• Definition

1. The documents forming the essence of the

employer’s enquiry, or

2. Document upon which the contractor’s tender

is based in response to the employer’s
query.
• Reflect employer’s procurement policies.
• Minimize ambiguities, discrepancies, errors,
misinterpretation, etc.
• Reflect the employer’s requirement.
• Design and work specification to latest
standard/practice.
• Define nature and extent of work
 Letter of invitation to tender Checklist for submission of tender

Articles of agreement Conditions of contract & appendices

Form of tender Tender specifications

Tender Documentation for

Bills of Quantities
traditional general Tender drawings
contracts based on BQ:
Sample copy of letter of TYPICAL CONTENTS Sample copy of bank
acceptance guarantee for performance
bond

Schedule of day work rates Sample copy of bank

guarantee for advance
Relevant appendices payment

Miscellaneous details Schedule of deviations

1) LETTER OF INVITATION
• Represent the formal documents evidencing the
employer’s request to the tenderer to officially submit his
offer.
• Typical contents:
• A list of document issued
• The tender documentation fee charged
• Details on the submission of the tender, e.g. date, time,
form, place for submission, etc
• Penalty for withdrawal or failure to proceed in the
event of acceptance
CHECKLIST OF TENDER SUBMISSION
• Guides the tenderers in the preparation of the
tender offer, the filling in of the relevant forms,
schedules and appendices and ensures that the
particular requirements of the employer are
fulfilled
• to avoid possibility of tender submission being
rejected due to incompleteness, lack of clarity
and /or mistakes.
ARTICLES OF AGREEMENT AND CONDITION OF
CONTRACT

• Important document that must be issued to the tenderer

or be made known to them prior to their submission of the
tender document.
• In the form of “standard form of contract” depending on
the employer’s preference and circumscribe in an express
form, the rights and obligations of the parties as well as
the allocation of the various risks involved in the
particular contract.
FORM OF TENDER

• A form where the tenderer can fill in details

relating to their offer, including the lump sum
for which they are offering to complete the
works.

•It should not only be substance correct, but

must be filled in carefully by the tendering
party.
SPECIFICATION

• A document which together with the drawings

describes in detail the whole of the workmanship
and materials to be used in the construction.

• The main body of the document normally divided

into trades or elements of construction in much the
same sequence as they would be built.

• Where the specification is to priced, every detail

of the work must be described.
BILLS OF QUANTITIES

• BQ is a document quantifying the works with detailed

descriptions transferred by the QS from
drawings/information provided by the architects,
structural engineers or building services engineers.

• The units of measurement, the amount of information

given and the items which are deemed to have been
included are governed by some mutually accepted
standard rulings stipulated in the contract - Standard
Measurement Method (SMM).
BILLS OF QUANTITIES (cont’d)

• It serves as a vehicle for inviting tenders and an

indispensable tool for controlling cost during and after
construction.

• The BQ aid the tenderers in pricing the work for the

tender without the need to extract and measure the
quantities of work required form the drawings and/or
specifications provided.
SCHEDULE OF RATE

• A list of unit items of work priced at a rate per unit.

The schedule formed is used with the measurement of
work to calculate payment.

• Contracts which do not include BQ but rely on

drawings and specifications, require the contractor to
submit a schedule of his rates used to arrive at the
tender figure in order that the variations can be
accurately and fairly valued.
TENDER DRAWINGS
• A set of drawings illustrating the works to be
constructed and used to calculate the quantity of the
materials needed for tendering purpose.
• A set of drawings may consist of:
• Site location / layout plan
• Plans showing limits of works
• Floor plans
• Sections / Elevations
• Details of various parts of the work including
equipment , systems, etc
APPENDIXES / SCHEDULES / FORMS

They are attachment to the tender documents that consist

of:
• Form for details of the tenderer’s registration
• Forms for details of projects
• Form for details of resources and organizational
structure
• Form for details of financial ability
• Schedule of technical data
DEFINITION
The documents signed by both parties (to a
Contract) and precisely stated in the form of
contract as a ‘contract document’.
• The contract document in building project should
include the following information:
- The work to be performed
- The quality of work required
- The contractual conditions
- The cost of the finished works
- The construction programme
Contract Document normally comprises the following:
1) Letter of Award
2) Form of contract which includes:
- Articles of agreement
- Condition of Contract
- Appendix
3) Contract Drawings
4) BQ, Specifications or Measured Schedule
5) Relevant Document to/from the Contractors.
LETTER OF AWARD

• Letter of award constitutes the employer’s official

acceptance of the contractor’s offer .

• The letter of acceptance should be meticulously

checked for correctness and sufficiency before
inclusion into the draft contract document.
FORM OF CONTRACT

• The form of contract is the principal contract document

that have been developed and agreed by the various
parties in construction industry.
• The form of contract takes precedence over than other
contract document.
• The conditions of contract seek to establish the legal
framework under which the work is undertaken.
FORMS OF CONTRACT (Cont’d)

• The majority of the standard forms of contract

comprises, in one way another, the following 3 sections:
- Articles of agreement
- Conditions of Contract
- Appendix
FORMS OF CONTRACT : ARTICLES OF AGREEMENT

• Are the part of contract which the parties signed.

• The blank spaces in the articles are filled with:
- The names of the employer, contractor,
architect and QS.
- The date of signing of the contract
- The list of the contract drawings
- The amount of the contract sum
FORMS OF CONTRACT: CONDITIONS OF CONTRACT

• The conditions of contract in any of the forms in

general have a large degree of comparability, but
are different in their details.

• It provides the basic legal framework evidencing the

legal relationship between parties, i.e: identifying the
rights, obligations and duties, etc;
FORM OF CONTRACT : APPENDIX

• The appendix to the conditions of contract need to be

completed at the time of the signing.

• The completed appendix includes that part of the

contract which is peculiar to the project in question such
as:
• Date of commencement and date of completion
• Amount of Liquidated Damages, etc.
CONTRACT DRAWINGS
• A set of drawings that form part of the contract which
illustrating the works to be constructed under the
contract.
• It should be ideally be complete and finalized at
tender stage
• Bill of Quantities to be prepared on the basis of these
complete drawings.
• Contractors should be given sufficient information to
enable them to understand what is required in order
that they may submit as accurate and realistic a price
as possible.
CONTRACT DRAWINGS (CONT’D)

• The contract drawings will include the general

arrangements drawings showing the site location, the
position of the building on the site, mean of access to
the site, floor plans, elevations and sections.
• The contractor upon signing the contract may be
provided with two copies of the contract drawings.
• The drawings should be clear and accurate.
CONTRACT BILLS OF QUANTITIES

• It represents the basis of measuring and valuing

work to be undertaken by the contractor under
the contract and a primary mechanism for the
employer’s disbursement of the monetary
consideration to the contracor.
CONTRACT BILLS OF QUANTITIES (CONT’D)
• The bills should be scrutinized and be subjected to the
following review before these are included in the contract
document:
• Any patent error, be it of a descriptive or arithmetical
origin be accordingly corrected.
• The prices or rates be checked and rationalized to
ensure consistency.
• Any modification or revision made to the bills following
tender clarification or negotiation.
• Where an alternative offered by the contractor is
accepted by the client corresponding to the bills.
CONTRACT SPECIFICATION

• Give a details description of the work to be performed,

to assist the contractor in pricing the tender.
• The principal procedural rules to be taken in compiling
specification for contract document:-
• Include only specification that are applicable and
relevant for the purposes of the contract.
• Authorized representative of both parties to at the
least, initial each of every page of the specification
as evidence of the formalization process
OTHER RELEVANT DOCUMENTS

• Frequently, after the issue of the tender

documents to the tenderer, employers do issue
further documents during the tender period.

• These document may amend the original tender

requirements or affect the contract in a material
manner.
OTHER RELEVANT DOCUMENTS (CONT’D)

• Example of the document:-

• Addenda comprising drawings, specifications,
BQ, etc issued officially to the contractor.

•Official answer to the contractor’s requests for

clarification or request for information.
END OF LECTURE 3