Tender Documents

Taguiling, Jay Mark D.
June 16, 2022
BSCE-3A
Quantity Surveying
TENDER DOCUMENTS
1. A letter of invitation to Tender
 A tender invitation letter, or “Invitation to Tender” is a formal part of the procurement

process. It is a formal invitation from a purchasing organisation to prospective suppliers,
to bid for a contract for goods and services.
 Invitations to tender are also known as calls for bids or calls for tenders.
 A tender invitation letter could be something as simple as a straightforward, formal
letter. This detail the buyer, their address, a brief overview of their requirements, short
instructions, a few points of note, and an expression of thanks for your interest.
Depending on the organisation sector these might include site plans, consumables lists,
exemplary material, past portfolios, site schedules, terms and conditions, and other
important documentation.
2. The Form of Tender
 It is a form where the tenderer can fill in details relating to their offer, including the
lump sum for which they are offering to complete the works.
 The form of tender is prepared by the client or the consultants and completed and
signed by the tenderer. It is a formal acknowledgement that the tenderer understands
and accepts the terms of conditions of the tender documents and any other
requirements that are stipulated.
3. Preliminaries
 Preliminaries (or 'prelims') in tender documents, provides a description of a project that

allows the contractor to assess costs which will they do not form a part of any of the
package of works required by the contract, are required by the method and
circumstances of the works.
 The preliminaries are usually found within the first part of the bills of quantities which
form part of the contract documents in a traditional form of contract, e.g the JCT
Standard Building Contract. They may also be referred to as ‘general’ items in the bills of
quantities, or ‘site overheads’ or ‘field office costs’ (US contracts tend to use these
terms).
 The purpose of preliminaries is to describe the works as a whole, and to specify general
conditions and requirements for their execution, including such things as
subcontracting, approvals, testing and completion.' Preliminaries and work sections
together describe what is required to complete the works required by the contract.
4. The form of contract, Contract conditions and ammendments.
 A contract is a legally binding agreement between two or more parties who agree to buy
or sell goods and services from one another.
 A contract provides legal protection for all parties involved in the transaction. It outlines
the rights and responsibilities of all parties and helps reduce the risk of any party
forfeiting their duties per the agreement. Contracts typically include details related to
the scope of work of the project, quality control, legal jurisdiction, project schedules,
and payment terms.
 It is fundamental to any business transaction that involves an exchange of value. It
documents the terms of the agreement in a way that is enforceable in a court of law if
any party does not hold up their end of the exchange.
The three most common contract types include:
- Fixed-price contracts
- Cost-plus contracts
- Time and materials contracts
A contract amendment is a change, correction, clarification, or deletion to an agreement you

have already signed. Aldo, An amendment leaves your original agreement substantially intact.
However, you can use an amendment to clarify details that were left out before, or to address a
new need that became apparent after the contract was originally entered into.
5. A Tender Pricing Documents
 It is a submission made by a prospective supplier (the ‘tenderer’) in response to an

invitation to tender (ITT). It makes an offer for the supply of goods or services. A tender
price is therefore the price supplied by the tenderer to the client for the supply of those
goods or services.
 The tender price is usually based on information about the project that has been
supplied by the client in the ITT documents. These documents are usually as
comprehensive as possible to allow the formulation of accurate tender prices.
 The aim of the Tender Pricing Document is to achieve comparable end-to-end costs for
the project from tendering contractors in order to award the contract to the bidder able
to demonstrate the greatest value for money.
#Note, that value for money does not necessarily mean the cheapest bid wins – and nor should
it.
6. Design Drawing and an Existing Building Information Model
 Design drawings are used to develop and communicate ideas about a developing design:
In the early stages of the project phase (during the design and tender process) they
might simply demonstrate to the client the ability of a particular design team to
undertake the design. They may then be used to:
 Develop and communicating the brief.
 Investigate potential sites and assess options.
 Develop the approved idea into a coherent and co-ordinated design.
 Communicate the developed design to other parties, such as the local planning
authority, the building control body, contractors and suppliers.
 Record the completed construction.
 Record ongoing changes to the completed construction.
Some of these drawings are not traditionally considered to be ‘design’ drawings, as either the
design proper has not begun, or the design has effectively already been completed. However,
almost all of them will include some element of an investigation into, or development of the
design, or they would serve no purpose.
 Building Information Modeling (BIM) is a collaborative way for multidisciplinary

information storing, sharing, exchanging, and managing throughout the entire building
project lifecycle including planning, design, construction, operation, maintenance, and
demolition phase.
7. Specifications
 Specifications describe the products, materials, and work required by a construction

contract. They do not include cost, quantity, or drawn information, and so need to be
read alongside other information such as quantities, schedules, and drawings.
 Specifications vary considerably depending on the stage to which the design has been
developed, ranging from performance specifications (open specifications) that require
further design work to be carried out, to prescriptive specifications (closed
specifications) where the design is already complete.
 Specifications should be structured according to work packages mirroring the separation
of the works into sub-contracts. This makes it easier for the contractor to price and so
may result in a more accurate tender. A standard classification system should be
followed, such as Uniclass.

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Taguiling, Jay Mark D.

June 16, 2022

1. A letter of invitation to Tender

 A tender invitation letter, or “Invitation to Tender” is a formal part of the procurement

2. The Form of Tender

 Preliminaries (or 'prelims') in tender documents, provides a description of a project that

4. The form of contract, Contract conditions and ammendments.

The three most common contract types include:

- Time and materials contracts

A contract amendment is a change, correction, clarification, or deletion to an agreement you

5. A Tender Pricing Documents

 It is a submission made by a prospective supplier (the ‘tenderer’) in response to an

6. Design Drawing and an Existing Building Information Model

 Building Information Modeling (BIM) is a collaborative way for multidisciplinary

 Specifications describe the products, materials, and work required by a construction

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