Tenders , Invitation of tender

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types of tenders

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2. Index Sno Contents 1 Tenders 2 Invitation of tenders 3 Importance of tenders 4 Types of tenders 5 Scrutiny of Tenders

3. Preparation of tender documents A  tender  is a submission made by a prospective  supplier  in response to an  invitation to tender . It makes an offer for the  supply  of  goods  or  services , including a  price  and  proposals  for how the requirements will be satisfied if these have been requested.

4. Tender documents  might include: A letter of  invitation to tender ; The  form of tender  (formal acknowledgement that the  supplier  understands and accepts the terms of  conditions  of the  tender documents ); Preliminaries  (providing a description of the  project , allowing the  supplier  to assess  costs  which, while 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 , such as  general plant ,  site staff  and  welfare facilities ); The  form of contract  that will be used,  contract conditions  and any amendments. This might include a  model enabling amendment  if  building information modelling  ( BIM ) is being used, to make a  BIM protocol  part of the  contract documentation ;

5. Tender documents  might include: Employer's information requirements  if  BIM  is being used (defining the  information  that will be required for the  development  of the  project  and for the  operation  of the  completed   built asset ); A  tender pricing document  (or  contract sum analysis  on  design and build   projects ). This sets out the way prospective  suppliers  should breakdown their overall  tender price  and is effectively an  unpriced bill of quantities ; A  drawing schedule ; Design drawings , and perhaps an existing  building information model ; Specifications , and On  construction management contracts ,  tender documentation  for  trade contracts  might include the  construction manager's   master programme .

6. Invitation to Tender An  invitation to tender  (ITT, otherwise known as a call for bids [1]  or a request for tenders) is a formal, structured procedure for generating competing offers from different potential suppliers or contractors looking to obtain an award of business activity in works, supply, or service  contracts , often from companies who have been previously assessed for suitability by means of a supplier questionnaire (SQ) or pre-qualification questionnaire (PQQ). The term "notice inviting tenders" (NIT) is often used in purchasing in India

7. Invitation to tender An ITT differs from a  request for quotation  (RFQ) or a  request for proposal  (RFP), in which case other reasons ( technology  used, quality) might cause or allow choice of the second best offer. An RFP is a request for a price from a  buyer  but the buyer would also expect suggestions and ideas on how the project work should be done. RFPs are thus focused on more than just pricing/ cost , they entail a bit of consulting from the contractor or  vendor . The closest equivalent to an ITT in the mainstream  private sector  is an RFP which, since public money is not involved, typically has a less rigid structure.  

8. Types of tenders a) Open Tenders-Open Tenders means invitation of tenders by open advertisement through the Indian Trade Journal and one or more of the principal newspapers in India or abroad. Open tenders are generally invited for the purchase of articles or work of estimated value of Rs. 10,000/- or over. but limited tenders may be called even for works of Rs. 10,000/- or over in the following circumstances ( i )When it is not in the public interest to call for open tenders, in every such case the competent officer must record the reasons and communicate the same to the Accounts Office confiden tially , if necessary.

9. Open tenders ii) When the Indenting officer certified that the demands are urgent and any additional expenditure involved by the elimination of open competition must be incurred. In all such cases, the Indenting officer must place on record the nature of urgency and why the demand could not be anticipated. (iii) When the sources of supply are definitey known and possibility of fresh sources beyond those being tapped is remote. In all such cases approval of the competent authority to dispense with the advertisment should be taken.

10. Limited tenders (b) Limited Tenders-Limited tender means direct invitation to a limited number of firms to quote rates for the supply of articles. This system is ordinarily adopted in the case of all orders the estimated value of which is less than Rs. 10,000. The limited tenders may also be invited even in the case of purchase articles of estimated cost to Rs. 10,000/- or more in the circumstances mentioned in open tender above.

11. Single tenders c) Single Tender Single Tender means invitation to one firm only to quote rates for the supply of articles. This system is adopted in the case of articles which are specially certified to be of proprietory nature or that items to the knowledge or procuring agency that only a prticular firm or the manufacturer of the stores demanded. This system is also adopted for the purchase irrespective of cos in respect of which the D.G.S.D. has entered into a rate running contract.

12. Rate and running Contract (d) Rate Contract-Rate contract is a contract for the supply of stores at a specified rate during the period of contract. No quantities are mentioned in this contract and the contractor is bound t accept any order which may be placed with him. (e) Running Contract Tender-Running contract is a contract for the supply of approximat quantity of stores at the specified price during a certain period.

13. Scruting of Tenders. After opening the tenders, thorough scrutiny of the tenders should be done. Following points should be thoroughly checked while doing scrutiny of tenders: ( i ) List of all the tenders received along with details of the earnest money received should be prepared. (ii) It should be checked that every tender is duly signed by the contractor. ( iii) The address of the contractor should be clear and complete .

14. Scrutiny of Tenders. ( iv) Verification of the contract conditions should be done, whether they are original, contract has mentioned his own conditions or alterations have been done in the original contract. (v) Rates are written in words as well as figures or not. Both should be same, if there is difference the lower should be considered. (vi) The calculations done by the contractor and the total cost of the work should be carefully checked. After proper scrutiny, the comparative statement of all the tenders should be prepared and g signed by all the persons present at the time of opening the tenders. The tender showing the lower amount should be placed first and the highest tender should be placed in the last.

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