Tendering Procedures for Construction Facilities - Desklib

This study material provides information on the tendering procedures for construction facilities. It covers the statement of ethics, tendering procedures, financial justification and arrangement, contractual terms, quality assurance and control requirements, and safety requirements. The document also includes references for further reading.

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1. Definition
Principal- The Brisbane shall invite tenderers for provision of construction facilities.
Tenderer- All the eligible persons who have the capability of providing constructions works shall
be invited to submit their proposal forms.
1.1. Statement of Ethics
This particular tender shall be based on the following principles;
a) Honesty and fairness shall be demonstrated to all the tenderers.
b) The tender document shall specify all the requirements clearly.
c) All parties shall adhere to the legislative obligations.
d) There shall be similar tender conditions to all parties.
1.2. TENDERING PROCEDURES
The procedure mentioned below shall be used in awarding the contract to eligible tenderer.
1.2.1. Obligation of the Principal
1.2.1.1. Pre-tender
1.1 The tenders are invited to hand over their Financial and Technical Proposal for
transportation services needed. The submission of a technical report may be done in case the
client has intentions to apply standard conditions of engagement and scales of fees for
professional services.
1.2 The price to be charged for tender document shall not exceed 5000/=
1.3. The tenderer will not be allowed to review the tender document free of charge before
making the purchase.

1.4. Please note that the cost involves in preparation of the proposal and negotiating the
contract is not recognized as a direct cost of the assignment.
1.2.1.2. Tender document
3.1 The proposal of the tenderers shall be written in English.
3.3 During preparation of the technical proposal, the tenderers must give attention to the
following;
i. If the firm considers that it does not have all the expertise for the assignment
ii. Alternative professional staff shall not be proposed and only one Curriculum Vitae may
be submitted for each position (Moelmann, 2009, p. 178)
3.5. The Technical Proposal shall provide the following information using the attached standard
form
i. A brief description of the firm organization and an outline of the recent experience of
assignment of a similar nature.
ii. A description of the methodology and work plan for performing the assignment.
iii. The list of a proposed staff team
iv. CVs recently signed by the proposed professional staff and authorized representatives
submitting the proposal.
v. Estimates of the total staff inputs
3.6 The Technical Proposal shall not include any financial information
3.7. During the preparation of the technical proposal, the tenderers shall express the prices of
their services in figures, commissions, and gratuities to be paid if there is any. The proposal
must remain valid for 60 days after the submission date.
Tendering
1.1.2.3. Call for tenders

Brisbane Company invites the eligible tenderers firms to provide construction materials
which shall be used in the construction of Brisbane Airport. The filled tender documents MUST
be enclosed in plain sealed envelopes marked with the tender number and be deposited in the
tender box provided at Uhuru plaza opposite room 415 opposite Uhuru Gardens. Quality Cost
Based Selection shall be used in selecting the eligible tenderer.
1.1.2.4. Receipts of tenderers
4.1 The tenderers to prepare the number of copies of the proposal as indicated.
4.2 The original and all copies of Technical Proposal shall be placed in a sealed envelope labeled
TECHNICAL PROPOSAL (Seyeres, 2009, p. 321)
1.1.2.5. Closing of tenderers
On 21st September 2018 the tendering process shall be closed and no proposal shall be
accepted after that particular mentioned date and time. LATE proposal forms shall be returned
to various owners.
1.1.2.6. Evaluation of the proposal
6.1 In case the proposal shall not meet the marks needed then the tenderer shall be notified.
6.2 The financial proposals shall be opened in the presence of all the representatives
representing the tenderers. The prices and the name of every tenderer will be announced
loudly when the financial proposal is opened.
6.3 The finance committee will assist in determining whether the financial proposals are
complete.
6.4. The formula for determining the financial score will be Sf= 100XFM/f where sf is the financial
score; F is the proposal price.
6.5 The evaluation of the tender will be done within 21 days commencing from the date of
opening the tender.

6.6 The variations of the contract price shall not be allowed for the contracts not exceeding 12
months or one year.
5.2 The below criteria will be used during the evaluation of the proposals by the appointed
committee.
POINTS
Specific experience of the tenderer related to the assignment 20%
Adequacy of the proposed work plan and methodology in responding to
the terms of reference.
30%
Qualifications and competence of the key staff for the assignment 30%
Sustainability to the transfer of Technology program 20%
Total Points 100%
1.1.2.7. Negotiations
7.1 The negotiation will entail discussing the technical proposal, work plan or proposed
methodology and any suggestions.
7.2 The negotiation will also include the contract draft form.
7.3 For the purpose of the negotiation, a team will be appointed by the procuring entity.
7.4 Award of the contract
7.6 The tenderer selected is expected to commence the assignment on the date and location
specified in the document
7.7 The parties involved in the contract shall have it signed within 30 days from the date of
notification of the contract award (Kiiver, 2014, p. 19).
1.2.2. Obligation of tenderers
Support- The client shall use his best effort to make sure he renders assistance to the contractor
in case he is needed.

Services and facilities—All the services and facilities shall be made available to the contractor
(Brook, 2016, p. 120).
1.2.2.1. Evaluation of tender document
The processing of price variations will be done by procuring entity within 30 days. The
evaluators shall have no access on to the financial proposal until the conclusion of technical
evaluation (Uher, 2009, p. 96).
Formulation of tenders- None of the tenderers shall engage in unlawful activities but only those
mentioned in this particular document.
2. FINANCIAL JUSTIFICATION AND ARRANGEMENT
2.1. Source of funds
All the capital needed to fund the project shall come from the tenderer project and he
or she will be paid after the completion of the job.
2.2. Summary of cost
Cost Currency Amount
Subtotal
Taxes
Total Amount of Financial
Proposal
…………………………..
……………………………
…………………………..

3. CONTRACTUAL TERMS
3.1. Laws Governing the contract- This contract is the meaning and interpretation
and the relationship between the parties and shall be governed by the Laws of
Australia.
3.2. Language-The execution of the contract has been done in the English language
which shall be the binding language for all matters relating to the meaning and
interpretation of the contract.
3.3. Services-All the services needed shall be performed at the location specified at
the beginning of the document (Kelvin, 2008, p. 56).
3.4. Authorized Representatives- Any action needed to be taken will be executed by
the officials specified in the document.
3.5. Taxes and Duties- All the contractors and subcontractors shall pay their fees,
taxes, and duties under the law of Australia (Greg, 2008, p. 21).
3.6. Commencement of services- the contractor will start carrying out services 30
days after the contract becomes effective.
3.7. Expiration of the contract- The termination of the contract shall take place at
the end of time period, after the effective date as specified in SC.
3.8. No Breach- The failure of a party to fulfill any of its duties under the contract
shall be considered to be a breach.
3.9. Payment-During the period of his inability to perform the services, the
contractor shall be entitled to continue to be paid.
3.10. Termination of the contract-The client shall terminate this contract by not less
than 30 days’ written notice of termination to the contractor (Downings, 2011,
p. 78).
3.11. Terms and Conditions of Payment-The payment will be made to the
contractor's account and the remaining payment will be made after attaining all
the conditions listed in SC.

3.12. Interest on Delayed Payment-Payment shall be made within 30 days of receipt
of the invoice and relevant documents and in case of delays then the contractor
shall be paid simple interest for each day of delay at a rate of three percentage
points (Ayeni, 2011, p. 32).
3.13. Dispute resolution-The parties shall use their best effort to settle the arising
disputes amicably or in connection with contractor its interpretation
4. QUALITY ASSURANCE AND CONTROL REQUIREMENTS
4.1. Customer quality focus- The principal shall require researching on customers’
needs, responding to the customers need and measuring the customers’
satisfaction.
4.2. Quality Leadership- The shall need quality leadership so that to establish
organization clear vision, setting challenging goals and targets, training and
provision of required resources to the people.
4.3. Involvement of people- The principal shall require full involvement of people in
this particular task so that people to identify constraints to their performance,
people to evaluate their performance and to understand the importance of their
duties and contribution in the organization.
4.4. System approach-The principal shall require structuring of a system to achieve
the objectives, harmonizing and integrating of processes.
4.5. Mutual benefit- The principal shall require establishment of joint development,
sharing of information, pooling of expertise, clear and open communication.
5. SAFETY REQUIREMENTS
5.1. Safety management review- Tenderers shall confirm their understanding of the
requirements.
5.2. Safety implementation- The tenderer shall abide by all the safety procedures
and process of the tendering company
5.3. OHS policy- The principal shall allocate the budget for OHS professional, ratio
safety officers to workers and appointment of OHS professional.

References
Atkin, B. (2014). Total Facilities Management. Ridders digest.
Ayeni, O. (2011). Principles of Tendering and Estimating. Hauffe Gruppe.
Brandt, T. (2007). Tendering. Wiley.
Brook, M. (2016). Estimating and Tendering for Construction. Adventure Works Press.
Collins, S. (2008). Effect of Competitive Tendering on Value in Construction. Grupo Planeta.
Downings, M. (2011). Winning Government Tenders. Gakken.
Greg, B. (2008). Construction Tendering and Estimating. Adventure Works Press.
Kelvin, C. (2008). Tendering for Civil Engineering Contracts. HarperCollins.
Kiiver, P. (2014). The Practice of Public Procurement. Cambridge University Press.
Lewis, H. (2012). Bids, Tenders and Proposals. Scholastic.
Marsh, P. (2008). The Art of Tendering. Sanoma.
Moelmann, L. (2009). The law of Performance Bonds. McGraw-Hill education.
Rees, G. (2012). Code of stimating Practice. Hachette Livre.
Sayers, P. (2012). Managing Sports and leisure Facilities. Informa.
Seyeres, P. (2009). Competitive Tendering. China Publishing Company.
Uher, T. (2009). Fundamentals of Building Contract Management. Simon & Schuster.