1.

INTRODUCTION

Tender documents serve as a crucial tool for organizations to procure goods,

services, or works from external vendors. These documents outline the
requirements, evaluation criteria, and legal terms necessary for a fair and
transparent bidding process. The structure and content of tender documents
may vary across organizations, depending on their industry, procurement
policies, and project scope.

This micro-project aims to compare the tender documents of three different

organizations, analyzing key aspects such as eligibility criteria, scope of
work, evaluation methods, and contractual terms. By highlighting
similarities and differences, this comparison will provide insights into best
practices and strategic approaches adopted in procurement.
Objectives of the Study

The primary objectives of this study are:

• To analyze the structure and content of tender documents from three

different organizations.
• To compare eligibility criteria, scope of work, and evaluation methods used
in each tender.
• To identify similarities and differences in procurement practices across
organizations.
• To assess the transparency and fairness of the bidding process.
• To provide recommendations for improving tender document formulation
based on best practices.
TENDERING

WHAT IS TENDER?

DEFINITION

• Tendering is the process of choosing the best and cheapest company to supply goods
and services by asking several companies to make offers for supplying the goods and
services.

Tender is an offer which incorporates the sum of money, time and other conditions required
to carry out the contract obligations in order to complete a project or a part of it consisting
of specified works.
1.PRINCIPLES OF TENDERING

Tendering is governed by key principles to ensure fairness, transparency,

and efficiency in the procurement process. The following are the
fundamental principles of tendering.

1. Transparency

• All tendering processes must be open and clear to all participants.

• Procurement rules, evaluation criteria, and contract terms should be publicly
accessible.

2. Fair Competition

• All potential bidders should have an equal opportunity to participate.

• No bidder should receive preferential treatment.

3. Value for Money

• The procurement process should aim to achieve the best quality and service at the
most reasonable price.
• Evaluation should balance cost with quality, reliability, and efficiency.

4. Integrity and Accountability

• Ethical standards must be maintained to prevent fraud, corruption, or conflicts of

interest.
• Decision-makers should be accountable for their actions and decisions.

5. Confidentiality

• Sensitive bidder information, such as pricing and technical proposals, should be

kept confidential.
• Prevents unfair advantages and maintains trust in the process.

6. Compliance with Regulations

• Tendering must adhere to relevant laws, industry standards, and organizational

policies.
• Ensures legal protection and avoids disputes.
TYPES OF TENDERING

Tendering methods vary based on the nature of the procurement, project complexity, and
organizational policies. The main types of tendering include:

1.OPEN TENDERING
This usually takes the form of an advertisements in a national or local
newspapers inviting contractors to apply for tendering competition for
carrying out the work. The main characteristic of which are given usually the
deposit is required in order to discourage frivolous applications. The deposit
is returnable on submission of a tender. In this method allows any contractor
to submit a tender to an advertised project.

• PROCESS
Client advertises openly in the press or the trade publications inviting contractors to apply
for the project

Contractor that is able to undertake the project would request a tender document

After receiving the tender from the architect, the contractor may be required to give a
deposit and to ensure a bona fide tender. This is done to filter out the contractors who are
not interested in submitting a tender.

ADVANTAGES

• Keep competition from large number of applicant.

• Possibility to get competitive price.
• No chance for favourism.
• Provide opportunities to new comers, unknown contractors to enter to the market.

DISADVANTAGES

• Time and cost taken to review the large number of applicant

• Difficult to evaluate and select best one from wide range of
applicant.
 2. SELECTIVE TENDERING

Contractor apply to be included on an approved list maintain by an employing body often

an architectural practice, local authority or statutory body. These organizations have
extensive knowledge and experience of individual contractors and regularly review
contractor performs and approval list from such list. There are able to select contractors
most suited to the contract the number invited will according to the value of the contract.

Note

• Compile a list of preferred builders for the project.

• Based on builders established skill. Reliability and proven competence for the type
of work given.
• Each contractor is bend ask to provide a tender.

ADVANTAGES

• Cost of tendering is reduced.

• Time consuming for the tender evaluation is reduced.
• Allow only capable and approved firms are to be tender.
• Provide limited competition and easy to screen and select.

DISADVANTAGES

• Let’s competition forces high tender sum.

• Opportunities for collusion among competitors and mislead the time.
• Mis opportunities. (new comers)
• Industry complain those who have not short listed.
 3. NEGOTIATED TENDERING

In this process only well reputed contractors are been negotiated by inviting them to submit
their tenders. Client can contractors determine the perimeters for negotiation before
commencement of the project. The maintenance of positive relationship during the
negotiation process in essential.

WHY CLIENT WENT TO NEGOTIATE?

• Business relationship
• Contractor, finance project (client find difficult to finance then negotiate with the
builders who is willing to finance the project)
• Continuation of contract
• Special circumstances (only one contractor available to work)
• Special expertise of equipment
• Wish to take advantages of the builder’s specialized knowledge at the design stage.
• To have quick start

ADVANTAGES

• Expected quality and functions can be achieve more.

• Speed up the entire project.
• The project objective and definition may be managed. (builders involvement of the
design stage)

DISADVANTAGES

• Non-competition forces for high tender sum.

• Less formality make course more contract administration inquiries.
• Lack accountability.
 4. TENDERING PROCESS

Tendering process can be divided in to six stages. These stages are shown in below picture.

STAGE 1: PREPARATION

• Final completion of drawings, specification, measurement/take-off process.

• Choose conditions of contract.

• Parties involved: architect, engineers, QS, client, project manager

STAGE 2: APPROVAL TO TENDER

• Discussion and decision on type of tender to be used.

• Selection of tender:

• Selective

• Negotiate

• Parties involved: client, consultant, project manager.

STAGE 3: TENDER DOCUMENTATION

• Letter of invitation to tender

• Letter of acceptance

• Bills of quantities

• Relevant drawings

• Schedule of rates

STAGE 4: INVITATION

• Based on selection of tendering methods

• Open/competitive / bid tender – produce tender notice

• Selective-shot listed contractors will be invited to tender if they wish

• Negotiated-only one contractor is approached- direct entry to project

STAGE 5: PROCESSING

• Received tender submitted by contractor

• Tender assessment / evaluation.

• Completed tenders are received

• Arithmetical check

• Reasonable tender sum

• Reasonable completion time

• Capabilities of tenderers under considerations

• Tender recommendation/report- tender board

STAGE 6: AWARD CONTRACT

• Pre-award meeting with contractors validation of lowest complying bid

• Validate lowest bid – Pre-contract meeting with contractor for contract signing
 5. TENDER DOCUMENTS

Tender documents are prepared to seek tenders (offers).

Also tender document help to maintain & protect the relationship between client &
contractor.

DOCUMENTS OF TENDER

1. Invitation for bid

2. Instruction to bidder
3. Standard forms
4. Condition of contract
5. Form of tender
6. Bidding data
7. Contract data
8. Specifications / general and special
9. Bills of quantities (BOQ) with pricing preambles

10.drawings

11.Schedules of additional information

• Sample copy of letter of acceptance

• Sample copy of bank guarantee for performance bond
• Schedule of day work rates
• Sample copy of bank guarantee for advance payment
• Subsoil investigation report
• Special/particular specifications
NOTICE TO TENDERERS

This document contains a Project Summary, a listing of Tender Documents, key dates,
validity period, contact details, number of copies required and details of tender
submission location and timing.

CONDITIONS OF TENDERING

This document details the overall Tender Process including the Delivery Method, Probity
issues, Communication issues, the Criteria for Selection and the Evaluation Process.

TENDER FORM & SCHEDULES

These documents request specific information from the Tenderers concerning the works.
For example, Tenders are generally required to provide an overall cost, a breakdown of this
cost, a program, details of manpower, plant and equipment, personnel, subcontractors
and methodologies. The Tender Form is a formal statement of the Tenderer’s offer to supply
services in accordance with the Tender Documents.

CONDITIONS OF CONTRACT

This document contains the General Conditions of Contract which sets out the contractual
basis for carrying out the works. In addition, the Special Conditions are sometimes
included which are unique to the client and/or project.

SPECIFICATION

Depending on the type of Delivery Method chosen, this document may be a Project Brief or
a detailed Specification of the works. These documents set out the performance and
technical criteria for the project.
0.1 PWD (PUBLIC WORK DEPARTMENT)

DETAILS OF WORK

NAME OF WORK:
CONSTRUCTION OF INTERNAL ROAD FROM KOTHALA TO
KOTHALA TANDA, TO GHANSAWANGI, DIST. JALNA.
Estimated Cost put to tender : `.17,40,172/-
Earnest Money : `. 17,000 /-
The EMD. Exemption Certificate is not allowed
Total Security Deposit 4% (Four percent) `. 68,000 /- (50% in cash at
the time of Agreement and 50% from R.A.bills).

TENDER SCHEDULE
Cost of Tender Form : 560/-
Period for DownloadingTender Forms : https://maharashtra.next
Sub portal https://organizations.maharashtra.nextprocure.in
Date of Pre-bid meeting : Not Applicable
Last date and time for online bid preparation and Hash submission
(technical and financial): Refer Online schedule on portal
https://maharashtra.nextprocure.in
Date and time for online bid data decryption and Re-encryption
(technical and commercial) : Refer Online schedule on portal
https://maharashtra.nextprocure.in
Receipt of online EMD, stamp paper of Rs. 100/-Bond Affidavit
(Original) in prescribed format Given in Annexure I sworn before
Executive Magistrate / Notary and Tender Document fees, To be paid
online only via Payment Gateway Mode / TDR of Additional
performance Security Deposit (If required) / Location Map of Hot Mix
Plant : Document Tender Fee and EMD to be paid via Online mode
only.

Registration class : Unemployed Engineer

TO BE FILLED IN BY THE BIDDER
I/We have quoted my/our offer in percentage rate in words as well as
in figures. I/We Further undertake to enter into contract in regular
“B-1” form in Public Works Department.
Name and signature of Unemployed Engineer with complete
address
 GOVERNMENT OF MAHARASHTRA

PUBLIC WORKS DEPARTMENT

INVITATION FOR TENDERS
Detailed Tender Notice
NAME OF WORK : CONSTRUCTION OF INTERNAL ROAD FROM
KOTHALA TO KOTHALA TANDA, TQ.GHANSAWANGI, DIST. JALNA.
Online percentage rate tenders in ‘B-1’ Form are invited by the
Executive Engineer, Public Works Division, Partur for the following
work from Unempoyed Enginner of Jalna District in appropriate
class of the Public Works Department of Maharashtra State. The
name of work, estimated cost, earnest money, security Deposit,
time limit for completion etc. are as under.
Tender form, conditions of contract, specifications and contract
drawings can be downloaded from The eTendering portal of Public
Works Department, Government of Maharashtra i.e.
https://maharashtra.nextprocure.in sub portal
https://organizations.maharashtra.nextprocure.in after entering the
details, payment of Rs. 560/- (Rupees Five hundred sixty only)
should be paid online using payment gateway. The fees of tender
document will be non refundable. Further information regarding the
work can be obtained from the above office. Tender acceptance is
subject to verification of documents uploaded by the Bidder.
Uploading of any false information or document by the Bidder will
result in rejection of bid And action as may deem fit will be taken by
the department against the Bidder.
0.2 DETAILED TENDER NOTICE ZP
Executive Engineer, Works Department, Zilla Parishad, Thane
NOTICE INVITING E-TENDER (OPEN) THANE-18/2021-22
Additional Chief Executive Officer, Zilla Parishad, Thane invites
online percentage rate tender from Contractors registered with Zilla
Parishad Thane for following works in Thane District.
1. The complete bidding process will be online (E-tendering). All
the notifications regarding this tender notice hereafter will be
published online on website http://mahatenders.gov.in
2. Bidding document can be seen and downloaded from the
website http://mahatenders.gov.in for from 18.00 PM on
02/09/2021 to 09/09/2021 up to 18.00 PM.
3. The bid can be submitted in electronic format on the website
http://mahatenders.gov.in from 18.00 PM on 02/09/2021. The
deadline for submission of bid is up to 18.00 PM on Dt.
09/09/2021.
4. Bids must be accompanied with online payment in form of Net
banking certificate. It should be drawn in favour of “MAH e-
procurement payment” payable at Thane.
5. Bid shall be treated as ‘invalid’ if scanned copy of Net banking
certificate is not submitted online along with the bid.
6. Technical Bids will be opened online if possible on 13/09/2021
at 15.00 PM on website http://mahatenders.gov.in at the Office
of the Additional Chief Executive Officer, Zilla Parishad, Thane.
7. The Performance Security deposit in the form of Demand Draft
as per PWD, GR (Marathi) CAT/ 2017/Ch.No.8/Bldg 2.Dated
26/11/2018 and Dated 27/09/2018 drawn from Nationalized Bank
or the Scheduled Banks shall be in the favor of Chief Accounts &
Finance Officer, Zilla Parishad Thane.
9. Goods and Service Tax (GST) are applicable as per
Government guidelines.
03. NOTICE INVITING PROPOSAL OF CIDCO
1. CIDCO of Maharashtra Limited through the process of e-
tendering invites “On-line” limited e-bid Proposal for
Appointment of Travel Agency for booking of Air Tickets
(International / Domestic) / Train Tickets/ Hotels/ Vehicles and
other related services mentioned hereinafter :

3. This BID DOCUMENT is non-transferable. Joint

Venture/Consortiums shall not be permitted. The EMD of
Successful bidder will be converted into a Security deposit with
CIDCO till its contract gets over.