All You Need To Know About Tender Documents In The Construction Industry

When a person refers to a tender document being issued, it is more than likely that he or she is referring to an aspect of the construction industry.  For example, consultants will use the term ‘appointing’ when speaking about a tender. A tender document is created as a means of locating potential suppliers for large construction projects. Once approached, the interested company will respond to the tender by completing various forms by a specific date and returning them in order for consideration. The tender documents may be prepared for numerous types of contracts and for numerous aspects of a construction project, despite the fact that only one contract will be drawn up in the end.

A tender document can be deconstructed into a series of smaller packages by the individual issuing the report. All packages will present with a specific set of design drawings, project details and project specifications. For the tender to be appropriate to contractors and sub-contractors, the tender must not contain any sensitive material, thus making it simpler for all applicants to put forward a price and make a speedy response. The absence of sensitive material also assists in an easier comparison of the contractor responses.

Arguably the most important aspect to remember is that the interfaces between each of the noted packages must be clearly defined and assigned. This is imperative to ensure that you do not present too many packages as well as decreasing any confusion or error that may be instigated by the presence of numerous interfaces. It is vital that all cost plans are included in the packages as this will simplify the appraisal of each tender being received.

Despite the fact that each tender document created is unique, there are certain documents that must be included in each tender issued. The documents that must be included are:

1. The letter of invitation to tender.
2. The tender form.
3. The preliminary documentation, which includes pre-construction information and site waste management plans.
4. The contract form including contract terms and conditions with amendments.
5. The drawing schedule.
6. The tender price document or analysis of cost to be conducted on the construction project.
7. The specifications of the construction project.
8. The detailed project design drawings.

It is imperative that one always retain copies of all tender documentation. This must be done to ensure you have records that can be referred to if needs be. It is also recommended that all relevant documentation be submitted to sub-contractors who are named in the bill of quantities. In addition to this, it is recommended all tendering contractors be informed that the information has been sent to the sub-contractors to ensure they are up-to-date.

An organization’s structure is not always the result of an individual’s passion for neatness and filing documentation. The tender documentation is complicated and can be very tiresome causing headaches and long nights.  However, when examined carefully and broken down into neat packages it can be completed with ease. Of course, each tender will be unique (as each project is unique) and the documentation will differ according to the project’s particular requirements. Yet, if all information is maintained within a packaging system the procedure can be much simpler to follow and to complete within a short period of time.