When you are working in the professional services industry, you will sometimes be required to bid for tenders in order to win work. As you have to put your tender documents in something to present them, this is one of the subjects we come across quite a lot. So in hopes of answering a few questions, we will guide you through what exactly tender documents are, what they are for and how to fill them in, in a 4 part special.
What Is A Tender Document?
In simple terms, a tender document is a formal document which is issued to potential suppliers during the tender process. This form enables them to submit information about the project, and helps them to select a preferred supplier. Itâ€™s like a written invitation to submit a proposal, and your reply is the RSVP. Typically when they issue a tender document, the company will select their supplier based on qualification, price, availability and proposed delivery terms.
Whatâ€™s Included In A Tender Document?
While every invitation to tender and set of documents will be different depending on the nature of the project, the basic documents will be the same in each. A standard tender will include:
– Cover Letter
This is a formal letter inviting companies to submit a tender for the supply of the relevant services. it will include crucial information such as completion and return date.
– Invitation to Tender
This note provides the contractor with guidance on how the documents are to be completed.
– Form of Tender
This is a covering document prepared by the client, and signed by the tenderer (thatâ€™s you) to show that you understand the tender, and that you accept the carious terms and conditions and any other specific requirements outlined in the agreement.
– Terms and Conditions of Contract
This part contains all the legalities- the terms and conditions that set out the legal framework and obligations of both parties. Most authorities have their own standard contracts, but some are tailored specifically to the project. Make sure you read all of the fine print in these.
– Bill of Quantities
This is used as the basis for submitting the bid, and all prices are entered for carrying out all of the works.Â It assists the tenderer in producing an estimate for costs, and it help ensure that all tenderers are pricing for the same qualities. It also makes the tender system fair and accurate â€“ and separates the tenderers based on pricing.
– Design Drawings
Clear and concise documents usually about the construction site and any related feature works. Theyâ€™re an essential part of informing tenderers of exactly what is required for them to complete all the works.
This document lays out the specification of the project, and exactly what needs to be achieved. This includes the materials to be used and the workmanship standards, but does not include cost, quantity or any official drawings. This means they need to be read alongside the other tendering documents.
– Quality Requirements
This section takes the form of a questionnaire, and asks about how the tenderer intends to provide the service and requires supporting evidence. This will be used to evaluate the quality of the bid.
– Tender Evaluation Criteria
This document describes how the tender should be submitted, and the parameters by which the tender will be evaluated and the contract awarded.
– Tender Return Label
This states the time and date the tender should be returned by.
– Pre-construction Information
This document is a legal requirement, and must contain all the relevant information about the project in the clients possession.