PRETENDER PLANNING

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PRE-TENDER PLANNING
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WHEN TO FLOAT TENDER

• Float tender when you are Ready to Execute.
• Clause 36(3) of GCC-If suspension is more than 3
  months at a time .. The contractor may treat it
  as an abandon of the contract by the Railway.

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CALLING OF TENDER BEFORE SANCTION OF ESTIMATE

• In extremely urgent cases with prior concurrence
  of Associate Finance and personal approval of
• DRM for works costing upto Rs. 50 lakhs
• PHOD for works costing upto Rs. 1 crore
• GM for works costing more than Rs. 1 crore
• Sanction of detailed Estimate is necessary before
  award of contract
• REF Bds Lr. No. 94/CE-I/Ct/4 dt. 17.9.97

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STAGES IN PRE-TENDER PLANNING

• Site Survey
• Scope of Tender
• Design
• Drawings
• Selection of items
• Rate Analysis
• Assessment of Quantity

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STAGES IN PRE-TENDER PLANNING

• Preparation of Schedule
• Time of completion
• Type of tender
• Tender conditions other tender documents
• Eligibility Conditions
• Notice Inviting Tender

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SITE SURVEY

• Topography
• Ground conditions including soil and drainage
• Existing structures and their disposal
• Access to site
• Space for keeping material, camp etc.
• Availability of material

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SITE SURVEY

• Availability of skilled and unskilled labour
• Transport arrangement
• Local restriction forest,traffic etc.
• Local body regulations
• Disposal of construction waste

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CONSIDERATIONS FOR DECIDING SCOPE OF TENDER

• Geographical suitability
• Technical feasibility
• Availability of contractors their financial and
  technical competence
• Economics of scale
• Tender Value
• Risk involved
• Fund availability

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DESIGN

• Design should cater to the requirement of user.
• Design should take into account the constraints
  of site.
• Design should be executable and, normally, there
  should be no need for changes during execution.
• Design should utilise local and commonly
  available materials to the extent possible.
• Special precaution to be observed should be
  highlighted.

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DRAWINGS

• Should be available in time for estimation,
  tendering and execution
• Should be sufficient in detail
• Should conform to specifications and special
  conditions
• Approval of other departments should be taken
  wherever required.

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PREPARATION OF SCHEDULE

• If possible select from master schedule
• Language to be simple
• Meaning of words to be taken as in trade
• Description of items to correlate with
  specifications
• Description should avoid expressions like as
  required/ as necessary.
• Testing requirement and acceptance criteria to be
  clearly indicated.

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PREPARATION OF SCHEDULE

• Dismantling and removing of existing track
  including turnouts of any classification,including
  hauling of materials such as rails,sleepers(excep
  t concrete sleepers) and fittings etc. as per the
  direction of Rly.Engineer including dismantling
  of concrete / masonary foundations with all
  contractors labour, materials,transport
  arrangement ,tools and plants etc.(Note Payment
  shall be released after material is transported
  and stacked in Rlys Depot)

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PREPARATION OF SCHEDULE

• Due care should be taken while incorporating NS
  Items no ambiguityattributes, specifications
  and system of measurements to be laid down
  adequately.
• Normally rate should be inclusive of only those
  activities which have been considered in rate
  analysis
• Generally, rate should not be sweeping-incl. Of
  all lead, lift,crossing of lines etc.Specify
  lead etc.Pay for extra
• No overlap ( of activities etc)

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NINETY FIVE PERCENT SYNDROME

• Contractors complete major items of work
  amounting to about 95 of contract value but tend
  to avoid/delay minor finishing works which cost
  about 5 of contract value.
• Frame payment conditions to link and hold part of
  payment of related main item(s) of work with
  execution of these items.

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RATE ANALYSIS

• Take all activities of an item of work in account
  
• Take reasonable wastages of material and labour
  into account
• Incorporate all taxes/cess required to be paid
• If based on LARs take into consideration
• Location
• Currency
• Else, Base on current market rates

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RATE ANALYSIS

• Rate Analysis should correspond to the process
  specified for execution.
• Explore possibility of linking rate of supply
  items with inflation.
• Why not re-imburse taxes paid than have rates
  inclusive of all taxes?

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ASSESSMENT OF QUANTITY

• Realistic assessment of quantities based on site
  conditions and design/drawings
• If practical, give location-wise quantities in
  schedule
• Units and method of measurement should be
  indicated in unambiguous words
• Avoid any unnecessary statements

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TENDER SCHEDULE

• These tender schedules may be approved by the
  JAG/SAG officers.Vetting of tender schedule
  should be necessary only in the rare urgent cases
  where tenders are called without sanction of
  detailed estimate.Pre-vetting will also not be
  necessary in case of zonal works and revenue
  works in Open-Line for which detailed estimates
  are not to be framed.
• System of indicating rates for individual items
  in the schedule and asking the tenderer to quote
  a common percentage for all the items in a
  schedule/all schedules may be preferred
  where-ever possible.

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TIME OF COMPLETION

• Should be reasonable
• Should take into account mobilisation time,
  weather, availability of labour, clearances
  required, diversion of utilities
• To be workes out depending on the proposed
  methodology for execution
• Time frame for Railway to supply land, drawings,
  materials etc. to be indicated ?

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TIME OF COMPLETION

• The work should be split into activities for
  assessment of time required for execution
• Apart from overall completion time milestones can
  also be indicated in tender
• May prescribe minimum number of men and machines
  required to achieve the targets

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TENDER CONDITIONS

• Be careful with use of words e.g. summarily
  rejected/liable for rejection.
• Specify scope
• Specify site conditions
• Contractor to visit site before tendering
  (undertaking)
• Validity of Tender
• Meaning should be clear and unambiguous

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TENDER CONDITIONS

• Cost of work indicated in tender should be
  realistic.
• Tender to be floated For and on behalf of
  President of India.

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CONTRACT CONDITIONS

• Normally in case of conflict
• Spl Conditions prevail over GCC
• Spl Specifications prevail over
  Std.Specifications
• Foot notes below items of work/schedule prevail
  over Std. Specifications
• This is to be clearly stated in the tender
  document.

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SAMPLES OF TENDER CONDITIONS

• The General Conditions of Contract.with up-to
  date correction slips shall form part of the
  Contract.
• The plain cement concrete and reinforced cement
  concrete shall be carried out in accordance with
  Indian Railway Standard Concrete Bridge Code 1960
  with Correction Slips issued from time to time.

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CONTRACT CONDITIONS

• Conditions should be specificshould not be
  open-ended.
• Suitably organised repeatition to be avoided
• Details of Statutory clearances, taxes etc.,
  should be clearly indicated
• Liability of tenderer to be clearly indicated
• Mechanism for dealing with change.

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CONTRACT CONDITIONS

• In cases involving advance payments to private
  firms, the agreement should invariably contain
  penalty clause and payment of liquidated damages
  by defaulting firm by way of interest on the
  money advanced to it. (Bds Lr.No. 58-B (
  C)2498/II/7th Report dt 12-6-56 )

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SPECIAL CONDITIONS GENERAL

• Before calling the tenders for highly specialised
  work the special conditions for carrying out the
  special work should invariably be got approved
  from Headquarters office.(RefBds Lr.
  No.99/CE-I/CT/43 dt,5.8.99
• Maintenance Period scope of maintenance (items
  covered under maintenance,conditions)
• Construction and Maintenance of service roads
• Responsibility of setting out
• Disposal of dismantled debris
• Methods of Measurement
• Hidden measurements

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SPECIAL CONDITIONS GENERAL

• Tests
• Organisations from whom test certificate/results
  are acceptable
• Procedure for collection and sending of samples
• Explosives
• Procurement
• Transport
• Storage
• Regulations for Blasting.

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SPECIAL CONDITIONS GENERAL

• Tools and Plants to be hired from Railway
• Which machines can be offered on hire. No
  obligation
• Railways Driver/Operator
• Hire Charges Inclusive of consumable store?
• Period for charges Actual days uses or whole
  period ?

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SPECIAL CONDITIONS GENERAL

• Site Facilities
• Land
• Electricity Water
• Availability
• Charges, Terms
• Liability in case of non-supply, delayed supply
  etc.

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SPECIAL CONDITIONS SUPPLY OF MATERIAL BY
RAILWAY

• Which materials to be supplied by Railway
• Free of Cost/On chargesspecify charges
• Store from which material will be supplied
• Store to which material can be returned
• Assessment of weight as per standard weight or
  as per actuals ?

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SPECIAL CONDITIONS SUPPLY OF MATERIAL BY
RAILWAY

• Length of rods to be supplied
• Wastage Permitted
• Disposal of wastage
• Rate for Recovery
• Safety and Custody of Material

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SPECIAL CONDITIONS FOR P.WAY CONTRACTS

• Progress of Work
• Program of work
• Speed Restriction
• Agreed Damages for Poor Progress (.to be
  included after careful thought..)
• Method for execution
• Caution order
• Traffic block
• Speed Restriction

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SPECIAL CONDITIONS FOR P.WAY CONTRACTS

• Quality Standards at various stages of progress
• Alignment Level
• Disposal of muck
• Track Parameters and Tolerances
• Weight of P-Way material
• Safe Working Practices.

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SAFE WORKING PRACTICES (PARA 826 OF IRPWM)

• Contractor not to start work in absence of Rly
  Supervisor
• Road vehicles/machinery not to cause infringement
  Demarcate/Barricade
• Contractors supervisor/Workmen to be counseled.
  Certificate to Supervisor.
• Unloaded material to be kept clear of moving
  dimension and stacked.

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P-WAY CONTRACTSLIABILITY OF CONTRACTOR

• Speed Restriction
• Detention to Trains
• Accident

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SPECIAL CONDITIONS FOR P.WAY CONTRACTS

• Tools and Plants
• Materials
• Receipt
• Transportation
• Storage
• Security
• Indemnity/Bank Guarantee

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• Released material
• Prior survey
• Day to day safe custody
• Periodical accountal
• Night working
• Maintenance Period

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SPECIAL CONDITIONS FOR EARTHWORK

• List of specifications to be followed
• Significance of Guidelines for Earthwork
• Method to be prescribed for compaction
• Method to be prescribed for stacking of
  cut-spoils
• Allowance for shrinkage
• Slope for embankment and cutting
• Blanketting Materialprocess of blending etc.
• What if specified degree of compaction is not
  achieved ?

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SPECIAL CONDITIONS FOR EARTHWORK

• Method of classification of soil
• Method of measurements
• Dealing with extra cuttings
• Tests and Acceptance Criteria
• Precautions during execution
• Conditions for use of explosives

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SPECIFICATIONS

• Avoid Non-Quantitative works like superior, to
  the satisfaction of engineer etc.
• Avoid specifications which cannot be estimated
• Avoid specifying a sole source
• Specify testing requirements and acceptance
  criteria
• Reference to Codes/Manuals.
• Mechanism to deal if specifications are not met.