project check list

request for tender

use in conjunction with the

specification for the subject project

INTRODUCTION
It is difficult to memorise all of the details that need to be checked. While the obvious ones
stand out, many other items that should be checked are forgotten. RFT / RFQ authors may
get distracted or complie the RFT or RFQ over an extended period of time and overlook
items that may have serious consequences later in the project.
This Check List provides a guide to the compilation of an RFT or RFQ. The Check List will
remind you of several items to be considered including commercial and contract information
which must be entered in the RFT / RFQ, as well as materials, workmanship and
coordination between trades.
The Check is required to be signed off by the Supervisor, and the Consultant if one is used to
compile or write the RFT / RFQ.
Project specific checks may be added to the Check List for individual projects and the
experience of Supervisors can be shared by the addition of particular checks on items or
operations that are generally of concern. If this is done, less experienced Supervisors can
use the expanded Check Lists to provide them with the indirect support of more experienced
officers.
HOW TO USE THIS CHECK LIST
Take a photocopy of the Check List before starting to compile the RFT/RFQ.
Mark any items in the Check List that are of particular concern.
Progressively check the RFT/RFQ against the Check List, tick off completed items and make
notes of any action required or decision made.
When the work is completed and the final check has been made, sign off and date the Check
List in the box provided. There is also space to provide comments.
Keep a record of the completed Check List for future reference. This could prove to be a
valuable resource.
FURTHER DEVELOPMENT
If you have any suggestions to improve on this Check List or the system in general please
contact Lawrie Foscaro, Manager Specification Services, 4th Floor Highway House,
Palmerston. Tel; 8946 5021 or email DocumentationServices.DOI@nt.gov.au.
Comments from in-house staff, consultants or contractors are most welcome.

RFT DOCUMENTATION CHECK LIST

This Check-List is a guide to Project Officers and Consultants in the preparation of RFT
documentation.
The sign-off of the Check-List at Practical Completion of project works confirms the project has been
completed, and is required before signing off in APRO.

Complete this Check-List in conjunction with the preparation of the RFT documentation.

Use this checklist to assist in the preparation of the RFT Documentation at the same time as
you are preparing the documentation.
Tick

General

The current version of the TDMS documentation is being used.

All Drawings and attachments are included in the RFT document.

Do not combine the Response Schedules with the RFT document.

Headers, footers and page numbers, are consistent in each section of the RFT
document.
Do not alter the automatically generated footers, text or format in the RFT
document.

Section & Clause numbers are in sequence and in numerical order.

The final page of the RFT document is to be formatted to allow additional text to
be added. (no clause titles on page/s without text nor on the bottom of the pages).

Spell- Check is to be completed on the RFT document.

Fly-sheet

Tick

The Information on the front cover, Table of Contents, Annexure and Response
Schedules are all consistent.

The correct closing Region for the Project Works (location of project works).

The Project Work site & Region are consistent with the RFT front cover.

Site Inspection day & date/s to be consistent with the RFT front cover Inspection
date/s
Site Inspections are to be carried out on a nominated working day / date and time
during the project works. Witness points to be on working days.

Doc ID;
RFTChecklist

Version;
2010.03

Issued;
Dec2012

Printed;
20/12/2012

Page;
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S PE CIFICA TION

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Tick

Table of Contents

Tenders must close at 2:00pm on a Wednesday (no other day).

Tender closing date must correspond with the front cover of the RFT document.

Tender closing date must correspond with the RFT document Response
Schedule/s.
Lodged documents Response Schedules & Conditions of Tendering are in the
listed documents section of the RFT document.
Drawing/s bound into the RFT document need to be listed correctly on the contents
page. If no drawings are listed on the contents page leave blank.
Check the drawings listed on the contents page match the drawings listed in the
Preliminaries section of the RFT document. Do not list drawing numbers shown as
spare or not used.

Bill of Quantities to be provided if building works is over $2M.

Schedule of Rates must have estimated quantities listed except for item.

Ensure estimating prices are not left in the final RFT document.

CAL number registration box is located on the RFT Tender Form. (if applicable)
Tick

Conditions of Tendering

The Lodged document clause lists all schedules nominated in the Response
Schedules, in their correct order.

Additional Tender Assessment requirements have been listed. (if applicable)

AsConstructed / AsInstalled drawings and documentation are to be returned to
Technical Records before the signing of the Certificate of Practical Completion.

Annexure

Tick

All Information in the RFT document corresponds with the Invitation to Tender
document information.

MWS projects are to have all Response Schedule lists in the RFT Annexure.

Mandatory site inspection details match those on the RFT front cover. (if required)

Basis for payment - is either lump sum or schedule of rates.

If Professional Indemnity Insurance is required use the space provided. (item 13

in the Conditions for Tendering & Contract section of RFT document).

Doc ID;
RFTChecklist

Version;
2010.03

Issued;
Dec2012

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Tick

Preliminaries

Description of project work/s should detail size and type of construction works and
the essential services required.

Location of work site is correct (state Lot numbers where possible)

Identify WH&S fencing and signage requirement.

The drawings provided match the list in Preliminaries and are in the correct order.

Standard drawing numbers must include the latest amendment number.

No drawing numbers designated as spare or not used to appear in the list.

Standard Drawings are to be designated by drawing no. not by sheet allocation.

As-Constructed / As-Installed drawings for electronic transmittal are to be in the
format required by Technical Records.
Tick

Quality Assurance

Correct level of Quality Assurance is specified.

ISO 9000 series QA Project Control or no QA.

Quality Assurance section edited to suit the project works.

Tick

Environmental Management

Environmental Management Plan is specified and in place prior to the

commencement of any or all works.

Environmental Management section is edited to suit the project works.

Tick

Technical Sections

Consultants using NATSPEC specifications must be current NATSPEC

subscribers.
Technical sections are edited to suit the project works.
New text added. Irrelevant text deleted. Existing text modified (as applicable).

Fillin all blanks. Search for the > symbol completed or deleted.

New text sections added are to be in the correct text format.

Guide notes hidden text is to be deleted when RFT is complete.

Doc ID;
RFTChecklist

Version;
2010.03

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Dec2012

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S PE CIFICA TION

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Tick

Response Schedules

RFT Number and Title correspond with Response Schedules.

Tender closing date and validity period correspond with RFT document

Lump Sum Contract requires a space for the $ amount on the Tender Form.

A box is provided in the Cal document for entry of CAL number (when applicable).

Schedules are in the same order as listed in the RFT document.

There are no blank pages in the Response Schedule document which are not
denoted as This page deliberately left blank.
Schedule of Rates has headings listed at the top of each page, and a space for the
sub-total at the bottom of each page.
Schedule of Rates lists Quantities, but no Prices
Items in the Schedule of Rates column are shown as singular, not plural.
(litre not litres).
Tick

Addendums

Addendum prepared from TDMS

Closing date extended due to unforeseen circumstances.

Authority to issue addendums is to be signed by the initial delegating officer that let
the Invitation to Tender documentation.
Amended drawings will be re-issued by Technical Records with an addendum (if
required).
Clause numbers, page numbers and addendum documentation must correspond
with RFT documentation.
Response Schedules must be amended to correspond with project work changes.
Tick

Selected Tenders

Certificate of Exemption approved by the Delegated Officer or PRB.

Selected Tenderers have the approved level of access in CAL.

All the documentation is to be mailed-out or hand delivered in arrangement with
CAPS.

I certify that the above checks have been carried out on the documents, where applicable, and that
the documents are ready for reproduction and issuing to Tenderers.
Consultant

Signed

Date

Project Officer

Signed

Date

A completed copy of this RFT Check-list must be kept on the Project file

Doc ID;
RFTChecklist

Version;
2010.03

Issued;
Dec2012

Printed;
20/12/2012

Page;
4 of 4