In general terms, when a tender is issued it is referring to construction work as consultancy work is referred to as appointing. They are constructed (if you’ll pardon the pun) to look for suppliers for large projects. Any companies interested in responding to a construction tender invitation will need to fill out a variety of tender forms by a certain date and return them in order to be considered. Tender documents can be prepared for a range of contracts, and several can be prepared for different aspects of the project, even if there will only be 1 contract available in the end.
Tender documents are usually broken down by the issuer into a series of smaller packages, each one with their own set of design drawings, specifications and project details. These should all be suitable for issue to contractors and sub-contractors, and should not contain any sensitive materials. By doing this not only is the tender is easier for your applicants to price out and respond to, but its also easier to compare the responses you get from your contractors. One of the most important things to remember here is that the interfaces you put in place between each of the packages are properly, clearly identified and assigned to one package or the other. This goes hand in hand with making sure that you don’t have too many packages as this will increase the number of interfaces and also the risk you have on confusion and error. You should also make sure that you put together the cost plan in packages, as this makes it much easier for you to appraise each of the tenders you receive.
Now, while each tender you issue will be different (after all, no 2 projects are ever the same, and your requirements will be different) there are a few documents that you will need for every tender. These documents include:
-A letter of invitation to tender
– The form of tender
– Preliminaries (these include pre-construction information and a site waste management plan as standard, along with any other preliminaries you see fit)
– The form of the contract, contract conditions and amendments
– A tender pricing document (or a contract sum analysis to be conducted on any design and build project)
– A drawing schedule
– Detailed design drawings
– Specifications for the project
It is important to always keep copies of the tender documentation for your records, so that you can refer back if needed. It’s also a good idea to send all of the relevant documents directly to any sub-contractors who are names in the bill of quantities, and to inform all tendering contractors for the job that this has already been done, so they don’t need to do it.
This organisation structure isn’t just the result of someone with a passion for neatness and filing though. Tender documents can be complex and long winded, but when broken down into neat little packages they can be dealt with easily and efficiently, without so much of a headache. Each tender you issue will be different, and your requirements and documentation will change with those requirements but keeping everything within a packaging system that you will make the whole process much easier for you.