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Preparation of Tender Document

1) Preparation of tender documents for construction works involves compiling detailed estimates, specifications, drawings, schedules of quantities, and conditions of contract. 2) Key approvals are required before issuing the Notice Inviting Tenders, including availability of site, funds, building plans, materials, and structural drawings. 3) The tender documents package includes the notice, form of tender, conditions, specifications, schedules, drawings, and scope of work. Corrections must be initialed. 4) Materials should not be stipulated for free issue. Exceptions require approval and specifications on description, recovery rates, and return of excess quantities.

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913 views3 pages

Preparation of Tender Document

1) Preparation of tender documents for construction works involves compiling detailed estimates, specifications, drawings, schedules of quantities, and conditions of contract. 2) Key approvals are required before issuing the Notice Inviting Tenders, including availability of site, funds, building plans, materials, and structural drawings. 3) The tender documents package includes the notice, form of tender, conditions, specifications, schedules, drawings, and scope of work. Corrections must be initialed. 4) Materials should not be stipulated for free issue. Exceptions require approval and specifications on description, recovery rates, and return of excess quantities.

Uploaded by

Pallav Paban Baruah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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PREPARATION OF TENDER DOCUMENTS (FOR NORMAL WORKS)

Preparatory works
(1) (i) Before tenders for a work are invited, a detailed estimate showing the quantities,
rates and amounts of the various items of work, and also the specifications to be
adopted, should be prepared.
(ii) The estimated cost put to tender in the NIT shall be worked out by adjusting the
estimated cost of schedule items by the cost index and combining it with cost of nonscheduled items if any, worked out on market rates.
(2) Before approval of NIT, the following are desirable.
(i) Availability of clear site, funds and approval of building plans from local bodies.
(ii) Confirmation that materials to be issued to the contractor would be available.
(iii) Availability of structural drawings for the foundations.
(iv) Lay out plan for all services.
(3) Tender documents of work comprising of the following should be prepared and approved
by an authority who is empowered to approve the Notice Inviting Tenders (NIT) before it is
issued.
(i) The notice inviting tender in Form CPWD 6.
(ii) The form of tender to be used along with a set of conditions. Particular
specifications and special conditions should not be repetitive and in contradiction with
each other. Additional conditions should be decided by the NIT approving authority,
and he shall be responsible for the same. Wherever special conditions have financial
implications, the same should be enforceable.
(iii) The schedule of quantities of work.
(iv) A set of drawings referred to in the schedule of quantities of work.
(v) Specifications of the work to be done.
(vi) The complete scope of the work should be properly and clearly mentioned in the
name of the work given in NIT along with its location i.e. all the components of the
work (i.e. Civil, Electrical, Horticulture, E&M Services and Development of Site,
etc.) should be clearly defined along with number and blocks of building and also
number of stores in the each block/building to be constructed.
(4) The Assistant Engineer/Junior Engineer/Draftsman who compiles the tender documents
for sale, should invariably date and initial all corrections, conditions and additions in the
Schedule of Quantities, Schedule of Materials to be issued and specifications and other
essential parts of contract documents, and also date and initial on all the pages of the tender
documents, irrespective of fact whether they contain or do not contain any corrections or over
writings etc. The officer concerned should record the fact in writing at the end of those pages
individually.

(5) No materials should be stipulated for issue in the tender document even free of cost. In
case it is felt by the Chief Engineer to stipulate certain materials in exigencies of the work, he
shall obtain the approval of the ADG on case to case basis. On receipt of such approval,
following shall be ensured.
(i) The stipulated materials shall be issued for use at site on works, for all the items
where such materials are required. Factory made products like pre-cast cement tiles,
pre-cast hollow concrete blocks, pre-cast foam concrete blocks, pre-cast RCC pipes
etc., shall not be stipulated for issue.
(ii) It should also be ensured that the description of the materials to be issued is
adequately specified in order to obviate chances of any dispute. For example, if
cement is specified for issue, it should be stated whether it is grey cement or white
cement, and whether it will be in bags or otherwise.
(iii) The issue and recovery of stipulated materials to contractors for use in
construction works is governed by clause 10 & 42 of CPWD 7 and 8. Recovery of
stipulated materials used by contractor beyond permissible variations is to be made at
rates specified in Schedule "F". Such fixed rates for recovery for each type of
stipulated materials shall be specified in Schedule "F" by the authority approving the
NIT for operation of Clause 10 and 42 of CPWD Form 7/8, and will be fixed at the
issue rate at which materials are stipulated for issue + ten per cent.
(iv) A fifteen days notice should invariably be issued to the contractor to return the
excess quantity of materials got issued by him over and above the theoretical
consumption and permissible variations, for taking action in terms of Clause 42.
(6) Clause 12 of the General Condition of Contract provides for specifying of deviation limits
for various works. Such deviation limits are to be specified in Schedule "F" annexed to the
Form, and shall form part of tender documents. For maintaining uniformity in works carried
out by the department, following deviation limits shall be stipulated by the authorities
approving the NIT's for operation of Clause 12 of the Form unless there are specific reasons
to adopt different deviation limits for a particular work:
(i) For original works
(a) Superstructure..30%
(b)Foundation....10%
(ii) For original works of time bound, urgent and emergency nature
(a) Superstructure..50%
(b)Foundation....10%
(iii) All maintenance works...........50%
(7) The agreement Forms CPWD 7 and 8 contain general conditions of contract for works in
CPWD and shall be applicable both for item rate as well as percentage rate tenders.
(8) For work not covering under the purview of composite tendering, tenders for electrical,
and building works (including sanitary and water supply works) must be invited concurrently,
or at an appropriate stage when they are required to be commenced. Where it is not possible

to do so due to some reasons, the fact should be intimated to the Superintending Engineer and
Chief Engineer concerned explaining the reasons for delay.

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