PROCESS OF TENDERING

(26 Aug 15)

TRADITIONAL METHOD OF PROCUREMENT
COMPETITIVE BIDDING-ALSO KNOWN AS SINGLE STAGE
TENDERING:
DESIGN COMPLETED SIGNIFICANTLY
QUANTITY SURVEYOR PRODUCES BOQ
PUT TO TENDER.SELECTIVE BIDDERS (WITH PRE
REQUISITE EXPERIENCE)
ON BEING AWARDED, MAIN CONTRACTOR PUTS OUT
REQUESTS FOR SUB CONTRACTORS AND MATERIALS
ALTERNATIVELY ARCHITECT MAY NOMINATE THEM IN
ADVANCE. HELPS REDUCE DELAYS DUE LEAD TIME FOR
SUPPLY OF EQPT ETC..
 TENDER PREPARATION PROCESS
PREPARATION OF SOUND TENDER DOCUMENTS
PROCESS OF DEVELOPING TENDER DOCUMENT FOR
DIFFERENT TYPES OF CONTRACTS
TENDER CONTENT & LEGAL SANCTITY
RIGHTS & OBLIGATIONS IN TENDERING PROCESS
PREPARATION OF TENDER DOCUMENTS
PRE BID CONFERENCE & SITE INVESTIGATIONS
 PREPARATION OF SOUND TENDER DOCUMENTS
INSTRUCTIONS TO TENDERERS
GENERAL CONDITIONS (GCC)
SPECIAL CONDITIONS (SCC)
BILLS OF QUANTITIES
CONTRACT DRAWINGS
SITE DATA & GEOTECHNICAL DATA
 INSTRUCTIONS TO TENDERERS (1)
INTRODUCTION
BID DEPOSIT/SECURITY AND ISSUING OF BID DOCUMENTS
DOCUMENT & DETAILS TO ACCOMPANY BID
MINIMUM VALIDITY PERIOD OF BID
SCHEDULE OF PRICES
CORRECTION OF ERRORS
PERFORMANCE BOND/PAYMENT BONDS
FORMS/CERTIFICATES-SAMPLES
ARBITRATION
 INSTRUCTIONS TO TENDERERS (2)
PROJECT DELIVERY & MODE OF PAYMENT
PRE BID CONFERENCE
SEALING MARKING AND CLOSING OF BID
WHAT DATE AND TIME-RECEIPT OF BIDS?
WHAT DATE, TIME AND PLACE-OPENING OF BIDS
PERIOD-EVALUATION OF BIDS
POWER TO ACCEPT OR REJECT OFFERS
NOTICE OF ACCEPTANCE
LETTER OF INTENT
 GENERAL CONDITIONS (GCC) ?
STANDARD DOCUMENT-NOT SPECIFIC TO ANY CONTRACT.
TRIED & TESTED. GOVT. DEPTS (CPWD, PWD, DMRC, DDA,
IOCL, NHAI, INDIAN RAILWAYS) HAVE THEIR OWN
GCCINSTRUCTIONS TO TENDERERS? GCC NORMALLY SPELLS
OUT:-
RESPONSIBILITY & OBLIGATIONS OF PARTIES TO CONTRACT
SCOPE & PERFORMANCE OF CONTRACT, VALUATION AND
PAYMENT TERMS
LABOUR LAWS, STATUTORY REQUIREMENTS, ARBITRATION,
SAFETY CODE, STANDARD FORMS, DEEDS ETC.
MOST GOVT. DEPTS USE CPWD GCC. TREND INCREASING TO
USE FIDIC
 SPECIAL CONDITIONS (SCC) ?
SCC CONTAINS AMENDMENTS/ADDITIONS/CHANGES IN GCC
SCC MAKES IT SUITABLE FOR PARTICULAR PROJECT. IN CASE OF
AMBIGUITY/CONFLICT WITH GCC, SCC PREVAILS
COMMONLY CONTAINS:
MATERIALS PROVIDED BY OWNER
MOBILISATION ADVANCE
EQUIPMENT ADVANCE
SECURED ADVANCE AGAINST MATERIALS RECEIVED AT SITE
RETURN OF ADVANCE
DATE OF COMMENCEMENT OF CONSTRUCTION
REQUIREMENT OF VARIOUS DOCUMENTS/PROGRESS REPORTS
 BILLS OF QUANTITIES
BOQ SHOWS DESCRIPTION AND NET QUANTITY TO BE EXECUTED IN
EACH ITEM OF WORK
ITEMS CLASSIFIED INTO:
SITE DEVELOPMENT & EARTHWORK
FOUNDATION & SUB STRUCTURE
SUPERSTRUCTURE, BRICKWORK/MASONARY WORK
FLOORING & STONEWORK
JOINERY
PAINTING AND FINISHING
STRUCTURAL STEEL AND ALUMINIUM WORK
SEWAGE, SANITARY, DRAINAGE,WATER SUPPLY
ELECTRIFICATION
MISCELLANEOUS
 CONTRACT DRAWINGS?
MOST IMPORTANT DOCUMENT-PHYSICALLY, QUANTITATIVELY AND
VISUALLY COMMUNICATES TO CONTRACTOR PROJECT DESCRIPTION
DRAWINGS ARE CLASSIFIED INTO:
SITE DRAWINGS
ARCHITECTURAL DRAWINGS
COORDINATED STRUCTURAL DRAWINGS
HVAC & OTHER SERVICES DRAWINGS (FIRE FIGHTING, BUILDING AUTOMATION)
ELECTRICAL DRAWINGS
SPECIFIC DETAILS
GENERAL ARRANGEMENT DRAWING ARE IMPORTANT BEFORE GOOD FOR
CONSTRUCTION (GFC) DRAWINGS ARE PREPARED AND ISSUED BY THE
ARCHITECT.
GFC DRAWINGS ARE A PRE REQUISITE FOR LUMP SUM BIDS.
 SITE DATA
SITE SPECIFIC DETAILS TO ENABLE CLEAR VISUALISATION OF
CHALLENGES AND OPPORTUNITIES:
OVERHEAD, AT SURFACE & UNDERGROUND SERVICES
ACCESS/LAND ISSUES
ENVIRONMENTAL PROBLEMS OR RESTRUCTIONS
PHYSICAL/OPERATIONAL CONSTRAINTS
POLITICAL/DISTURBING ELEMENTS
SPECIAL WEATHER CONDITIONS/WORKING SEASON
SPECIAL TERRAIN ISSUES
 GEOTECHNICAL DATA
GEOTECHNICAL INVESTIGATIONS ARE PERFORMED BY GEOTECHNICAL
ENGINEERS OR ENGINEERING GEOLOGISTS TO OBTAIN INFORMATION
ON THE PHYSICAL PROPERTIES OF SOIL AND ROCK AROUND A SITE
FOR:
DESIGN EARTHWORKS AND FOUNDATIONS FOR PROPOSED
STRUCTURES AND
FOR REPAIR OF DISTRESS TO EARTHWORKS AND STRUCTURES
CAUSED BY SUBSURFACE CONDITIONS.
GEOTECHNICAL INVESTIGATIONS ARE ALSO USED TO MEASURE
THE THERMAL RESISTIVITY OF SOILS OR BACKFILL MATERIALS
REQUIRED FOR UNDERGROUND TRANSMISSION LINES, OIL AND GAS
PIPELINES, RADIOACTIVE WASTE DISPOSAL, AND SOLAR THERMAL
STORAGE FACILITIES.
 GEOTECHNICAL DATA
A GEOTECHNICAL INVESTIGATION WILL INCLUDE SURFACE EXPLORATION
AND SUBSURFACE EXPLORATION OF A SITE.
SOMETIMES, GEOPHYSICAL METHODS ARE USED TO OBTAIN DATA ABOUT
SITES.
SUBSURFACE EXPLORATION USUALLY INVOLVES SOIL SAMPLING AND
LABORATORY TESTS OF THE SOIL SAMPLES RETRIEVED. TO OBTAIN
INFORMATION ABOUT THE SOIL CONDITIONS BELOW THE SURFACE, SOME
FORM OF SUBSURFACE EXPLORATION IS REQUIRED.
METHODS OF OBSERVING THE SOILS BELOW THE SURFACE, OBTAINING
SAMPLES, AND DETERMINING PHYSICAL PROPERTIES OF THE SOILS AND
ROCKS INCLUDE TEST PITS, TRENCHING (PARTICULARLY FOR
LOCATING FAULTS AND SLIDE PLANES), BORING, AND IN SITU TESTS.
 OBLIGATIONS OF CONTRACTOR
NON RELEASE OF DRAWINGS, SPECS AND OTHER DOCUMENTS TO THIRD
PARTY THE CONTRACTOR WITHOUT THE CONSENT OF EMLOYER OR HIS
REPRESENTATIVE.
ONE COPY OF THE DRAWING TO BE KEPT BY THE CONTRACTOR ON THE
SITE. SHALL MAKE IT AVAILABLE TO EMPLOYER OR HIS REPRESENTATIVES
AT ALL REASONABLE TIME FOR INSPECTION.
CONTRACTOR MUST CARRY OUT WORKS ACCORDING TO ANY
SUPPLEMENTARY DRAWINGS OR SPECIFICATIONS ISSUED BY THE
EMPLOYER OR ITS REPRESENTATIVE.
ANY WORKS DESIGNED BY THE CONTRACTOR MUST BE SUBMITTED TO
THE EMPLOYER AND GET APPROVED BEFORE EXECUTION. SUCH
APPROVAL SHALL NOT RELIEVE THE CONTRACTOR OF ANY OF HIS
RESPONSIBILITIES UNDER THE CONTRACT
OBLIGATIONS OF CONTRACTOR
THE O & M MANUAL & DRAWINGS OF COMPLETED PERMANENT WORKS MUST
BE SUBMITTED TO THE EMPLOYER FOR THE LATTERS APPROVAL AND USE.
CONTRACTOR SHALL CARRY OUT THE WORKS AND REMEDY ANY DEFECTS
THEREOF WITH UTMOST CARE AND DILIGENCE.
THE CONTRACTOR SHALL PROVIDE ALL MATERIALS, PLANTS AND
WORKMANSHIP AS SPECIFIED IN THE CONTRACT AND IN ACCORDANCE WITH
THE INSTRUCTION OF THE EMPLOYERS REPRESENTATIVE.
THE CONTRACTOR SHALL SUPPLY NECESSARY ASSISTANCE, LABOR, ELECTRICITY,
FUELS, APPARATUS AND INSTRUMENTS FOR THE PURPOSE OF TESTING AS
REQUIRED BY THE EMPLOYER AT THE PLACE OF MANUFACTURE, FABRICATION
OR PREPARATION, OR ON THE SITE OR AT SUCH OTHER PLACES AS SPECIFIED IN
THE CONTRACT.
COST OF SAMPLES AND COST OF TESTS CLEARLY INTENDED OR PROVIDED FOR
IN THE CONTRACT SHALL BE BORNE BY THE CONTRACTOR.
OBLIGATIONS OF CONTRACTOR
THE CONTRACTOR SHALL AGREE TO TIMING AND PLACE OF TEST
PROVIDED EMPLOYER HAS NOTIFIED AT LEAST 24 HOURS BEFORE SUCH
TEST(S).
ALSO THE CONTRACTOR SHALL OBTAIN NECESSARY PERMISSION FOR THE
EMPLOYER OR ITS REPRESENTATIVES ACCESS TO PLACES OTHER THAN
CONTRACTORS TO CARRY OUT SUCH TESTS.
THE CONTRACTOR SHALL NOT COVER UP OR PUT OUT OF VIEW ANY
WORKS WITHOUT GIVING NOTICE TO THE EMPLOYER FOR INSPECTION
AND SUBSEQUENT APPROVAL OF THE EMPLOYERS REPRESENTATIVE.
IN BREACH OF THIS RESPONSIBILITY, THE CONTRACTOR SHALL, AT HIS
COST, OPEN UP THE WORKS AS DEMANDED BY THE EMPLOYER.
 CONTRACTORS RIGHTS
TO OBTAIN 2 COPIES OF THE DRAWINGS AND SPECIFICATION.
TO EXTENSION OF TIME OR PROVISION OF COST IF ANY DELAY IN
DELIVERY OF DRAWING OR INSTRUCTION FROM THE EMPLOYER
DUE TO EMPLOYERS NEGLIGENCE.
IF THE EMPLOYER OR ITS REPRESENTATIVE INSTRUCTS THE
CONTRACTOR TO CARRY OUT ANY TEST WITHOUT THEIR PRESENCE,
THEN THE RESULTS OF SUCH TEST MUST BE ACCEPTED BY THE
EMPLOYER.
TO OBTAIN NOTICE OF ANY DELEGATION OF TESTING AND
INSPECTION TO ANY THIRD PARTIES BY THE EMPLOYER.
TO RECEIVE PAYMENT/ADVANCE FROM TIME TO TIME AS SPECIFIED
CONTRACTORS RIGHTS
ISSUE NOTICE FOR MATERIAL BREACH OF CONTRACT BY EMPLOYER
SUBMIT CLAIMS DUE TO CHANGE IN SCOPE OR INACTION BY
EMPLOYER CAUSING LOSS OF TIME OR MONEY AFTER DUE
NOTIFICATION
SUSPEND WORK/DELAY WORK AFTER DUE NOTICE DUE TO NON
FULFILMENT OF EMPLOYERS OBLIGATIONS
OBTAIN EXTENSION OF TIME AND/OR COST FOR DELAY CAUSED BY
EMPLOYER
 EMPLOYERS OBLIGATIONS
SUPPLY COPIES OF THE DRAWINGS AND SPECIFICATION TO THE
CONTRACTOR AS PROVIDED IN CONTRACT
PROVIDE UNEMCUMBERED ACCESS TO LAND AS PER CONTRACT
ISSUE MATERIALS OR EQUIPMENT AS PER CONTRACT, IF ANY.
OBTAIN ENVIRONMENTAL/FOREST ANY OTHER
APPROVAL/CLEARANCE FROM APPROPRIATE AUTHORITY
AGREE TO TEST RESULTS IF INSTRUCTED THE CONTRACTOR TO
CARRY OUT ANY TEST WITHOUT HIS PRESENCE.
GIVE NOTICE OF ANY DELEGATION OF TESTING AND INSPECTION TO
ANY THIRD PARTIES.
 EMPLOYERS OBLIGATIONS
RESPOND TO NOTICES BY THE CONTRACTOR OF ANY DELAY OR
DISRUPTION DUE TO SOME DRAWING OR INSTRUCTION FROM THE
EMPLOYER.
DETERMINE TIME EXTENSION OR COST PROVISION FOR ANY DELAY
IN PROVIDING NECESSARY DRAWING OR INSTRUCTION.
INSPECT AND MEASURE WORKS WITHOUT UNREASONABLE DELAY
ONCE THE CONTRACTOR GIVES NOTICE OF READINESS OF THE
WORK OR PART OF IT FOR INSPECTION AND MEASUREMENT.
APPROVE RATES FOR EXTRA WORK ORDERED AS PER CONTRACT
MAKE TIMELY PAYMENTS FOR WORK DONE SATISFACTORILY. ISSUE
ADVANCES AS PROVIDED IN CONTRACT.
 EMPLOYERS RIGHTS
RECEIVE NOTICE OF ANY DELAY OR DISRUPTION OF WORK.
REJECT ANY WORK OR MATERIAL IF FOUND DEFECTIVE AFTER TESTING .(GIVE
REASONS FOR SUCH REJECTION.)
DELEGATE INSPECTION AND TESTING TO ANY THIRD PARTY.
DECIDE ON ANY ADDITIONAL TESTS OTHER THAN THE ONES PROVIDED IN
THE CONTRACT.
DECIDE WHETHER SUCH TESTS WOULD WARRANT TIME EXTENSION OF
COST PROVISION.
ACCESS AND INSPECT WORKS ANY TIME WITH A 24- HOUR NOTICE TO
THE CONTRACTOR.
ISSUE INSTRUCTION TO REMOVE, REPLACE MATERIALS OR PLANTS OR
WORKMANSHIP IF HE THINKS THEY ARE NOT IN ACCORDANCE WITH
THE CONTRACT.
EMPLOY AND PAY OTHER PERSONS TO CARRY OUT THE ABOVE IF THE
CONTRACTOR IS IN DEFAULT TO OBEY THE INSTRUCTIONS.
 EMPLOYERS RIGHTS
REJECT PAYMENT ON ACCOUNT OF WORK FOUND UNSATISFACTORY
IMPOSE LIQUIDATED DAMAGES AS STIPULATED IF WORK NOT
COMPLETED AS PER CONTRACTUAL TIME FRAME
RECOVER PAYMENTS MADE EARLIER BY MISTAKE
GET WORK COMPLETED AT RISK AND COST OF CONTRACTOR IF HE
FAILS TO DO SO.
TAKE OVER WORKS SUBSTANTIALLY COMPLETED BEFORE DATE OF
COMPLETION STIPULATED IN CONTRACT
TERMINATE THE CONTRACT IN CASE OF MATERIAL BREACH BY
CONTRACTOR AS PROVIDED IN THE CONTRACT