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STEPS FOR TENDERS

Survey of site
Where survey of site and/or digging of trial pits for the work of load bearing
capacity and sub-soil
observations are required to be undertaken before proceeding with the main
project, the expenditure on these items should form part of the main project. In
case, however, the project is abandoned as a result of these trials and
examinations or some other reason, the expenditure incurred on survey

Drawings
Senior Architects in charge of the works have full powers to engage Agencies to
prepare
architectural drawings on the basis of drafts prepared by architect wing so as to
expedite Architectural planning works and such expenditure shall be charged to
contingencies of work or sanctioned provisions as the case may be and to be
paid by respective EE

Checking of Drawing prepared by Consultants

In case of technical sanction accorded by CE, CPM, PM, SE or EE the structural


design and drawings
prepared by Consultant and further proof checked by some other consultant,
shall be authenticated "Good for Construction" by SE or EE respectively before
issuing the drawings to contractor.
Green Building Norms
Whether the constructions undertaken by CPWD are to be certified as Green or
not shall be the prerogative of the client organization as it will involve third party
inspections/ reviews / registration etc. which will involve both cost and time;
hence client's assent to it is mandatory. Infact such certification shall be taken by
the client and the role of CPWD shall be that of a facilitator. Accordingly this
aspect shall be built in our MoU with clients for every project specifically. The
preliminary estimate should include extra provisions, if any to cover the probable
cost on certification both internal and by third party if the later is agreed to by
clients in the MOU.
COST ESTIMATION

Finance consultants

Ministry of finance has circulated a document namely "Manual of policies and


procedure of Employment of consultants". Chief Engineers may decide the
eligibility criterion & terms and conditions while taking guidance from this
document. The document is available on website of Ministry of finance
www.finmin.nic.in

Employees of pwd these are done by employees themselves to save cost

Budget & Approval for Budget

The preliminary estimate is being prepared on the basis of the preliminary


drawings and
specification prepared by the Senior Architect, and shall appropriately indicate in
the history
sheet the items that are included or excluded in the estimate.
estimate is to be prepared on the basis of plinth area or length of road etc.
worked
out on the rate per unit area/length/number, or such other method adopted for
ready and
Adminstrator approval & extension dept is which passes and approves the
budget

Detailed estimate approval


The details of cost and quantities already approved by competent authority
should be re-arranged,
and the revised abstract should be approved by the Divisional Officer. Thereafter
it shall be
treated as the sanctioned abstract of the estimate for all accounts purposes.
Pomotion
Press release of tenders invitation and In cases when the dates and time for sale
and receipt of tenders are required to be extended due to unavoidable
circumstances, a proper notice for the same shall be placed on the notice board,
and the same should also be published in the website

Tenders
The tender documents for works costing up to Rs. 20 crores shall be inivited
only from the
contractors registered in the PWD
For work costing above Rs. 5 crore but up to Rs. 20 crore, when tenders are also
inivited from
non CPWD contractors with approval of ADG
For works costing over Rs, 20 Crore,* the tenders shall be invited under
Two/Three envelope system
Contain information about work &quantity of items andimportant dates etc
Envelope - 1 :- Documents related to eligibility criteria.
Envelope - 2 :- Financial bid.
Envelope-1 of all tenders is opened first. Eligibility related documents shall be
evaluated and
parties qualified/disqualified by the competent authority. Financial bid of qualified
tenderers shall then be

opened at notified time, date and place in presence of tenderers or their


representatives
Pre-bid conference
At the discretion of the NIT approving authority a pre-bid conference may be held
after sale of tenders with the intending tenderers at least 5 days before the last
date of submission of the tenders as per details given in the tender documents
for clarification of any doubts of the intending tenderers or for modification on
any condition of the contract, specification etc. Minutes of the meeting shall be
circulated to all the intending tenderers, whether or not they attend the pre-bid
conference.
Bidding

Technical
Financial

Technical bidding

Qualification of contractors
Past background

A non-CPWD Contractor can be awarded tender for works based on the past
experience
gained from the works executed by the earlier firm (partnership firm) in the same
proportion of
share of the applicant in that partnership firm where the applicant was a partner
earlier
Financial bidding

Prices
Labour charge

When tenderers sign their tenders in any Indian script or can only write their
names in English, the
amount of the tender, or rate of percentage above or below offered by them,
should be written in the tenderer's own handwriting in Indian script, and in the
case of illiterate tenderer, the amount of
tenders should be attested by one of the witnesses.
Processing of Bids
(i) Hard copies of documents as submitted by the lowest bidders.
(ii) The bid document of lowest bidder including quoted rates as downloaded.
(iii) Schedule of quantities of all the bidders as downloaded.
(iv) Comparative Statement as downloaded.
(v) Approved NIT

(vi) The market rates for preparation of justification


Selecting bids

Comparing lowest bid

Reasonability and competitiveness of rates


The tender accepting authority satisfy themself about the reasonability of
rates before
acceptance of the tenders. Reasonability of rates are primarily be assessed on
the basis of justifiedrates

Negotiation

To lower prices where the project manager needs the cost is too high ,
both parties come to an common ground to resolve price if needed

Awarded work letter


After meeting all the needs and requirements set by the department the
contractor is finally awarded with the work letter this can allow the contractor to
start the work as soon as possible

Softwares currently used by pwd

Project Implementation and Cost Estimation (PRICE)


enable the engineers in preparing the estimate and tender schedule, online
submission, getting administrative sanction and local market rate justification.

Website
State webste on which tenders are issued
Refreshed & updated after some time
News updates regarding work
Personnel Information Management System
is a web based tool available with the Government for implementing

uniform e-Governance practices in personnel administration in Central


Govt. (in CPWD) and Delhi State (in PWD).

Project Monitoring System: Link to cpwdpms.gov.in, is a webbased application for monitoring progress of all projects undertaken by
CPWD. For any assistance,
The project monitoring system is a web-based application for monitoring
progress of all projects undertaken by CPWD, both in pre-construction and
construction phases. The progress report indicates the particulars, status
or physical progress, targets, monthly and up-to-date expenditure

Expenditure Reporting System : Link


to cpwd.calibrewebsol.com, the expenditure information and monitoring
system for CPWD. To log in, use PIMS ID as the user name

Court Case Monitoring System : Link to court case monitoring


systemfor CPWD. Presently the system caters only to the offices in
DDG(Pers) unit at Nirman Bhawan, New Delhi.

Inspection of Works
Periodic inspection of works
(1) It is incumbent upon the various officers concerned with the work, namely,
Project Manager/Superintending Engineers/Executive Engineers/Assistant
Engineers/Junior Engineers, Civil and Electrical, to inspect the works frequently to
ensure that the works are in general being executed according to the design,
drawings and specifications laid down in the contract.
2.The Executive Engineer draws up a quarterly programme of inspection of all
works in his
Division. The minimum number of inspections for each work are 1 for every 2
bills for the
works at his head-quarters, and 1 for every 3 bills for the works outside the
headquarters. A
copy of this programme should be sent to the Superintending Engineer
3.Similarly, the Project Manager/Superintending Engineer draws up a programme
for inspection
of various works in his Circle/Project. In particular, for contracts accepted by
Superintending
Engineer and above level officers, and for other important works, the programme
for inspection

shall be so drawn that the Project Manager/Superintending Engineer inspects at


least once at
each of the following stages during the execution of each work
4. Recording of inspection notes
(1) All the officers ensures the issue of inspection notes/ instructions after their
inspection. These
may be issued by way of recording the instructions in the Inspection Register at
site, or by issue
of inspection notes, a copy of which is required to be pasted in the Inspection
Register. The
inspection note of the Project Manager/Superintending Engineer and other
officers, during the
stages mentioned above should be available on record, before passing the bill. If
this is not
available on record, prior permission of the Chief Engineer is taken before
payment is
released.
2. The instructions to be complied by the contractor are carried on to the Site
Order Book for
ensuring compliance. Action taken report on the inspection note issued by an
inspecting officer
should be given by the Executive Engineer within one month. During next
inspection, earlier
inspection report should be reviewed by the inspecting officers

Progress reports - submission by the contractor


(1) Apart from the progress reports which are being compiled and
submitted to higher authorities
from various levels in the department, there should be a stipulation in the
contract for large value
works, say, Rs.15 crores and above, or as may be decided by the NIT
approving authority, for
the contractor to submit monthly progress report of the work in a
computerised form. The progress
report shall contain the following, apart from whatever else may be
required as specified:
(i) Project information, giving the broad features of the contract.
(ii) Introduction, giving a brief scope of the work under the contract, and
the broad structural or other details.

(iii) Construction schedule of the various components of the work through


a bar chart for the next three quarters (or as may be specified), showing
the milestones, targeted tasks and upto date progress.
(iv) Progress chart of the various components of the work that are planned
and achieved, for the month as well as cumulative upto the month, with
reasons for deviations, if any, in a tabular format.

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