Tender documentation for construction projects

[edit] What are tender documents?

A tender is a submission made by a supplier in response to an invitation to tender. It makes an offer for the supply of goods or services. Tender documents are prepared to seek offers from potential suppliers. Tender documents may be prepared for a range of contracts, such as equipment supply, the main construction contract (including design by the contractor), demolition, enabling works, and so on.

[edit] Why should tender documents be broken down into packages?

Ideally, tender documents should be broken down into a series of packages (even if there will only be one main contract) each with its own design drawings and specifications suitable to be issued by the tier 1 supplier (often the main contractor) to potential sub-contractors. This makes the tender easier for the contractor to compile and price and easier for the client to compare with other tenderers.

It is important, when this is done, to ensure that the interfaces between packages are properly identified and clearly allocated to one package or another. Having too many packages increases the number of interfaces and so the potential problems. The cost plan (pre-tender estimate) should also be re-assembled package by package to allow easy appraisal of tenders received.

[edit] What should tender documents include?

Tender documents will vary depending on the nature, size and complexity of the contract, but tender documents for the main construction contract will typically include:

• A letter of invitation to tender.
• The form of tender (a formal acknowledgement that the tenderer understands and accepts the terms and conditions of the tender documents and any other requirements that are stipulated). For more information see: Form of tender.
• Preliminaries: including pre-construction information and site waste management plan (if required). Preliminaries provide a description of a project that allows the contractor to assess costs which, whilst they do not form a part of any of the package of works required by the contract, are required by the method and circumstances of the works. For more information see: Preliminaries.
• The form of contract, contract conditions and amendments. For more information see: Form of contract.
• A tender pricing document (or contract sum analysis on design and build projects). This sets out the way in which the client wishes to review the breakdown of the overall tender prices provided. For more information see: Tender pricing document.
• Employer's information requirements for BIM. Defining the information that will be required by the client from suppliers for the development of the project and for the operation of the completed built asset. For more information see: Employer's information requirements.
• Design drawings, and perhaps an existing building information model.
• Specifications describing the products, materials, and work required.
• Tender return slip. A label that is fixed to the tender for it to be returned to the tenderer. It will usually state that it is not to be opened before a certain time and date. The return slip can also include the title of the contract, the return address, a tender checklist and instructions for the tenderer.

Copies of the tender documentation should be kept for records.

See also:

• Things to avoid when tendering.
• Common mistakes in construction tenders.

NB: On construction management contracts, tender documentation for trade contracts might include the construction manager's master programme.

It is good practice to send relevant documents direct to sub-contractors named in bills of quantities and to tell tendering contractors that this has been done, so they know they do not have to.

On public sector projects, tender documentation must also reflect the Procurement Act 2023, which came into force on 24 February 2025. The Act replaced the previous OJEU-based notice system with a set of standardised notices published on the Central Digital Platform, including tender notices and, for contracts valued above £5 million, contract performance notices reporting annually against published key performance indicators. Contracting authorities are also expected to apply the National Procurement Policy Statement (February 2025) when preparing tender documentation, and tenderers should expect tender documents to set out the KPIs, payment terms and transparency obligations that will apply if they are awarded the contract.

[edit] Related articles on Designing Buildings

• Invitation to tender for construction contracts.
• Form of tender.
• Typical tender process for construction projects.
• Specification for construction.
• Tender pricing document.
• How to prepare tender documents.
• Construction contract.
• Preliminaries in construction.
• Design drawings.
• Bill of quantities BOQ.
• Construction contract conditions.
• Main contract.
• Employer's information requirements EIR.
• Contract documents for construction.
• Pre-construction information.
• Tender submission.
• Tender works programme.
• Pre qualification questionnaires and PAS 91.
• Pre-tender estimate for contracts.
• Construction work packaging.

[edit] External references

• CPIC the Construction Project Information Committee, responsible for providing best practice guidance on the content, form and preparation of construction production information.

Comments

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1) What are the alternative tender pricing documentation formats used for different procurements available.Also in your opinion and experience what are the advantages and disadvantages of each type?

Answering this question is not straight forward and would take a lot of research.

There are number of articles on the site that might be useful to you, in particular; Contract sum analysis, Tender pricing document and Schedule of rates. Others may also be of interest, such as; Bills of quantities, Pre-tender estimate, Measurement contract, Procurement route and so on.

Sorry not to be of more help.

2) In which tender package (TP) would one put "Sliding automatic doors"? Is it Electromechanical (EM), like lifts and escalators? Who specifies them? The architect or the EM engineer?

Generally we would expect them to be in their own separate package with the builders work in the electrical package. Specified by the architect probably using a closed specification based on a preferred manufacturer.

3) Is there a publication of some sort that associates 'work results' (WR) with the corresponding generally expected TP? (although one realises that the allocation of WRs to TPs is to some degree project specific).

Not to our knowledge. A good client team ought to provide tender feedback to unsuccessful bidders.

4) What are the advantages and disadvantages of including detailed information in a tender document on the types of inspections the Engineer will carry out on the Contractor's workmanship and marterials?