Purpose of Tender Documentation
- To convey clearly to the tenderers what are to be required to be done during tendering and after the award of the contract such that the awarded contract sum is sufficient for the Contractor to finish the job as expected without unexpected claims
- free of ambiguity
- free of discrepancy
- full disclosure and warning of matters which may affect the prices and time
- To provide for a full set of terms and conditions ready for turning into a contract without loose ends
- To afford provisions to deal with changes
- Broader meaning
- The complete set of documents issued for tendering, including Tender Drawings
- Narrower meaning
- Documents issued for tendering, other than Tender Drawings
Generic Composition of Tender Documents
- Conditions of Tendering / Conditions of Tender / Instructions to Tenderers
投標條件 / 投標條件 / 投標須知:
- to describe rules and procedures to be followed during tendering.
- Form of Tender
- for the Tenderer to state his offer
- Form of Contract
- to desribe terms and conditions to be followed when peforming the Contract;
- may refer to some Standard Forms of Contract, and not actually include a copy in the Tender Documents; and
- where a Standard Form of Contract is used, the Tender Documents should include any amendments or special conditions to the standard.
- Specification or Employer's Requirements or Brief
- to specify the work, materials and workmanship desired by the Employer;
- may include a section on Preliminaries or General Requirments, and other sections on materials and workmanship, those other sections are collectively called "Technical Specification" "技術要求";
- may refer to some Standard Specification, and have Particular Specifications to describe deviations from or supplements to the standard; and
- may use a General Specification, and have Particular Specifications to describe deviations from or supplements to the general.
- Pricing Schedules
- for the Tenderer to give a detailed build-up of his tender sum in any of the following forms:
- Bills of Quantities
- Summary of Tender;
- Schedule of Rates or Schedule of Quantities and Rates;
- Schedule of Works; and
- Tender Drawings
- to show the design, dimensions, shape and locations of the work and choice of materials and workmanship.
- It is better to call those parts of the Tender Documents excluding Tender Drawings as "Tender Booklet" because these documents are usually bound into a booklet.
- Tender Documents = Tender Booklet + Tender Drawings.
Typical Contents of Tender Booklet
- Conditions of Tendering / Conditions of Tender / Instructions to Tenderers.
- Form of Tender with various kinds of appendices.
- Appendices to the Form of Tender (if not included in or appended to the Specification or Preliminaries):
- Pro-forma Surety Bond;
- Form of Warranty (for Sub-Contracts);
- Statement of all convictions or no convictions under the Immigration Ordinance (Cap. 115) for last <> years;
- Statement of all convictions or no convictions under the Factories and Industrial Undertakings Ordinance (Cap. 59) for last <> years;
- Statement of all convictions or no convictions under the Employment Ordinance (Cap. 57) for last <> years;
- Statement of involvement in arbitration or litigation in the last <> years or foreseeable in the next <> months;
- Declaration of no conflict of interests; and
- Declaration of no collusion.
- Amendments to the Standard Form of Main Contract / Special Conditions of Contract.
- Amendments to the Standard Form of Sub-Contract / Special Conditions of Sub-Contract.
- Preliminaries (if not included as Bill No. 1 in full);
- Technical Specification
- General Specification;
- Particular Specification; and
- Technical Schedules.
- Preambles to Bills of Quantities (if not included as Bill No. 2).
- Bills of Quantities:
- Bill No. 1 – Preliminaries (full descriptions or headings only);
- Bill No. 2 – Preambles;
- Bill No. 3 onwards - Measured Works Sections;
- Prime Cost and Provisional Sums;
- Dayworks Schedule or Daywork Rates Schedule;
- General Summary.
- Schedule of Rates or Schedule of Quantities and Rates (if without Bills of Quantities).
- Summary of Tender (if without Bills of Quantities).
- Schedule of Drawings.
- Appendices (references to these Appendices should be given in the appropriate parts of the Tender Documents):
- Insurance policies taken out by the Employer;
- Property Management’s house-rules (if not already described in the Specification and Preliminaries); and
- Main Contractor’s house-rules (for Sub-Contract tendering).
Contract Specific Contractual Provisions (other than the Usual Standard Provisions)
- Names of the Employer and Consultants
- Site locations, site restrictions, permissible working hours
- Liability for ground conditions and underground obstructions
- Scope of the Works, nominated sub-contracts and supply contracts, specialist domestic sub-contracts, previous contracts, concurrent contracts, works by public authorities, demarcation, relationship, co-ordination and attendance
- Scope of contractors’ design, statutory submissions, maintenance and warranties
- Time for possession, entry, commencement, completion; allowances for anticipated delays; criteria for certifying completion
- Damages for delay; qualifications by sub-contractors on the level of damages
- Defects liability period, maintenance period
- Form of Main Contract and Sub-Contracts to be used; special conditions
- Excusable events and compensable events
- Payment terms, advance payment, deposit payment, period of interim certificates, grace period for honouring payments, retention percentages, maximum retention, time to release retention
- Drawings and Specification to be used
- Pricing basis, with or without bills of quantities, lump sum or remeasurement
- Any adjustments for cost fluctuations
- Liability for insurance of the Works, third party, employees, construction plant and temporary buildings; limits of indemnity; levels of excesses / deductibles
- Amount of surety bond
- Phasing requirements and consequential effects on completion certificate, damages for delay, retention, defects liability, maintenance obligations, insurances, bond, etc.
- Specific requirements on hoardings, Employer’s site office
- Responsibilities for source and consumption of temporary water, lighting and power
Considerations when dealing with Drawings
- How detailed should the Tender Drawings be when the design is to be further developed by the Contractor? The significances of being too detailed or too vague.
- Distinguish between:
- Drawings actually issued to tenderers
- Drawings available for inspection
- Standard Drawings
- BQ (Taking-off) Drawings
- Tender Drawings
- Preliminary design drawings to be submitted by the tenderers
- Contract Drawings
- Shop Drawings
- Installation Drawings
- Field Drawings
- Working Drawings / Construction Drawings
- AI Drawings
- As-built Drawings / Record Drawings
- How to manage these drawings to avoid discrepancies
Usual Deficiencies in Tender Documentation
- Incomplete design
- Inconsistent terminology
- Imprecise descriptions
- Errors and omissions
- Too complicated specifications
- Not procurable
- Outdated provisions
- Insufficient ground investigation
- Government approval and consent not in time