Tender Reports in Construction

at cast Reports in ConstructionTender invoice is an abridgment or military rank sketch that was prepargond by a criterion surveyor ab step forward the in the raws which acquiesceted by the nakeders. This wrap up was prepared to give suggestions to the habitual sector node, i.e. the government or the private sector employer about the beaver asseverator for the bug out by dint of evaluating the submitted tender documents in various panoramas and to take a leak a price for the ensuing contract. After taking the recommendations from tender report and advice from the consultants into comity, the client or employer impart select his or her preferable resource of contractor. The throughout surgical process and results of the tender paygrade are keep confidential.Upon the calmness of tenders from the tenderers, a Tender Board or a Tender estimation Panel every last(predicate)ow for be formed. Tender Board or Tender Assessment Panel is a group of independent officer s which included the quantity surveyor, to give tongue to out a tender receipt process for war-ridden tenders, revise and confirm best and final offers. The tender board meets on a set employment at a specified m to open and process tender documents submitted which they then forwarded to acquisition teams for commercial, technical and monetary valuation. The Tender Board go forth control that tenders are opened and touch on in an open and transparent way.In addition, the tenders will be evaluated and recommendations will be made to the the client and the Tender Board. The approval and acceptance of a tender is made within the validity period of tender, which is normally 60 days as set in the tender document. To avoid the character reference of one tender, tender should be evaluated and recommendation made within 30days from the date set in the handing over of tender. In case tender has to be extended due to unavoidable circumstances, agreement from the recommended tender ing party should be obtained at least two weeks before the expiry of validity date.Generally, the tender evaluation process can be divided into two storys, i.e. preliminary item evaluation and final stage evaluation. The preliminary stage of tender evaluation or also known as previous Analysis, comprises of analysis on completeness of tender, analysis on compulsory documents and analysis on minimum chief city needful for the foresee, whereas the final stage of tender evaluation comprises of tumbles on technical and pecuniary capabilities of the tenderers. Besides that, arithmetical check will also be carried out on the tenders along the tender evaluation process.Before the tenders to be taken into consideration, the precondition of tender evaluation is the tender moldiness be submitted before the tender remnant date and time set out in the Letter of Invitation to Tender, i.e. usually before 12.00pm noon of the tender closing date. If the tender was submitted later than th at, it is fall under the category of late tender. new-made tender will non be authoritative or of submitted, not opened for further consideration due to reasons of fairness and accountability. This is normally employ to public sector projects where the standards pertaining to transparency and accountability are curiously high. However, the closing whether to open and consider much(prenominal) a tender is purely at the discretion of Tender Board and the private sector employer. Furtherto a greater extent, tender revise by the tenderer on his or her own initiative whether in make-up or other forms, without consent from the project client or employer will also be rejected for consideration.After that, the Quantity Surveyor will proceed the preliminary or first stage of tender evaluation process, i.e. Preliminary Analysis. It is an assessment system based on a few precondition set to determine whether the tenderers are qualified to be considered for the next stage evaluation. Purposes of this assessment system are to reassure that the tenderers to be considered are mediocre in term of tender price, complete of required documents and piddle fit capital to commence works.Firstly, the Quantity Surveyor will analyse the tenders whether the tenderers constitute offered the valid tender price. For government projects, if the anatomy of tenderers is less than 10 persons, the department betoken or consultants estimate will be used for the likeness of tender prices. Usually, a variation price of 15% of department estimate or consultants estimate for tender prices offered by tenderers is assumed reasonable. If the number of tenderers is 10 persons or more than that, the Public Works Department will adopt the cut-off method to shortlist the tenderers for further evaluation. A cut-off price is established as the minimum tender price which is assumed feasible and reasonable to be accepted in accordance to market price through a statistical method. This is t o avoid project implementation failure due to the contractors inability to sign up or complete the works caused by awarding contract to a tenderers with too low or unrealistic tender price. Therefore, usually provided tenderers with tender price above or equal to the cut-off price will be considered and evaluated. In addition, completion period proposed must not trump the range of estimated completion period.Then, the Quantity Surveyor will check the aspect of Completeness of bye or Tender submitted by the tenderers. Some elements of Completeness of Tender which taken into consideration are the Form of Tender must be signed, the signature must be the authorized person, tender price must be utter in the Form of Tender, registration with Contractor Services Center (PKK) or Construction Industry Development Board(CIDB) must be valid and have stated the proposed completion period. Only tenders that complete and free from any lack or mistakes which may affect the current contract p ractices in licit aspects, are qualified to be considered. Tenderers which failed to do so, their tenders will be mentioned as INCOMPLETE to the client and stated the reasons.The following process is to check the aspect of Sufficiency of Compulsory Documents. All tenderers are obliged to submit all compulsory documents needed which stated in the Instructions to Tenderers for the tender evaluation purpose. The compulsory documents are the company auditors report, edge accounts monthly statement, banks report on company fiscal status and report on current project by resident architect or resident engineer or project manager. These documents are needed to prove whether the tenderers have sufficient financial capability, i.e. possess minimum sufficient capital to start the works. Without submitted the compulsory documents, especially for company financial documents, tender evaluation cannot be carried out and that tender is not qualify to be considered and can be rejected.Besides, an analysis on minimum capital required for the project will be conducted. The analysis will be done on the companys current assets, current liability, bank account statement, fixed deposit, bonds, credit facilities from bankers or suppliers, overdraft and bank loan. Hence, the company financial documents submitted by the tenderers will form a basis or verification for this evaluation aspect. For government projects, the minimum capital analysis is made through calculation of 3% of the Builder Works value based on department estimate.Along the tender evaluation process, the Quantity Surveyor will carry out the arithmetical checks on the tender documents. It comprises of correcting arithmetical errors in extensions, casting, etc and insulate palpable errors on pricing, but the tender amount remains unaltered. This assess is to correct mistakes for the purpose of future variation. A detailed examination of Bills of Quantities including comparison of prices will also be carried out on all tenders submitted.If the tenderers have fulfilled all the requirements in the preliminary stages evaluation, then the tenderers are considered or qualified for the final stages evaluation. The final stages evaluation is carried out based on a marking or scoring system which the marking are made objectively and quantitatively for each criterion assessed. Firstly, it will analyse the tenderers first aspect of technical capability, i.e. experience. Assessment is made based on the total value of same and similar nature of tendered works end in the past five years. This is to get know that whether the tenderer is capable or have similar nature of works experiences for the tendered project.Next, it will analyse the tenderers secondment aspect of technical capability, i.e. financial. It is based on the total annum value of project predicted to be provided from the tenderers various sources of finance. It is important to prove that the tenderer has the financial capability to bunk th e project. Marks are given according to their financial capability.After this, it followed by the third aspect of tenderers technical capability assessment, i.e. the technical workers and possession of staple plant and machinery. Assessment is made based on their technical workers, such as architects, engineers, quantity surveyors, technician, and polytechnic and technical works assistants. The tenderers need to submit the KWSP statement and photocopies of Certificates of Workers Qualification to prove that they have qualified and enough number of technical workers to execute the tendered works. The lists of plant and machinery with supporting documents are also required to submit for the evaluation.Lastly, it will analyse the tenderers current works performance. This analysis is aimed to ensure that the tenderers do not have projek sakit, i.e. projects lagged behind 30% or more from the schedule of works or works programme. In addition, it is important to ensure that the tenderers do not have problems of employments determination by other client or employers. After the both preliminary and final stages of tender evaluation have completed, the results, justification, recommendation, and tenderers necessary detail information and facts will arrange and compiled unneurotic in a systematically way to form a tender report and submit to the client or employer.In conclusion, tender report is produced to assist the client or employer in decision making process in order to select most suitable and capable contractor to complete the project within specified time and quality.