Civil Section

DO's

  • Prepare estimates from drawings/ sketches duly supported by calculations.
  • Derive rates from standard methods or on the basis of market rates for preparation of estimates.
  • Consider adequate premium as per market condition, if old schedule of rates are considered.
  • Mention various conditions of contract such as general condition, technical specification, special conditions etc.
  • Mention all commercial clauses including taxes, duties of all types in the bid.
  • Mention relevant codes for references included in the bid.
  • Adopt suitable mode of tendering as per approved guidelines.
  • Mention qualifying requirement clearly in Notice Invited Tender (NIT).
  • Mention sale period of tender documents clearly and provide sufficient sale period in NIT.
  • xtend the date of sale of the tender document, if the response is inadequate and duly publicize such extension.

DON'Ts

  • Don't make vague estimates without adequate details.
  • Don't take rates of previously awarded works for preparation of estimates.
  • Don't mention conflicting or erroneous conditions, technical specifications etc. in the bid document, which can lead to contractual complication, disputes, allegations of favouritism etc. subsequently.
  • Don't include such items or scope of work which are not needed in the work.
  • Don't keep the Qualifying Requirement criteria vague, which may encourage incompetent parties.
  • Don't relax qualifying criteria while issuing tender documents.
  • Don't accept bids received after due date and time as a normal course. Sometimes, when adequate response is not received, delayed bids may be accepted, with the prior approval of the Competent Authority.
  • Don't accept bids without earnest money.
  • Do not issue open tenders without properly checking credentials of the person who has offered tender.

DO's

  • Mention date and time of submission of tenders and tender opening clearly in the NIT.
  • Open the tender in the presence of tender opening Committee as well as in presence of representatives of bidders.
  • Encircle each rate and put initials thereon.
  • Mention cuttings/ over-writings wherever they occur.
  • Consider rates quoted in words when there is a discrepancy between rates quoted in figures and words.
  • Mention clearly all the technical/ commercial conditions in the comparative statements.
  • Compare rates/price with market rates.
  • Identify abnormally high and low rated items.
  • Negotiate with lowest bidder only.
  • Prepare drawing/details as per site conditions.
  • Seek concurrent approval of higher authorities in case of any deviation/substitution of extra works are foreseen or noticed.

DON'Ts

  • Do not entertain any unauthorized person during bid opening.
  • Do not fail to return the Earnest Money Deposit (EMD) of unsuccessful bidders once a contract is awarded.
  • Do not increase the quantities of higher rated items unless such increase is very much required on technical consideration.
  • Do not extend sale period without valid reasons.
  • Adequate steps should be taken as a matter of policy to ensure stipulation of mobilization advance only for selected works and such advance should be interest bearing so that advantage of vague provisions is not taken for misuse of the public money.
  • Once the execution of a contract starts and the Contractor is duly paid the secured/mobilization advance, as agreed upon, nothing more as secured advance is to be given even for any excess quantities of material, which may be required before the completion of the contract.
  • No secrecy has to be maintained once a tender has been finalized. The Central Vigilance Commission wants that after this, the Organization should publish on the notice board and in its regular publication the details of all its regular publication the details of all such cases regarding tenders or out of term allotments or discretion exercised in favor of an employee/party.

DO's

  • Ensure proper quality test of material as per quality plan.
  • Ensure cement/steel reconciliation, preferably in every measured bill.
  • Maintain site order book to record daily instructions.
  • Surprise checks of the quality of works by Senior Officers should be made.
  • Mention retention in the Measurement Book's (MB) due to any deviation, by giving details and amount.
  • Analyze extra/substituted items strictly as per provision of contract.
  • Be watchful on the quantities of higher rated items.
  • Mention location of execution of work in MB.
  • Ensure removal of substandard material from site.
  • Maintain record of dismantled serviceable material.
  • Avoid the practice of issuing of materials beyond the scope of contract.

DON'Ts

  • Do not grant advance payments beyond the scope of contract.
  • Don't change specification/technical specification at your level without approval.
  • Do not delay in giving decision, this delays the project.
  • Do not delay in releasing of drawing.
  • Barring the Purchase Preference Policy of the Government concerning the PSUs, don't follow post tender negotiation except with L-1 (i.e. Lowest Tender).
  • Don't forget to send periodic report of works in progress to the Chief Technical Examiner (C.T.E.) of the C.V.C., the accepted/tender value of which exceeds Rs. 1 crore for civil works, Rs.15 lacs for Electrical works and Rs.2 lacs for Horticulture works. In case you have works less than these monetary limits, still you have to send such report about two largest works in progress in each discipline