ASSIGNMENT 4

PROFESSIONAL PRACTISE

SCHOOL OF PLANNING AND ARCHITECTURE NEW DELHI

DEPARTMENT OF LANDSCAPE ARCHITECTURE

Submitted by:

Baitaliki Sarkar

SPA/NS/LA/579)

Vidhi Agarwal

(SPA/NS/LA/598)

MLA 4th Sem. (IInd Year)

What is the need for tender document for a landscape project. Explain briefly the documents which
together form the "Tender" for a large-scale landscape project.

TENDER is an invitation from the owner to the contractor to execute some work at specified cost in
specified time. It is published in the form of tender notice in news papers, notice boards, gussets , etc.
according to the cost of works.

Classification of tenders:

1. Open tender– An oral talk or written document between the Engineer and the Contractor for
certain small jobs to be performed. Sometimes it is advertised.
2. Sealed tender—Invited for important or huge projects; wide publicity is given; always written
documents are made.
3. Limited tender—Only a selected no. of contractors are invited to quote their rates
4. Single tender—Invitation is given to only one firm to render a service by quoting their rates. If
the quoted rates are high, it will be negotiated prior to the agreement of the contract.
5. 5. Rate contract—usually adopted for supply of materials, machine, tools & plant, etc. (items to
the store). It specifies the supply at a fixed rate during the period of contract. The quantities are
not mentioned in type of contract and the contractor is bound to accept any order which would
be placed before him.

For a CONTRACT to be valid, there must be an offer from the owner in the form of tender notice
to get some specified work to be executed and there must be an acceptance from the contractor
to execute the work, both the offer and the acceptance must be definite and legal.

Procedure for inviting tender:-

1. Preparation of tender documents

2. Issue of notice inviting tender or tender call notice
 3. Submission and opening of tenders and their scrutiny
4. Acceptance of tender and award of contract

Information to be given in a tender notice :-

1. Name of the department inviting tender

2. Name of work and location
3. Designation of officer inviting tender
4. Last date and time of receipt of tender
5. Period of availability of tender document
6. Cost of tender document
7. Time of completion and type of contract
8. Earnest Money Deposit to be paid
9. Date, time and place of opening the tender
10. Designation of the officer opening the tender

Information to be given in a tender document:-

1. General conditions of tender

2. Schedule of items of work with clear specifications
3. Special conditions
4. The notice inviting tender in specified form like PWD 6
5. Layout plan, location of work
6. Division in which location is situated
7. Schedule of quantities of work
8. Nearest road/railway link
9. Set of drawings including working drawings
10. Availability of materials in the vicinity
11. Detailed specifications or reference to standard specifications for each item of work
12. Complete architectural and structural drawings
13. Schedule of stores to be issued by the owner of the project indicating the rates and their place
of supply
14. Schedule of tools & plant and other facilities to be made available by the owner, indicating the
conditions, hire charges and place of delivery
15. Rate of supply of power and the point of supply
16. Location of water supply point
17. Time for completion and the progress to be made at intervals of time
18. Conditions regarding employment of technical
19. Weather conditions in the area
20. Amount of EMD and the form in which it is to be paid
21. Insistence on Income tax and sales tax clearance certificate
22. Amount of Security deposit to be paid/ deducted from running bills of contractors should be
notified in the tender call notice
23. Mode of payment for work done
24. Power to reject tenders without assigning reasons
25. Penalty conditions for slow progress and delay in the completion of work
26. Designation of arbitration authority in case of disputes
What is the need for tender document for a landscape project. Explain briefly the documents which
together form the "Tender" for a large-scale landscape project.

The purpose of principles for Tendering is to provide a framework for the effective, consistent and
efficient management of tendering practices throughout any construction project. The principles set out
in this document can be equally applied to any industry involving the delivery of a new product or
service. Successful projects have generally started with the use of best practice tendering processes.

Tendering also has the potential to stimulate innovation in the way services are provided and is an
opportunity to re-evaluate pricing structures and incentives.
Some of the benefits of going out to tender include:

• Due diligence: providing the best possible value for money outcome from the procurement
activity
• Compliance and regulatory requirements – this is particularly relevant for government
organisations and other industry sectors with legislative obligations
• Maintaining a competitive marketplace with companies fighting for your business
• Helping your organisation to understand what alternatives and options are available in the
market place
• Keeping any current supplier on their toes
• Being able to drive the agenda on your terms not those of the supplier
• Involving key stakeholders in the selection process to obtain their buy in
• Better value: in the form of price reductions, better service, higher quality products or other
value adds

• Commitment: on the sellers side for wanting to run the process formally, on the responders side
by investing the time to respond
• Audit trail to show review and selection process if challenged.

Tenders should be seen as the mark of good governance in an organization, part of a wider business
strategy and not something run only when an existing supplier goes through a merger or acquisition,
client/supplier relationships break down or if a new leadership team comes in and wants to shake things
up. Instead it should be seen as a best practice process that achieves some of the benefits of the list
above.

Standard Tender Documents

1. List of Contents
2. Notice to Tenderers
3. Notice 03 Form of Tender
4. Separate Price Schedules
5. Deletions
6. Additions
7. Summary fro Form of Tender (Yellow Sheet)
8. Summary for Form of Tender – Alternate Bid
9. Bidders Information Sheets
10. Contractor Environmental Acknowledgement Form
 11. Prime Contractor Management Status
12. Bid Bond
13. Consent of Surety
14. Consent of Surety to Furnish Contract Performance Bond
15. Consent of Surety to Furnish Contract Performance Bond and Labour and Material Payment
Bond
16. Performance Bonds
17. Contract Performance Bind
18. Labour and Material Payment Bond
19. Waiver Form
20. Memorandum of Agreement

Write a short note on significance of maintaining documentation and written records at site.

• The purpose of any field report is to document the project progress and general conformance
with the construction documents.
• When we maintain a proper site visit report we document about each and every thing
happening in the site be it a good construction or a defected one. Then the report is generally
sent to the construction firm asking to make the necessary changes. In future if the site has any
similar problem and the client complaints anything the site visit report can save the architect
from any further problem. General Contractor shall be wholly responsible for project safety and,
as such, must have all procedures in place to protect workers and public.