LECTURE 2: TENDER PROCESS AND DOCUMENTATION Lecture by: Ms. Noorhidayah Sunarti (012-6254776) LOC1/AC2

WHAT IS TENDER? LOC1/AC2

Tender is an offer which incorporates the sum of money, time and other conditions required to carry out the contract obligations in order to complete a project or a part of it consisting of specified works. LOC1/AC2

WHAT IS TENDERING ? LOC1/AC2

Stages of a project Stage 1: inception & feasibility – identifying project objectives / set up project brief Stage 2: design – develop further project brief / develop concept & schematic design / Undertake detailed design & detailing / prepare cost plan & budget Stage 3: tendering – issue tender documents / prepare & submit tender / evaluation of tender / award tenders / prepare contract documents LOC1/AC2

Stages of a project Stage 4: construction – site possession & mobilization / undertake procurement fabrication, installation, construction / carry out contract admin Stage 5: handover & maintenance – undertake all testing, commissioning & training / obtain CF / handover project to owner /carry out necessary maintenance / Defect rectification / etc LOC1/AC2

Tendering Will be started after the design complete and project budget must be approved The process that is used to obtain offers leading to a contract between: client contractor client consultant main contractor sub-contractor LOC1/AC2

Purpose of tendering process To select a suitable contractor at a time appropriate to the situation of the project. To obtain from the contractor selected at the proper time, an acceptable tender or offer upon which a contract can be let. LOC1/AC2

Difference between a contract and a tender A tender formally means an invitation to trade under the terms of offer. A contract is the term used for when the parties have reached agreement. LOC1/AC2

General TENDERING PROCESS LOC1/AC2

Tendering process – PRINCIPAL ACTIVITIES Selection of the most preferable or appropriate contract procurement method. Development of tender list Preparation of tender documentation Invitation / calling off tender Preparation and submission of tenders LOC1/AC2

Tendering process – PRINCIPAL ACTIVITIES (cont’d) Receipt and opening of tenders Evaluation of tenders Acceptance of tender award or award of contract LOC1/AC2

Traditional contract procurement route Stage 1: Selection of the most preferable or appropriate contract procurement method. Traditional contract procurement route Longer time – lead to critical work scheduling Less errors – more precise Fast-track contract procurement route Shorter time Consequences – may be lead to critical error, variation. LOC1/AC2

Stage 2: Development of tender list Potential tenderers can directly apply to the employer for future works. Employer generate list based on previous dealings The professional team generate their own list and recommend to the employer. LOC1/AC2

Stage 3: Preparation of tender documentation – typical contents Letter of invitation Checklist for submission of tender Articles of agreement Conditions of contract Form of tender Tender specifications Bills of quantities Tender drawings Sample copy of letter of acceptance Sample copy of bang guarantee for performance bond Schedule of day work rates Sample copy bank guarantee for advance payment LOC1/AC2

Tendering process Stage 1: PREPARATION Stage 2: APPROVAL TO TENDER DOCUMENTATION Stage 6: AWARD CONTRACT Stage 5: PROCESSING Stage 4: INVITATION LOC1/AC2

Stage 1: Preparation Final completion of drawings, specification, measurement / take-off process. Choose conditions of contract. Parties involved: architect, engineers, QS, client, project manager LOC1/AC2

Stage 2: Approval to tender Discussion and decision on type of tender to be used. Selection of tender: Open Selective Negotiate Parties involved: CLIENT, CONSULTANT, PROJECT MANAGER Shortlist the selected contractor LOC1/AC2

Stage 3: Documentation Contract based on tender & specs Compilation of: Letter of invitation to tenderers Articles of agreement / conditions of contract Form of tender Form of tenderer’s details. i.e: contractor’s registration, organization background, track record (past and present projects) Letter of acceptance Bank and insurance guarantee forms (performance bond) Bank and insurance guarantee forms (advance payments) Specifications Summary of tender Schedule of rates Relevant drawings Contract based on quantities Compilation of: Letter of invitation to tenderers Articles of agreement / conditions of contract Form of tender Form of tenderer’s details. i.e: contractor’s registration, organization background, track record (past and present projects) Letter of acceptance Bank and insurance guarantee forms (performance bond) Bank and insurance guarantee forms (advance payments) Specifications Bills of quantities Relevant drawings LOC1/AC2

Stage 4: Invitation Based on selection of tendering methods Open / competitive / bid tender – produce tender notice Selective – shot listed contractors will be invited to tender if they wish Negotiated – only one contractor is approached- direct entry to project LOC1/AC2

TENDER NOTICE OR NOTICE INVITING TENDER LOC1/AC2

The Internet is a very cost effective way of publishing the tenders. The Tender Notice is a brief description of the job being tendered which is to be published in Newspapers and on the Internet. The Internet is a very cost effective way of publishing the tenders. LOC1/AC2

Format of an ideal Tender Notice Name of the Project. Name & Address of the Company floating the tender. Name of work, materials or services. Place of work location. Approximate estimated cost of work. Earnest Money. Period of completion. Date on which the Tender Document sale commences. Date on which the Tender Document sale commences. Date and time up to which tender documents can be obtained. The cost of tender documents. The date and time up to which the tenders to be submitted and are to be opened. Specification. Eligibility Criterion. LOC1/AC2

Stage 5: Processing Received tender submitted by contractor Tender assessment / evaluation Completed tenders are received Arithmetical check Reasonable tender sum Reasonable completion time Capabilities of tenderers under considerations Tender recommendation / report – tender board LOC1/AC2

Guidelines to fulfill in the Tender System The capacity, past credentials and financial status of the tendered is thoroughly investigated before awarding the contract. These aspects should be commented in detail along with the tender documents. The rates should be quoted in the numbers and words without any corrections. To take advantage of any possible increase in statutory taxes & duties, the tax component such as excise duty, Sales Tax, Works Contract Tax, etc. should be clearly indicated. LOC1/AC2

Tenderers should not quote many special conditions as some of them may have financial implications, did this can be added to your quoted cost. Also it creates confusion and creates room for manipulative forces. The rates quoted for individual items should be realistic and should not be abnormal and unworkable.   LOC1/AC2

Stage 6: Award contract Pre-award meeting with contractors – validation of lowest complying bid Validate lowest bid - Pre-contract meeting with contractor for contract signing Approval by tender board / treasury (tender exceeds RM10 mill.) – an acceptance of tender form is issued to tenderer , signed by the authorised officer LOC1/AC2

TENDER PROCESS FOR CONTRACTOR LOC1/AC2

Tendering process Stage 1: Decision to tender Stage 2: Determine basis of tender Stage 3: Preparation of cost estimates Stage 6: Submission of tender Stage 5: Conversion of estimate to tender Stage 4: Commercial appreciation LOC1/AC2

Stage 1: Decision to tender Receipt of tender documents Pre-tender data sheet Decision to tender Consider implications of: Bonds Warranties Parent company Guarantees Funding LOC1/AC2

Stage 2: Determine basis of tender Abstract materials and subcons Sent out enquiries Consider construction methods / prepare method statement Design temporary works / consider alternatives Prepare outline programme Check major quantities Identify restrictions Visit site and compile site report Campaigning meeting (designating areas responsibilities) LOC1/AC2

Stage 3: Preparation of cost estimate Calculate recurrent rates using: Operational Unit rates Man-hours estimating Analyse and check subcontractors’ quotations Price prelims / general items (in association with members of the team Prepare summary sheets LOC1/AC2

Stage 4: Commercial appreciation Tender committee meeting part 1- Review: Method Programme Technical and commercial risks Cash flow and finance Use of own plant Competition Commercial opportunities Economic climate Check prelims against historical cost data LOC1/AC2

Stage 5: Conversion of tender estimate to tender bid Tender committee meeting – part 2 Calculate ‘spread’ and add to estimate LOC1/AC2

Stage 6: Submission of tender Submit in format required Organize delivery LOC1/AC2