TENDER DOCUMENT CONTENTS

The tender document is divided into two types:

The tender document for contract based on the bills of quantities (BQ)
 Usually used for large projects
 Preparation requires a relatively long time
 It can provide as a foundation for assessing the work done for interim payment and work
changes.

The tender document for contract based on drawings and specifications.

 The use to the project to be completed soon due to limited time for Quantity Surveyor had
to prepare Bills of Quantities.
 Suitable for low and moderate project costs.
 The contractor must include the total price for work in bulk only (Lump Sum)

Based on BQ Based on dwgs & specs

1. Letter of invitation to tenderers 1. Letter of invitation to tenderers

2. Checklist for submission of tenders 2. Checklist for submission of tenders
3. Form of offer 3. Form of offer
4. Instructions to tenderers 4. Instructions to tenderers
5. Condition of tendering 5. Condition of tendering
(preliminary work, material evidence and (preliminary work, material evidence and
the work quality) the work quality)
6. Specification 6. Specification
7. Preambles/contractor background 7. Preambles/contractor background
8. Bills of Quantities(BQ) 8. Tender Summary
9. Appendix 9. Schedule of rates
10. Drawings 10. Appendix
11. Drawings

Tender Table Dokument(TTD)

 This document is very similar to the tender document, but usually more complete than the
tender document that is sold to contractors.

 Prepared before tender being offer to contractors or advertised(tender notice).

Documents place at a special special desk@place in the PWD @ residence office.
The tender document is used to enable the contractor get a clear picture of the project
and briefly describe tender contents.

 Usually published during tender notice re-opens until closing date submissions of tender.
DEFINITION OF TENDER NOTICE

 Statement issued by the developer to invite contractors to enter tender for the
proposed project
 Tender notice is to inform the contractors who are interested with important details of
a tender.

TENDER NOTICE ELEMENTS

 Must be attractive and offer complete information about the project so that many
qualified contractors participate to the tender.
 Bids shall be advertised in the local newspapers or posted on the notice board at
the employer's/owner office.

INFORMATION AND CONDITIONS OF TENDER NOTICE

Important information that should be included in tender notice :-

• Logo and name of employer/owner

• Work title
• Type of tender
• Classes to invited contractors
• The head and sub heads
• Payment of the tender document
• Places to take the tender document
• Place and time of the tender documents returned
• Date of site visit, the time and location
• Location for checking TTD
• Time and date to check TTD
• The closing date for tender

DURATION OF TENDER NOTICE PROCESS

 Usually the tender offer published in local newspapers or by notice posted at the owner
notice board two weeks before site visit.

The tender statement(for tender notice) should be
sent to the press at - least two weeks before the advertised date.
STANDARM FORM FOR TENDER PROCESS

The standard form used during the tendering process are:

Form of Quantity Surveyor appointment

This form is a confirmation between developer and quantity surveyor to carry out work related to
the management of Quantity Surveyors in a construction project.

Bond of Performance Form

Is a letter of guarantee issued by a particular bank or financial institution about the financial
position of the contractor, so that owner & consultant will have more confidence in contractor
abilities to construct/handle a works.

Form of Contract
Form of agreement between the contractors and developers to carry out a project. It contains the
terms of agreements and contracts that must be followed by both parties. Form of contract used
is whether JKR203/203A or PAM (equivalent contract)

Contractor Pre-Qualification Form

This form is used by the contractor swho wants to enter the Pre-qualification tender. This form
practised to observed contractor organization to handle a project..Assessment is based on the
number of workers, the number of machines used and the experience of handling previous
projects.

Forms for Small Contractors and Material Suppliers

To appoint an organization as of small contractor or materials supplier for the construction
project.

Summary of Tenderer
This form is used to list the capabilities in terms of financial, capital, plant, personnel and
experience of each participating tenderer.

Form of Current Projects

This form provides an explanation about ongoing construction projects by tenderers.

Form of Tender Error

This form is used to record all the errors made by the tenderers. The error of each element in the
BQ or tender document will be recorded for the make corrections.

Form of Tender Results

Which is the last form being used where QS will recommended the suitable/qualified contractor to
the owner/client to carried out works.
TENDER CLOSING PROCESS

The closure means the tender closing date as stated in tender notice. When the closing date of
the tender, the completed tender documents by tenderers will put inside provided tendering
box. The tender box will be closed and kept in a engineer room. Committee of opening tender will
open the box after meeting/discussion.

THE USE OF TENDER BOX

Box used to keep the tender documents prepared/submitted by contractor.

the contractor. Is acontainer / lockers marked with no. project, project name, date and time
of bidopening and last date of submission.
After the closing date of tender box will be locked and kept in
the room will open bidsjurutera.Peti setetelah Bid Opening Committee meets.

Malay to English translation

OPENING OF TENDER PROCESS AND DUTIES OF COMMITTEE OPENING OFFER

As we have explained the process of opening bid box will be done by members of the bid
opening. Members of this committee usually consists of three officers who were appointed by the
employer. Any documents submitted will be recorded tawarn serial number based on the amount
of the bid documents.
For example, 1 / 10, 2 / 10, 3 / 10, 4 / 10 ... 9 / 10 and 10/10, if there are 10 people participating
tenderers bid. This serial number will be listed in a special form together - similar to the bid price
was ikemukakan. This form is known as a Form of Tender Schedule.
Form of Tender Schedule will be handed over to the other committee to make a tender evaluation
or analysis. The committee must consist of not less than two persons either Quantity or Technical
Officer in the relevant field of work.

TENDER ANALYSIS
Assessment of tenders - tenders work carried out in two stages of assessment and evaluation of
First Stage Second Stage.

First Stage Assessment

The first rating on the lowest tender for a few tender within a reasonable price to meet the
precondition of the following:

Tender Perfection
Tender - tender must be complete and free from all legal ecacatan - legal and reasonable
contract to determine eligibility based on common practice.

Satisfactory Financial Position

Tenderers submitting the evidence or assessment officer is satisfied that the tenderer has a
satisfactory financial position to execute a tendered project.
During the Satisfactory Performance
Tenderers who do not have a project or defined as 'sick' or getting a bad report from the
supervisor or the officer currently facing a termination action is not making satisfactory job
performance.

Tender which do not meet - which is a prerequisite for the Preliminary and failed tidaka deserve
further consideration.

Secondary Assessment
The second stage of assessment is made on a number of tenders that pass the evaluation of the
first stage begins with the lowest tender in order of ascending price tender.
Criteria - The following criteria were used to determine the most advantageous tender for
consideration.

Tender Priceϖ
Tender prices submitted by the tenderer - the tenderer will be compared with the budget
department. Budget Department should first ensure their reasonableness.

Experienceϖ
Evaluation of aspects of the experience is to be made to the tenderer the tender price is very
low. To qualify for a tender to very low or low to be considered, tenderers must be at least two
projects similar to projects tendered by cemerlangya the past five years.

Current Performanceϖ
Working time is not yet approved the project completed by the closing date of tender.Job
performance during the tenderers will be categorized as follows:

Excellence - exceed the actual percentage of progress schedule.

Satisfactory - the same percentage of the actual progress or backward from
schedule of less than 30%.
Current job performance evaluation shall be based on a report from the Superintendent or
Engineer Officer who oversees the project.

Technical Staffϖ
These factors are evaluated based on the number of technical staff, compared with the number of
tenderers AnggaranKeperluan Minimum (CMA) technical staff to carry out the tendered project
satisfactorily.

Plant, Quarry and Millϖ

If technical personnel is less than that prescribed by the CMA, but the tenderer is found to have
quarries, factories, etc., or there are factors - other factors that may support the tender price
factors - factors that may be taken into account.
All the analysis and evaluation will be entered into the tender report for
submitted to the Tender Board to be considered. Then
Tender Board will make selection and results of the successful contractors
to implement the project.

Malay to English translation

OFFER REPORT
Report prepared bids should include - the
following the Tender Board to facilitate the selection of contractors
eligible;
a. A summary of the scope of work to be undertaken as the project name,
determination and so forth.
b. Explain how to invite tenders for the project and
describes when the tender is opened and closed, and the conduct of the tender isover.
c. Lists the tenderer - the price of the tender and the tenderer including the completion of
the tender of the lowest prices first.
d. Review of the mistakes that occurred in the tender and
lists the errors tenderer. In the list of the latest bid price shall be recorded,
includingerrors that occurred if any.
e. Departments to submit budget estimates and the differences with each tenderer.
f. The background of the contractor as the company's name, class, and the list ofprojects the
contractor has been and is being implemented.
g. Suggestions and support to institutions to accept
the offer to eligible contractorsupon the matters above are analyzed and studied.

Malay to English translation

DUTIES AND POWERS OF THE BOARD OF OFFER

Duties and powers of the board of the offer depends on the stage - stage
institute. Stage - the board of bids;

1. Offer Board Federal Level

It is represented by the Director-General of the Public Works Department, Treasury,Ministry
of Economic Planning RayaUnit / State / UPEN or any body / unit concerned.
Offer - This offer is designed to work - work the federal level alone. The
Board isauthorized to confirm the offer of more than RM 250,000.00.

2. State Tender Board

The Board is represented by the secretary of state / Secretary, State Financial Officer, Director
of JKR and others. The Board is authorized to certify deals financedby the state
government alone.

3. Offer Board District Level

The Board is represented by the secretary of state, finance officer for which he is a member
of the committee and the authorities acknowledge the quotation of smalldeals that do
not exceed RM 10,000.00 only.

Malay to English translation

TENDER AWARDS
Award of bid means the offer made to the contractors, ie
bids submitted by contractors and employers are making
receipt of contractor bids.

The employer will issue a letter of acceptance of bids from contractors who
selected, then the contractor could not withdraw. The Contractor shall
sued if the offer is rejected. This is because as soon as the contractor
received a letter of acceptance of offer contractual relations existing between theemployer
and contractors.
Letter of acceptance of the offer may be made in two stages:

a. Letter of Intent (Letter of Intent)

That the contents of the letter to the contractor including the intention to accept the contractor is
subject to the conditions and requirements which must be complied with
by government contractors. This letter is not binding on
the Government to anagreement that a contract existed.

b. Letter of Acceptance (Letter of Acceptance)

That is a letter based on the condition that the offer was dyang associated with the contract. This
is a valid legal document and part of the contract. This letter is issued to the successful
contractors on all matters have been resolved and no further consultation is needed.

Malay to English translation

REJECTION OF OFFER

ϖ Some of the reasons why a bid was not accepted:

ϖ The offer price is too high
ϖ The offer price is too low. If the employee is given the possibility to work notcompleted.
ϖ Work - work which is being conducted by the contractor too much and exceeds the
financial limit registration.
ϖ Record of previous employment is not mememuaskan
ϖ Failure to comply with any conditions of the offer.
ϖ The details of the offer is not completed correctly
ϖ It is not enough financial provision for any one project.

BACK OFFER

ϖ Offer should be called again when the following occurs:

ϖ teralu price offered is low or too high.
ϖ There are errors in the offer document, may be the method of calculation or thedetails of the
painting.
ϖ There is no provision or insufficient to fund the project.