TENDER PLANNING TENDER DOCUMENTS TENDER DOCUMENTS Tender Schedule

TENDER PLANNING

TENDER DOCUMENTS

TENDER DOCUMENTS • • Tender Schedule Notice Inviting Tender (NIT) Instruction to Tenderers (IT) Special Conditions of Contract (SCC) Special Specifications General Conditions of Contract (GCC) Standard Specifications

PRE-TENDER PLANNING • SITE SURVEY, SOIL INVESTIGATION, DESIGN, DRAWING • Defeciency due to • LACK OF MANPOWER • LACK OF EXPERTISE • CULTURE OF LACK OF FAITH IN PROJECT PLANNING

PRE-TENDER PLANNING • SOLUTION • DEVELOPMENT AND DEPLOYMENT OF EXPERIENCED AND TRAINED STAFF • CONSULTANCY SERVICES • Expertise/skill very important – • Guidelines for PMC

SCOPE OF TENDER Considerations • Overall Project Plan • Economics of scale • Nature of work • Technical feasibility • Availability of contractors; their financial and technical competence – Policy changes by Rly Bd for large contracts

DESIGN AND FORM OF CONTRACT SELECTION OF FORM OF CONTRACT • SCHEDULE CONTRACT • RAILWAY DESIGN • DESIGN BY CONSULTANT • LUMP SUM CONTRACT - DESIGN BUILD

DESIGN AND FORM OF CONTRACT FACTORS TO BE CONSIDERED • AVAILABILITY OF DESIGN EXPERTISE • INTERFACE MANAGEMENT ISSUES • RISK ALLOCATION TO CONTRACTOR • RLY BD GUIDELINES • As per Rly Bd/CVC instructions, Contractor (consultant) ( as well as its sister concerns) who carries out design should not be awarded construction contract (unless unavoidable)

ESTIMATED COST FOR TENDER (Rly Bd Lr No. 94/CE-I/CT/4 dt. 17. 09. 97) • On the basis of average of a no. of LARs , catering for special features – Site condition, type of work – Completion period – Availability of labour and material – Law and order – Etc. • Escalation based on Bldg cost index/ RBI index

ESTIMATED COST FOR TENDER (Rly Bd Lr No. 94/CE-I/CT/4 dt. 17. 09. 97) • Non-schedule item – Where inescapable – Rate to be derived from items in SOR, using market rate to cater for variation in the item

ASSESSMENT OF RATE • Rate Analysis – Rate Analysis should correspond to the process specified for execution – Requirement of labour and material – Rly Analysis of Rates/ Assessment – Material input – rate from market – Labour input – Govt. rates – Taxes – as per prevalent rates – Contractors’ profit

PREPARATION OF TENDER SCHEDULE • Select Items of work from a Master Schedule, as far as possible • Due care should be taken while incorporating NS Items – Attributes, specifications and system of measurements to be laid down adequately

TENDER SCHEDULE • To be properly structured • Structure to reflect different sections of works, such as Foundations, Structurals, Architecturals, etc. – Quotation of individual rates/ % rates by tenderer – Monitoring/ control of variation • Defining milestones for stage payment in Lump sum contracts

TENDER SCHEDULE • Important conditions having financial implication (e. g. stage payment) should preferably be mentioned in Schedule itself

TENDER SCHEDULE SCC • To be approved (by JAG/SAG officer ) • Vetting necessary only in the rare urgent cases where tenders are called without sanction of detailed estimate • Vetting not required for zonal/ revenue work of Open Line where estimate is not required • System of indicating rates for individual items in the schedule/ tenderer quoting a common % may be preferred, where ever possible

TENDER DOCUMENT (Rly Bd. Lr. No. 93/CE-I/CT/11 dt. 4. 5. 93 ) • Properly secured and each page serially numbered • One copy of the booklet duly approved by the authority inviting tender should be kept on the tender file each page duly signed by the officer authorised • Issue - documents should be initialed on each page by the section in charge, dealing with the tenders

NOTICE INVITING TENDER (NIT) - NOTICE • A tender notice is to be published in newspapers and on website • Description of work • Approx. cost work • Time of Completion • Earnest Money details • Cost of tender documents

NOTICE INVITING TENDER (NIT) NOTICE • Place, date and time of submission/opening of tender • Place and time of availability of tender documents • Minimum eligibility criteria • Authority inviting tender

TENDER NOTICE (Rly Bd Lr No. 2008/ CE-I/CT/21 dt. 05. 03. 2009) • Tender Notice in newspaper to be crisp and clear, and need not be lengthy – Name and location – Approx. cost – Cost of tender – Office address

TENDER NOTICE • Tender Notice in newspaper (contd…. ) – Earnest Money – Completion period – Date and time of submission/ opening – Web site and notice boards where complete detail are available • Corrigendum/ addendum – In all concerned newspapers and web/ notice board as original notice – Web site to specify date upto which tenderes should look for update/ corr/add

NOTICE INVITING TENDER (NIT) DOCUMENTS • ‘Notice’ forms a part of NIT • Further, details of – Scope of work – Site conditions – Geo-technical Report etc. – Technical details, such as scheme of work, minimum requirement of plant and machinery etc. – Interface with other contractors – Other relevant information

TIME OF COMPLETION • Time of completion may affect cost of work • Milestones can also be included in tender – May prescribe minimum number of men and machines required to achieve the targets • Incentive Bonus Payment – For ‘Doubling’ and ‘Traffic Facility’ works – @ 1% per month, upto 6% • Time frame for Railway to supply land, drawings, materials etc. to be indicated ? ?

INSTRUCTIONS TO TENDERERS (IT) • Instructions to tenderers regarding filing of tender • Earnest money details and conditions • Time period for validity of offer • Reference tender documents • Documents required to be submitted

INSTRUCTIONS TO TENDERERS (IT) • Tenderer to visit site of work • Instructions and conditions on filling up of rates – Rebate/ conditional rebate • Constitution of the firm • Person authorised to sign the tender

INSTRUCTIONS TO TENDERERS (IT) • Special condition by tenderers – Normally, no condition – If any, in a separate covering letter, Financial value to be mentioned – Right of Accepting Authority (Railway) • Processing of tender by Railway – Negotiations – Acceptance in full/ part – Conditions for rejection (summarily/liable to)

SPECIAL CONDITIONS AND SPECIFICATION • Conditions should be ‘specific’ and ‘unambiguous’ • Suitably organised ; repetition should be avoided • Liability of tenderer ( as well as Railways ) should be clearly indicated • Mechanism for dealing with changes • Details of Statutory clearances, taxes etc. , should be clearly indicated

SPECIAL CONDITIONS AND SPECIFICATION • Develop standard documents at the Railway (/Divisional) level • Keep it updated (as per latest instructions on ) • Reference to Codes/Manuals • Specify testing requirements and acceptance criteria • Method of measurement • Payment conditions

SPECIAL CONDITIONS v. Before calling the tenders for highly specialised work the special conditions for carrying out the special work should invariably be got approved from HQs (Ref: Bd’s Lr. No. 99/CE-I/CT/43 dt, 5. 8. 99) v. Condition having financial implication should be got approved by competent authority with Accounts vetting

SPECIAL CONDITIONS AND SPECIFICATION • Specification of new product/ system to be thoroughly studied, proper market survey should be done before incorporating the same in Tender documents – Functionally similar products of different make (and cost) – Factors to be considered • Performance • Rate • Monopoly

TENDER CONDITIONS • Normally, in case of conflict – Tender Schedule and Foot notes below Items of work/Schedule prevail over Special Conditions and Specifications – Spl Conditions prevail over GCC – Spl Specifications prevail over Std. Specifications • This is to be clearly stated in the tender document

SPECIAL CONDITIONS : GENERAL • Commencement of work • Dismantling – Dismantling plan – Level of supervision ( min SSE-in-charge for major dismantling) • Safety measures at work site – No infringement to SOD – Work in presence of Rly Engineer(SSE/JE) – Competency certificate by AEN to contractor’s supervisor – Conditions for plying of road vehicles near running track

SPECIAL CONDITIONS : GENERAL • • Program for completion of work Security Deposit Performance Guarantee Variation in quantity and its rate Price Variation Payment of Advance Bonus Incentive Clause

SPECIAL CONDITIONS: GENERAL • Engagement of Engg. Diploma/ Degree holders – Mandatory for training purpose – May not be sufficient for supervision • Tools and plants to be hired from Rly • Recovery of Taxes • Quality assurance and reduced payment (for finish, if not important) • Claims/ Arbitration