Invitation To Tender
An invitation to tender may follow the completion of a pre-qualification questionnaire (PQQ) in response to an advert posted by the client and perhaps a pre-tender interview. The purpose of apre-qualification questionnaire and pre-tender interview is to enable the client to produce a list of suppliers that are likely to be most appropriate for their particular project who will then be invited to tender. This helps reduce inefficiency and wasted effort in the tender process.
An invitation to tender might include:
- A letter of invitation to tender.
- The form of tender.
- Preliminaries (including pre-construction information and site waste management plan).
- The form of contract, contract conditions and amendments.
- A tender pricing document (or contract sum analysis on design and build projects).
- A drawing schedule.
- Design drawings.
- Specifications (an output-based specification on public projects).
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. This makes the tender easier to price for the contractor and easier to compare with other tenderers for the client. It is important when this is done to ensure that the interfaces between packages are properly identified and clearly allocated to one package or another. Having too many packages increases the number of interfaces and so the potential problems. The cost plan (pre-tender estimate) should also be re-assembled package by package to allow easy appraisal of tenders received.