Tender Reports in Construction

Tender Reports in ConstructionTender report is an summary or evaluation report that was prepared by a bill surveyor about the tenders which stash awayted by the tenderers. This report was prepared to give suggestions to the public sector client, i.e. the g everywherenment or the private sector employer about the best contractor for the vomit through evaluating the submitted tender documents in various aspects and to establish a legal injury for the ensuing contract. afterwards taking the recommendations from tender report and advice from the consultants into favor, the client or employer demoralize out select his or her preferable choice of contractor. The throughout process and results of the tender evaluation are keep confidential.Upon the submission of tenders from the tenderers, a Tender Board or a Tender Assessment Panel lead be formed. Tender Board or Tender Assessment Panel is a group of freelance officers which included the quantity surveyor, to carry out a tender receipt process for competitive tenders, revise and confirm best and final offers. The tender mature meets on a set date at a specified time to open and process tender documents submitted which they then forwarded to acquisition teams for commercial, expert and monetary evaluation. The Tender Board leave alone ensure that tenders are opened and processed in an open and transparent way.In addition, the tenders ordain 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 extension 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 tendering party should be obtained at least two weeks in the lead the breathing out of val idity date.Generally, the tender evaluation process can be divided into two plays, i.e. preliminary stage evaluation and final stage evaluation. The preliminary stage of tender evaluation or also known as Preliminary Analysis, comprises of analysis on executeness of tender, analysis on compulsory documents and analysis on borderline capital need for the examine, whereas the final stage of tender evaluation comprises of analyses on skilful and monetary 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 effrontery of tender evaluation is the tender must be submitted before the tender closing 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 after than that, it is fall under the category of late tender. Late tender will non be accepted o r of submitted, not opened for further consideration due to reasons of fairness and accountability. This is normally applied to public sector projects where the standards pertaining to transparency and accountability are especially high. However, the decision whether to open and consider much(prenominal) a tender is purely at the discretion of Tender Board and the private sector employer. Furthermore, tender amended by the tenderer on his or her own inaugural whether in writing or other forms, without consent from the project client or employer will also be rejected for consideration.After that, the Quantity Surveyor will conduct 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 ensure that the tenderers to be considered are just in term of tender price, complete of required documents and know sufficient capital to commence works.Firstly, the Quantity Surveyor will analyse the tenders whether the tenderers have offered the reasonable tender price. For giving medication projects, if the number of tenderers is less than 10 persons, the department estimate or consultants estimate will be used for the comparison 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 surgical incision 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 to avoid project implementation failure due to the contractors unfitness to undertake or complete the works caused by awarding contract to a tenderers with too low or unrealistic tender price. Therefore, usually just now tenderers with tender price above or equal to the cut-off price will be considered and evaluated. In addition, completion period proposed must not exceed the score of estimated completion period.Then, the Quantity Surveyor will check the aspect of Completeness of Offer or Tender submitted by the tenderers. Some elements of Completeness of Tender which taken into consideration are the invent of Tender must be signed, the signature must be the authorized person, tender price must be stated in the Form of Tender, readjustment 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 deficiency or mistakes which may affect the current contract practices in legal aspects, are qualified to be considered. Tenderers which failed to do so, the ir 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, bank accounts monthly statement, banks report on company financial 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 d one 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 proof 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 isolating palpable errors on pricing, but the tender amount remains unaltered. This bill 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 finish all the requirements in the preliminary stages evalu ation, then the tenderers are considered or qualified for the final stages evaluation. The final stages evaluation is carried out based on a grading 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 sum total value of same and similar nature of tendered works completed in the past five years. This is to get know that whether the tenderer is qualified or have similar nature of works experiences for the tendered project.Next, it will analyse the tenderers second 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 execute the project. Marks are given according to their financial capability.After this, it followed by t he third aspect of tenderers technical capability assessment, i.e. the technical workers and possession of basic 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 p reliminary and final stages of tender evaluation have completed, the results, justification, recommendation, and tenderers necessary detail development and facts will arrange and compiled together 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.