How to prepare a tender document

How to submit a tender? What is a tender document? To plan the project properly, the contractors will need: A framework to cost the job. A timescale to price the work, mobilise for the work, and physically carry out the work. A copy of the legislative framework.

A commercial incentive to carry out the works — contractors are in the business of making a profit, after all. Once you know what is expected in a tender , organize a team to address its various sections and manage. Plan and Write to Win. There are at least two basically distinct tendering documents: 1. RFQ - request for quotation. This is a document inviting tenders to be submitted.

It is issued by someone who wants something 2. In a formal, traditional construction project in United Kingdom, a bill of quantities is used as a form of cost planning and mapping to monitor and control the construction cost during the execution or post-contract period of construction. A tender (or quotation) itself. In re first part: Briefing notes are pretty much what the name suggests - short, often bullet pointed documents setting out clearly the key areas of the topic under debate.

Guidelines on how to prepare tender documents The role of tender specifications As part of the tender preparation , the draft technical specifications should be re-checked with user groups and other stakeholders in respect of budget estimates and the definition of actual needs. A contract or tender document in construction industry is an agreement between two parties which they intend to be legally binding with respect to the obligations of each party to the other and their liabilities. The third piece of documentation for a tender proposal is a letter of agreement. The letter can be very general or very specific, depending on the job.

A letter of agreement will state when the job will start, give a target date for the completion of each product or service, and payment terms. Ideally, tender documents should be broken down into a series of packages (even if there will only be one main contract ) each with its own design drawings and specifications suitable to be issued by the main contractor to potential sub-contractors. The tender documents , Project Initiation Document Template contain information regarding the purpose of the tender , name of the company, address of the company, contact details of the person in charge, details of the pricing and lots of other relevant data. Only a nominal fee should be charged for the tender documents , solely to cover the costs of reproduction and of despatching the documents by courier. For many companies this is the key to expansion through public or private sector tendering.

Cover Everything Asked. If the client has provided pre-qualification documents, make sure that you cover everything. Break your tender document up into defined sections and consider using tabbed inserts in your presentation to differentiate them. Also, consider using colour-coding as a visual aid and relate this back to the contents section. The tender documents, Project Initiation Document Template contain information regarding the purpose of the tender , name of the company, address of the company, contact details of the person in charge, details of the pricing and lots of other relevant data.

This invitation to tender template is smarter than word and PDF docs, and makes your tenders easier to manage and more professional. An invitation to tender (ITT) is a formal invitation created and issued by one company (e.g a client or asset owner) to another company (e.g a contractor or subcontractor) to make an offer for the supply of goods and services. Here are some tips on editing and supplying your tender : Keep sentences and paragraphs short, punchy and businesslike. Use bullet points and headings to break up text.

Decide on a typeface, layout and type size - not too small - and stick to them. If you provide goods or services to other businesses or the public sector, you may have to compete for contracts by submitting a tender. Although value for money can be an important component of many tenders, the way you price your bid can also make the difference between winning or losing business. Prepare a price for a tender.

In your tender document , your overall price should be set out in both words and figures. It should be clear which currency you are dealing in and whether your price includes VAT. You should also state how long your prices will be valid for.