35 days bid procedure for construction project

Construction Management Toolkit

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The 35 Days Bidding Process FLOW CHART

Procurement Management

Pre-qualify sellers/bidders

Invitation for pre-qualification to bid Template : ID @CMT

Pre-qualification criteria Template : ID @CMT

Invitation For Bid (IFB) Template : ID @CMT

Pre-Bid Conference Presentation Minutes of Meeting Attendance Sheet Bid Bulletins (See attached template)

Day 1

Deadline of submission of queries

Day 7

Submission of bids – Initial Seller Proposal Template

Template : ID @CMT Day 13

Bid evaluation - Initial

Day 20

Clarificatory meeting

(Clarification of some issues based on bid documents , requirements and details )

Day 24

Submission of clarified bids

(clarified bids due to some raised issues , revised proposal) - Final

Day 27

Negotiation

The Management will conduct a meeting with

the winning bidders/seller for price or amount consideration including the discount.

Day 29

Issuance of Notice of Award (NOA) or Notice to Proceed ( NTP)

Day 31

You can assume 4 days to get response and Initial Documents from Sellers / Bidders



Template ID : ET-COM-064 Revision : 000

Reference No. : CM-PEC-LTR-0001-2013 Date : September 01 , 2013 Page 1 of 1

ATTENDANCE SHEET Pre-Bid Conference

Project : NAME OF THE PROJECT Location : PROJECT LOCATION Venue : LOCATION OF THE MEETING Time Started : Time Time End : Time

ATTENDEES:

NAME COMPANY EMAIL / MOBILE NO. SIGNATURE

Company Address: Tel :0000000

Fax : 0000000 Email : info@

Website: www



Template ID : ET-COM-064

Revision : 000

Reference No. : CM-PEC-LTR-0001-2013 Date : September 01 , 2013 Page 1 of 7 Project : NAME OF THE PROJECT Location : PROJECT LOCATION Subject : PRE BID CONFERENCE MINUTES OF MEETING Venue : LOCATION OF THE MEETING

ATTENDEES:

Name - Company Name Name - Company Name



The meeting was called to order at TIME . Starting with the presentation from PRE BID CONFERENCE PRESENTATION of Name of Project Manager/Representatives from Name of Company and followed by queries and clarification from the bidders.



Website: www




Revision : 000


ITEM NO. MATTERS DISCUSSED RESPONSIBLE

DUE DATE

1.0 CONSTRUCTION PROJECT TEAM P.E.C - Owner Company A - Project Management Company B - Architectural and Engineering Designs

Noted

2.0 PROJECT DESCRIPTION

Describe briefly the construction project.

Noted

3.0 PROJECT OVER VIEW General Construction Package.

1. Project Site Development 2. Civil and Structural Works 3. Architectural Works

• Interior Finishing Works • Exterior Finishing Works

4. Electrical and Auxiliary Works 5. Sanitary and Plumbing Works 6. Fire Protection Works

7. Mechanical Works

Noted






DUE DATE

4.0 SCOPE OF WORK

The following items was explained and to be included in the scope of the General Contractor. 01. PRELIMINARY 1. Mobilization and Demobilization 2. Permit and Licenses

• Environmental Clearance • Environmental and Natural Resources Department - Permit to Cut trees. • Barangay / Area Clearance • Zoning Clearance/Location Clearance • Building Permit • Plumbing and Sanitary Permit • Mechanical Permit • Electrical Permit • Fire Safety • Certificate of Electrical inspection • Mechanical Permit to Operate • Occupancy Permit

3. Survey and Layout 4. Existing Utilities and Structures

• Site Access • Site Acceptance as Found • Protection of adjacent structures and

buildings(provision of soil stabilization based on geotechnical data)

• Protection, Diversion of Existing Mains, Utilities and Services

5. Insurances and Bonds • Performance bond • Surety bond • Contractor’s All Risk Insurance ( CARI) • Guarantee/Warranty Bond

6. Contractor’s Site Management 7. Safety and Security 8. Project Quality Provisions

Noted






DUE DATE

9. Temporary Site Facilities

• Site Offices ( Contractors, Owner’s Representative, Project Management)

• Maintenance of Toilet Facilities • Temporary hoarding, canopies and

walkways. • Regular housekeeping ( provision on

disposal of debris)

02. EARTHWORKS 1. Removal or cutting of existing trees 2. Removal of all underground utilities 3. Excavation (provision on disposal and dump site area) 03. CONCRETE WORKS 1. Concrete 2. Reinforcing Steel bars 3. Formworks, scaffolding and shoring 04. MASONRY WORKS 05. METAL INSTALLATION 06. THERMAL AND MOISTURE PROTECTION 07. DOORS 08. WINDOWS,CURTAIN WALL,LOUVER,SKYLIGHT AND CANOPY 09. FINISHES 10. CASEWORKS AND SPECIALTIES 11. FIRE PROTECTION 12. PLUMBING WORKS 13. HVAC 14. ELECTRICAL WORKS 15. ELECTRONIC SAFETY AND SECURITY 16. TESTING AND COMMISSIONING For Item 11 to 16, the owner may opt to deduct from the contract of the General Contractor . The cost of deduction shall be based on the declared amount in the Bill of Quantities.

Noted




Revision : 000



DUE DATE

DIRECT CONTRACTORS PROVIDED BY THE OWNER 1. Supply and installation of Structured Cabling System 2. Supply and installation of Telephone System 3. Supply and Installation of CCTV 4. Supply and installation of Fire Detection and Alarm System 5. Supply and installation of Public Address (PA System) 6. Supply of Pumps 7. Supply of Lighting Fixtures 8. Supply of Plumbing Fixtures 9. Supply and installation of Elevator Equipment 10. Supply of Air-conditioning equipment

• The General Contractor will supply and install the roughing-ins for CCTV, PA System, and Fire Alarm, Detection System and Telephone.

• The General Contractor will install the Owner

supplied materials and equipment (OSME) as stated in items 6, 7, 8 and 10.

Noted

5.0 BID DOCUMENTS COMPOSITION

1. Tender Documents – One(1) Bound 1.1 General Conditions 1.2 Technical Specifications 1.2.1 General Requirements 1.2.2 Civil 1.2.3 Architectural 1.2.4 Specialties 1.2.5 Masonry 1.2.6 Electrical 1.2.7 Mechanical 1.2.8 Thermal and Moisture Protection 1.2.9 Plumbing 1.2.10 Fire Protection

Noted






DUE DATE

1.2.11 Openings 1.2.12 Wood and Plastic components 1.2.13 Finishes

2. Bill of Quantities – One(1) Bound 3. Bid Drawing Plans – A0 Size 4. Bid Bulletins ( If Issued) 4.1 General Conditions 4.2 Technical Specifications 4.2.1 General Requirements 4.2.2 Civil

Additional Bid Documents to be issued as Bid Bulletin

1. Contract Agreement Template 2. Bill of Quantities (B.O.Q) 3. Geotechnical investigation Report 4. Foundation As-Built Drawing of the two adjacent structures

Noted

6.0 – 8.0

OTHER ENTRIES PRESENTED FROM PRE BID CONFERENCE PRESENTATION

Noted

9.0 QUERIES AND CLARIFICATION

10.0 SITE INSPECTION A site visit /ocular inspection was conducted by the group after the pre-bid conference/meeting.

11.0 OTHER MATTERS

A site visit /ocular inspection was conducted by the group after the pre-bid conference/meeting.





There being no other matters to be discussed the meeting was adjourned at TIME.

The Minutes of Meeting is the recollection of what transpired at the meeting. If no corrections/amendments or other information within two (2) days from the receipt of the minutes, this will be considered reflective of the accounts of what transpired and therefore considered approved. Prepared by: _________________ Name and Signature Noted by: _________________ Project Manager




Revision : 000

Reference No. : CM-PEC-LTR-0001-2013 Date : September 01 , 2013 Page 1 of 1 Attention : ALL BIDDERS

Project : NAME OF THE PROJECT Project Package : General Construction Works

Location : Project Location Subject : BID BULLETIN No.1

Sir / Ma’am, Please see attachments for our BID BULLETIN NO.1 . 1. Pre Bid Conference Minutes of Meeting : 7 pages 2. Pre Bid Conference Presentation (PDF file) : 25 pages Respectfully Yours, _________________ Name and Signature Project Manager Received by : _________________ Name and Signature / Date:

Role Company



Website: www




Revision : 000

Reference No. : CM-PEC-LTR-0001-2013 Date : September 01 , 2013 Page 1 of 2 SELLER’S / BIDDER’S COMPANY NAME

Address Attention : SELLER’S NAME / COMPANY REPRESENTATIVE

Role Project : NAME OF THE PROJECT Project Package : GENERAL CONSTRUCTION WORKS Location : Project Location Subject : NOTICE TO PROCEED Gentlemen,

After the detailed and due diligent evaluation of various tender we receive for the general construction of the Proposed Name of the project , we are pleased to inform you that we have decided to award, in your favor, the GENERAL CONSTRUCTION WORK PACKAGE, under the following terms and

conditions.

1. The Contract Sum to carry out the work shall be in the total Lump Sum Amount of USD : Amount in words( $ Amount in figure), inclusive of all withholding taxes, VAT and all other pertinent local and national taxes, overhead, and cost of labor and materials and all costs necessary for the proper execution of the works.

2. The Date for Possession of the Site and Commencement of the works shall be month , day and year.

3. The Completion Date for the whole works shall be month , day and year..

4. All other terms and conditions as stipulated in the Bid Drawings, Technical Specifications, Bid Bulletins, and other related bid documents shall remain.

Pending execution and perfection of our Contract, this letter shall serve as your Notice to Proceed with the execution of the works. Please coordinate with our Project Management Consultant, Company A, for the proper delineation of works. If you agree with the foregoing; please indicate your conformity by signing on the space provided below.

Owner’s Company Logo Company Address: Tel :0000000


Website: www



Reference No. : CM-PEC-LTR-0001-2013 Date : September 01 , 2013 Page 2 of 2 We look forward to working with you the soonest. Very truly yours, OWNER’S NAME / REPRESENTATIVE Role With Conformity: SELLER’S NAME or COMPANY REPRESENTATIVE / Date Signed

Role