TENDERS AND TENDER DOCUMENTS

INTRODUCTION
Tender is a written submitted by the contractor in interest of the notification given, to execute certain work or supply of some specified articles or transport of materials at certain rates with the terms and conditions laid down in the tender documents. The form in which it is to be submitted is supplied by the department to eligible contractors on usual payment of cost. The tender duly filled in is placed in the Tender Box with locking arrangements kept in the room of the officer inviting tender on or before the specified hours and date notified through the tender notice.

Tender Form
Tender form is a standard printed of contract giving the following
i. ii. iii. iv. v. vi. vii. viii. Standard conditions of contract General rules and directions for guidance of Contractors. General description of work Estimated cost Earnest money Security Deposit Time allowed for the work form date of written order to commence Column for signature of contractor, before submission of tender, signature of witness and signature of officer, by whom accepted.

This tender form is a part of tender document. The price of tender form is given on the form. This printed form and other documents are to be purchased on cash payments from the office inviting tender during office hours on all working days.

Tender Notice
The notice inviting tenders is a very important documents on which tenders and subsequent agreements with the contractors are based. Tender notice should stipulate reasonable time for completion work; in an urgent case the authority, which is competent to approve N.I.T. in that particular tender might curtail the period but the period should be realistic period. All tender notices should be in the standard form of the document. It is displayed on the notice boards of the division and also circulated to the related subdivisions and other divisions of the department.

For wide publicity of major works the tender notice is required to be published in two daily local Newspaper. In order to minimize the heavy advertisement charges short Tender Notice should be given in tabular form, which contains essential information as below: i. Name of the authority inviting tender. ii. Particular of Contractors eligible to submit tenders. Iii. Name of work and its location. Iv. Estimated cost of work. v. Price of tender form and other tender documents. vi. Earnest money to be deposited. vii. Time of completion viii. Lat date, time limit and place of receipt of tender and also time of opening tender. x. Accepting Authority.

CHECK LIST FOR TENDER DOCUMENTS

Check list contains list of all documents, forms, statements, specifications, schedule, drawings etc. to be submitted with the tender. The above list contains the following documents in particular without which the tender will not be finally decided.

Documents to be covered under Envelope No. 1

Following are the documents to be covered under Envelope No. 1 i. One year term Deposit Receipt or deposit at calls receipt of any scheduled Bank or Nationalized Bank in support of having paid the Earnest Money. ii. Details of works of similar type and magnitude carried out by tenderer. Details all other works tendered for and in hand (with value of work remaining unfinished) as on the date of submission of the tender.

iii. Details of plant and machinery immediately available with tenderer for use of this work. iv. Details of technical personal with qualification of the person supposed to carry out the work. v. Details of machinery proposed to be used for the work but not immediately available and manner in which it is proposed to be draft Specimen of Tender Notice For Press Procured. vi. Copies of certificate if any. vii. Full name of all partners, if the tender is offered by partnership and copies of Partnership Deed and Power of Attorney, copies of the documents must be attached,

copy of the registration certificate of the firm is registered under Company Act. viii. Full name and address of the representatives on site of work during execution of work who will be held responsible for and obtaining instruction given on site for time for the works. ix. Income Tax Clearance in original of a date not more than twelve months prior to the last date fixed for the receipt of the tender. x. A True of the Registration Certificate including that of renewal etc., (II the above documents and this list must be signed by tenderer.)

xi. Letter of submission of the tender, with observations if any, suggestions, short falls of the provisions of the tender. However, this should not be in a form of any term or condition or any financial implications etc. please note that no conditional offer will be accepted or considered for opening of the second envelope.

Documents in Envelope No. 2

Tender set only, duly filled & signed under seal of the firm and date of submission etc., if the firm is of partnership firm or Registered under Companies Act etc. All the partners of the person having due power should sign the tender complying the requirements of Sr. No viii above.

Important Instructions to the Contractors

The important instructions to the contractors are listed below i. Please submit the one year term deposit receipt or deposit at call receipt duly pledged towards earnest money deposit, ii. Do not make any additions & alterations in tender documents. iii. Do not remove or replace any page of the tender, iv. Make all entries in the tender in ink, express the offer both in words & figures in one line.

v. Do not make any over writing. vi. Attest all corrections. vii. The tender should be signed by all the partners of a firm or a partner of a representative holding a duly constituted legal power of attorney. viii. Set your signature witnessed by a person of some standing. ix. The tenderer or in the case of firm or company the person having Power of Attorney fails to sign in the space provided for the purpose then the tender will be outright rejected.

Notes for the Contractors

Contractor shall be presumed to have carefully examined all drawing documents, forms, statements, schedules, special conditions and specifications of contract and to have fully acquainted himself with all necessary information and dates etc. pertaining to and needed for the work.