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Tenders - - - - - - - - - Procedure and documents

Tender Procedure

(1) Invitation of consultancy services

In this invitation you have to mention name of Project, name of client & a brief detail of project

(2) Interested consultant get TOR (term of conditions) from client. In this, client mention, type, place, requirements, cost etc

(3) Submission of bids from consultant. In this bid the consultant gives his complete profile. He also mention rough proposal of project. He also mentions his fee, which is in the form of %age of total cost. He has to show bank grantee. These bids are sealed

(4) Opening of bids:

Sealed bids are open on the specified date in the presence of the consultant or the representatives of the consultant.

(5) Awarding the project

Projected is normally awarded to that consultant which has the minimum fee

(6) Agreement b/w client & consultant

Terms & conditions are decided between client and consultant on the judicial paper.

(7) Work order:

Consultant is then given order to start work

(8) Final plan or proposal:

Client & consultant decide the final plan or proposal from no proposals

(9) Estimation & BOQ

First of all estimate & BOQ are prepared for the project

(10) Tender drawing:

Drawings are prepared including

(1) Architectural drawing

(2) Structural drawings

(3) Public health drawing

(4) Electrification drawing

Condition of contract:

(1) All definitions & terms are described i.e. Client, contractor, consultant, Engineer etc

(2) Engineer & Engineer representative responsibilities are described

(3) It is decide b/w client consultant for sub contract & assignment

(4) How many no drawing will be present in the field, in case of more drawing who will pay etc

(5) General obligation

(6) Performance bond

(7) Labor

(8) Law applicable on contract

Technical specifications:

In this detail & quality of every item is described. Tender documents include

(1) Specification

(2) BOQ

(3) Tender drawings

(4) Technical Specification

Specifications

In the specification we mention the quality of every work e.g. brick work should be done by using 1:4 cement sand ration using 1^st class bricks which are soak in water for at least 4 hour in water & for concreting aggregate should be durable, ratio must be maintained 1: 2: 4, fine aggregate should free from impurities, compaction should be done by vibrato’s & curing should be done for at least 10 days etc

BOQ

In BOQ all the quantities are written and the contractors fill corresponding rates

Tender drawings

In the drawing different details of the project are shown

Technical specifications

Technical specifications are written for the technical support of the contractor

Approval

Consultant submit these documents to client for approval

Tender notice:

Tender notice is the invitation to contractor to submit there bids. Interested contractor ret the tender documents. Contractor then submit bids to consultant in the sealed form

Opening of bids;

Bids are open in the presence of all contractors or their representatives

Award of contract

Project is given to the contractor, which has the minimum cost

Agreement between client & contractor

An agreement is signed between client & contractor in which all terms & conditions are specified

Permission of work

After the agreement client give the permission to the contractor to start doing work

Tender Documents

(1) Tender notice

Tender notice contains the information about the work & its approximate cost. It also contains the location of the work & some requirements for that work. There is sum fee to buy tender documents, which are not refundable

(2) Form of agreement

Form of agreement is the written agreement forms containing terms & conditions about the work

(3) Tender form

Tender form contains the logical acceptance by the contractor

(4) General conditions of contracts

Terms & conditions are defined in this case. It tells that who is responsible for what is happening.(flood, strike etc). If these conditions are not acceptable then senior engineer, which is called arbitrator, who is the 3^rd person, is used who listen the both parties.

(5) Special conditions of contract

These conditions varies from contract to contract

(6) Specifications

It covers all small & large jobs of work

(7) Tender drawings

Drawings of the project to estimate the actual quantity of each item

(8) Form of performance bond

The plenty for late work and cost work is described in it

(9) Form of mobilization advance

Initially, to cover the charges of moving the machinery & equipment, settlement of labor etc, some advance is given to the contractor

It can be up to 10 % of total cost. It is deducted from the contractors profit. Mobilization advance is given only when contractor gives a bank grantee

(10) BOQ

It tells the quantity of each material (item)