tenderer.)
11. xi. Letter of submission of the tender, with
observations if any, suggestions, short falls of the
provisions of the tender. However, this should not
be in a form of any term or condition or any
financial implications etc. please note that no
conditional offer will be accepted or considered
for opening of the second envelope.
12. Documents in Envelope No. 2
Tender set only, duly filled & signed under seal of
the firm and date of submission etc., if the firm is
of partnership firm or Registered under
Companies Act etc. All the partners of the person
having due power should sign the tender
complying the requirements of Sr. No viii above.
13. Important Instructions to the Contractors
The important instructions to the contractors are
listed below
i. Please submit the one year term deposit
receipt or deposit at call receipt duly pledged
towards earnest money deposit,
ii. Do not make any additions & alterations in
tender documents.
iii. Do not remove or replace any page of the
tender,
iv. Make all entries in the tender in ink, express
the offer both in words & figures in one line.
14. v. Do not make any over writing.
vi. Attest all corrections.
vii. The tender should be signed by all the
partners of a firm or a partner of a
representative holding a duly constituted legal
power of attorney.
viii. Set your signature witnessed by a person of
some standing.
ix. The tenderer or in the case of firm or company
the person having Power of Attorney fails to
sign in the space provided for the purpose then
the tender will be outright rejected.
15. Notes for the Contractors
Contractor shall be presumed to have carefully
examined all drawing documents, forms,
statements, schedules, special conditions and
specifications of contract and to have fully
acquainted himself with all necessary information
and dates etc. pertaining to and needed for the
work.
