Practical Tendering Process Subtitles – Step-by-Step QS Guide

Welcome to everyone for the first lesson of the IQS. This is going to be a first lesson and um from here onward there will be another uh 6 month duration to go ahead and learn everything that we need to learn. Therefore, please continue to attend the each and every lecture without any absence because that is very important. Consistency is all about everything. So what we are trying to do throughout this training we will take you to the each and every quality serving aspect from the pre-contract to post contract where you have to go through with the all the training modules and practice with us. Practice is very important weekly we have the two sessions. So there are so much workload for you to do when come to a study. So please do that one and every lecture we will go 1 and half an hour and 30 minutes we will give a question time at the end. So no one will leave this room without understanding the subject. On top of that when come to the uh knowledge building maybe some of you have some experience some of you don't have. So don't be to ask the question if you don't understand don't care about others because you are here to learn for yourself. So don't bother about others whether they know or not know. You have to carefully learn and develop your career. So there will be a time after 6 month we want to see what we have achieved from this training whether are we able to do something differently compared to before. So that's what we are going to achieve end of the training. So therefore welcome all of you to today's session and uh now it's over to Rosha. >> Thank you Manas uh and welcome all of you. Uh very good evening to all of you and today uh we are going to start up with the practical tendering process. Uh many of you know about that myself Mr. Roshan and Mr. Munas. So we are collaboratively engaging in this uh training session. Right. Today I'm quickly jumping into the topic now practical tendering process. So our main intention is to train you on the overall process of tendering. Okay. From A to Z. Right. So the very first question before we jumping into uh discuss about the things in detail you should know what is a tender many of you heard about it right the terminology there's a tender document there's a tender there's a calling for tender so what do you mean by a tender tender it's in general it is the process where the client invites the contractor to submit a cost proposal to carry out the work. Okay, it is a process where the client invites the contractor to submit his proposal to carry out the work. If his proposal is aligned with my requirements, what the client will do? Yes, Mr. Contractor, please go ahead with the work. So, this is all about money. So the many contractors will submit their tender. So what is the quantity survey role here that is very important. So quantity surveyors will help the client to select the suitable one. Why we need to select the suitable contractor? It is important because he is the one end of the day going to do our construction. So we need to find a best suitable contractor. There are so many parameters we need to look into that. What about his capability? What about his pricing? What about his past experience? Whether he can have the all the resources and everything to do it on time. There are several things that we are going to discuss in the upcoming sessions. So it is the important thing to find the best suitable contractor. Until the contract is signed, we call the contractor the name bidder. We don't call him contractor. Okay. So once the contract is awarded, we call him he is a contractor. >> So I have a question now. Sometime we have say bidder, sometime we say tender. Sometime you say bit document, sometime we say tender document. Sometime you call tender bone or bitbone. Is it same tender and bit? Is it same or different? What do you think? Give me your answer. Race or no? Is it same different? >> Yes. >> Very good. It is same. It's not different. If you say differently. >> Yes. Let's continue. >> Yeah. Clear. So, same terminology. Right. Now, let's discuss on the stages of involvement of a quantity surveyor in the tendering division. Okay. So we are going to explain to you what are the stages of quantity service involvement in tendering division. Then you will understand each and every stages what are your responsibilities and duties that you need to perform. Assume okay you are assigned to consultants pre-contracts tendering division. Now you have to virtually imagine that you are assigned for a consultancy firm and to work under the pre-contract tendering division. Okay. So immediately there are several tasks will be given back to you to prepare the tender document for a particular project. Okay. So you have to discuss with the team members on the scope and accordingly they will split the scope because tender document is a major document that we need to populate. So many of the stakeholders need to engage on it. So we will have a time frame when we have to submit the tender document to the client. Okay. So we need to align with that accordingly. The task will be splitted among the team members and you will be given a task to do that. The first of all if you want to produce okay tender document the very first thing what we are going to discuss is how to produce a tender document in a consultant's perspective. So to produce the tender document if you are in the office tendering division first of all you can't immediately start working right it has to go through with several stages at most priority is you need to read and understand the drawing. So client or the design team might have given you the design. So you need to produce the tender document. One of the important part you have to produce a bill of quantities for that. So you have to read clearly and understand the drawings. Why we are saying the terminology? Read. Read means you have to carefully go through each and every information which is on the draw. If you have a proper understanding, the next document you have to go through is specifications. Okay, you have to thoroughly go through the specification and get it very clear. Once you are okay with the drawing, you understood point. Let's assume this is a ground G plus fivetory um apartment. It's a ground floor and on top of that there are five more stories to to be constructed. Okay, you know the drawing. So what about the specification? Anyone knows what is specification? What do you mean by specification? You can type your answers. You know what is drawing? What do you mean by specification? Characteristic. Good. Record standard details. Yes. Very good specification. It's a full full pack of details will be given back to you. Each and every informations are there. Okay. Once you read and understand that another important part you must do is you should go for a site visit. So you have to go for a site to understand what are the risks associated in the site. You have to physically go and see and understand the nature of the site. Okay, these are the main steps you need to follow. If you are clear with the drawing, you're okay with the specifications, your yes, you also did the site visit with the technical engineers. If it is done, you have to start preparing BOQ. So to produce a BOQ, what is the first step? You have to have your proper taking of sheets. So you will get the drawings. you have to um use the related softwares which is normally we are using in the industry is clift or costex or k whatever the softwares available you need to be um adapt to that and you have to use those softwares you have to use the you can follow any uh templates for the taking off sheets you have to produce because bq is not a simple thing it is associated with number of sections at the same time it is also important to understand what is the method of measurement to be followed for that project. Okay, here we are going to completely study POMI principles of measurement international how the principles of measurement international rules are defined to take off the quantities. So you need to know about the measurement rules and you need to know how to take off the quantities right then if you are taking off the quantities thereafter you have to convert all those quantities to the BQ you have to produce a BOQ we will do everything in practically okay we you have to produce the BQ you may know about the contents if you don't know nothing to worry about that we will do that once the preparations of BQ is done Then you have to compile a tender document. Why I am saying compiling a tender document means tender document it's not a single document with PQ okay tender document it's normally having four sets of volumes or five sets of volume all those volumes you have to consolidate it is your responsibility once you compile the documents tender document is ready to float for the tender right now you have to find a proper contractor So what you have to do is you need to do a pre-qualification analysis. So you may receive pre-qualifications. You have to do the pre-qualification analysis. If you shortlist someone, for example, um with the pre-qualification, let's say there are 10 biders in the industry. You have received their documents. You verified it and you you are shortlisting eight biders. Okay? Other two are not aligned with your requirements. So only eight. So for the all the eight biders you are sending the invitation. Are you interested to participate in this 10 like inviting someone for a party? How you are inviting someone for a party randomly? Are you inviting everyone? No. Right? You will shortlist someone then you will invite. Then whoever you invited 100% will they attend? It is subjective. Sometime if they overloaded, if they're busy, they don't attend. Like that for the tendering also we re we will send them the invitation, someone will accept, someone will not accept. Assume out of eight five of them accepted. So what we have to do those who accepted the tender invitation we are going to give the tender documents to them. The tender document is produced by whom? It is you who worked in the consultancy tendering division. Now you are going to give the tender document to the contractors. Right? Now the tender document comes in the hands of contractor. Okay? See the story. Right? We started with the consultant. Now we are moving to the contractor. Once the tender document uh is submitted, you also will give them the deadlines. That is very important. What is the tender submission date? Bid submission date. Normally it depends on the size of the project type of the project. Normally it's 30 days or 45 days or 60 days. It depends. Okay. We'll indicate you what is the tender submission date. Accordingly, immediately contractor needs to get the document and he has to um thoroughly read and understand and price the document and submit the tender document. Why? Why I am saying this? Each and every companies you may have thousands of companies how they're running the company without the project can they run the company no use right so so it is a very competitive world there are so thousands of contractors in the market so you have to win the project so that depends on your skills competence your competitiveness and everything you have to provide a competitive price accordingly you will be selected so getting a project is not a simple thing it is very hard if you get the projects. Yes, your company will survive a long time. So, contractor will have to do a lot of study on that and he will produce the tender document. He will pro he'll pro he'll price the tender document and he will submit it. Okay. Right. Once the tender document is submitted, what will happen? It will be submitted to the consultant's office or client office. Then we have to do a tender opening. we call bit opening or tender opening. Once it is done then we have to do a tender evaluation. It's a detailed process. We have to do the recommendation. So from A to Z you can see whatever I have explained to you so far each and every stages quantity surveys are there. Quantity surveys responsibilities are there right now. You simply understand what are your roles and responsibilities that you going to work on a project when you are engaging into the tender division. Okay. So far are you clear? I'm just saying to you what are your responsibilities? What are the stages you need to work? Somebody will think tendering is just a a matter of pricing or just a matter of take off. It is not. How do you are you clear about the responsibilities? Right. Good. Now quickly I want to explain to you how to select a suitable tender. That is a big challenge ladies and gentlemen. How we have to select a suitable contractor. There are so many things. First thing you have to think about their past experience. Okay. they you may have some good relationship within them and financial stability and good uh business records. Why you have to think about the financial stability? Because sometime if the contractor you awarded the you will award the contract to them at the midway if they're bankrupted it's a big loss for us. Okay. So you have to check their track records, how capable they are, how good they are, what about the experience in terms of skills, in terms of past project records and sizes of the project they have performed. Have they done only small small houses or they are not expert in high-rise building? Can I give it to him? No. Right? We can't do a trial and error because it's a massive project. So I need to find the best and suitable contractor. I also need to emphasize confirm the quality of the workmanship and good reputation in the industry. So you may heard about some of the contractors whenever you you name them immediately they will tell don't take that contractor. We had a very bad experience with him in the past. So those sort of reputations are very uh important. you know you need to maintain a very good reputation in the industry and you should have a good record of the industrial relationship so on. So all these things are matters you know you have to taken care of it whenever you are choosing a suitable contractor then only these are the major items that we will check during the pre-qualification time. Okay. Yes. In order to take check their financial capabilities, we need to get their audited financial report. Okay, audited financial statements. We have to get that and simply we can understand about the project stages in terms of financial capabilities. Right? I was explaining to you about the roles and responsibilities. Which of the stages the quantity surveys are going to be engaged? which of the parameters that we are going to look for the pre-qualified tenderers what are the you know for example if I want to call for a job interview I may need you should have a BSc in quantity serving you should have minimum five years of experience and two years you should have a good experience in tendering department and uh minimum uh you should have a GCC experiences something like that I'm listing down right but I'm expecting from my candidate like that for a project I want my contractor who should fulfill my requirements. Okay. Right now there's another interesting area you need to understand. Okay. We talk about tendering process but there are types of tendering. There are one of the important part is competitive tendering. Another one is negotiated tenderly competitive and negotiated. What do you mean by competitive? It is a competition, right? Because I'm calling you for an interview. I called five candidates. So five candidates came. You may have a good skill, you may have a good qualifications, good experience. Your expectations, your salary may be different. So how I'm going to choose you? Combination of both. your quality, your experience, your expectations in terms of salary and everything I will see and finally I will give the job to one person like that here also there are so many things so we will do a competitive tendering sometimes I know this guy he was working with me in the previous project I can hire him that is simply without calling anyone for an interview I simply hiring him right there's no competition for like that for a project also I had a very good experience with particular contractor he was doing a tremendous job his prices are absolutely fine so why can't I call him to do this project no need to go for a competitive tender so that is what we call negotiated tendering call on only one person which to with whom I had a good relationship and he had done a tremendous job in the recent past okay these are The terminologies you can simply connect with your life. Under the competitive tendering guys ladies and gentlemen there are some subp parts. One of the part is open tender. Another one single stage selective tender. Another one two-stage selective tender. Open tender means we are inviting in a newspaper. Those who are meeting the requirements they can come in at it. Selective tender means we are going to select some people okay and issue the tender to them like I said select only top 10 okay shortlisted contractors and we are giving the tender document for them we have we will discuss in detail under that we have single stage and two stage okay we will discuss further and there's another part as I told you we have negotiated ated tendering. Under the negotiated tendering, yes, we can simply call one contractor with whom we had a good relationship with him and we can do a negotiation and award the project to him. Another part is serial tendering that is also this is also an interesting part in if it is a mega project. Okay, if you have phase one, phase 2, phase three, something like that we are going on. So he's doing tremendously well on the phase one. So we can follow the same rates and we can avoid the phase two to him. uh this is also coming under the negotiated tendering but but we call this is a serial tendering. So it goes in a series. Okay, it goes in a series. All these things has to be um you know um clarified to you. You need to understand what is open tender, what is selective tender, what is nominated tender. Okay. Now it's an open question to you homework. The next class once you come you have to tell me the answer. I'm not going to disclose here. Okay, you know open tender, selective tender, nominated tender. Okay, so what are the advantages and disadvantages of open tender? Definitely there are advantages and disadvantages. You have to do a study on that sometime. Definitely you may know about this. Please answer me in the next class. Okay, give me the practical answer. Don't get something or copy from somewhere else and don't tell me the answer. Whatever comes to your mind. Do the research and tell the answer. Right? Let's open each of the volume and see the actual files you need to prepare. Like I said earlier to do a tender document to produce a tender document you need to understand what are the volumes of tender document. What are the components of tender document? I'm going to demonstrate to you what are those. So if you are in the company you may know that so many documents will be filed in the office. So if you open for example this project is for the residential towers. Okay take that tender document. If you open up the tender document, most mostly the standard tender document normally has four volumes, sometimes five volumes. Okay, there are no standard regulation. These are the volumes. But in general practice, we do have four volumes or sometimes five volumes. So volume number one, they call that is tender document. Volume number two, tender specification. Volume number three, bills of quantities. Volume number four, tender drawings. And if there are any other document other than these volume 1 2 3 4, you can put that in volume number five. It is important you have to segregate the documents into the related volumes. So don't think our responsibility is only on the volume number three. No, you have throughout this volume your inputs are highly required. Okay, [snorts] I'm going to tell you if I open up volume number one. Before moving to that, can someone tell me what are the components of volume one? Anybody knows that? Or have you ever seen a volume one? Okay. Particular condition. Excellent. Yes. Yes. Very good. Very good. Conditions of contract instruction to Peters. Excellent answer. Thank you. Thank you for that. Now I'm going to show it to you. What are those documents? But keep that in mind. All those document we have to see you have to we I will give you some homeworks for you to fill those document. Okay? You will see what are the what are these documents are but I'm going to demonstrate then in our practical session will be followup on that you will be practically accessing to those documents and you will handle those documents. Clear? Right. One of the important part of the volume one is yes invitation to tender will be a part of the document. So invitation to tender. What is invitation to tender? You know a wedding invitation isn't it? So what what is the invitation to tender? For example, your manager is coming to your office and okay Mr. Ahmed okay please quickly draft me the invitation to tender. I need to issue to the biders. So before that you should know what is invitation to tender. how to write the invitation to tender right nothing to worry about it okay we will do we will do in our class I will show it to you what is the invitation to this is a practical um invitation to tender which is prepared by myself we will give it to you this document same time you also need to um produce an invitation to tender how to draft it so you should have a proper knowledge about how to handle the MS And you should know how to write these invitation technically. What are the informations required? Okay. Your esteem company is one of the contractors selected and invited to submit your proposal for particular works. You are kindly requested to confirm your answer within one day of the interest of your participation. Furthermore, you are kindly requested to sign the confidentiality agreement. Something like that. You have to write this information. you have to jot down. So it's it's a 1 A4 or 2 A4 page uh invitation. Okay, you will do that. So first document is invitation to tender. It means you are inviting the tender. Second document of volume one is ITT. This is a big and important document. Keep that in mind. It is a very important document. ITT IT means instruction to tender. Have you ever seen this ITT instruction to tender? What instruction that you are going to provide? Right. No worries ladies and gentlemen. Once again, it's a big document. What we will do is we have our selected project. So, we will issue you the ITT instruction retainer documents to your hand. You need to read thoroughly and understand it. Then I will check your knowledge. You really read it or not by asking you certain questions. So that will give me the confidence. Yes, this student, this candidate really went through that document. Okay. So all the instructions how the contractor to price, what information to be followed, what regulation to be followed, how the tender document will be evaluated. It's a big document. So you have to go through with that. quantity service responsibilities there to draft the ITT also understand now you'll be engaged in drafting ITT related to the commercial aspects so I may ask you somebody will ask you Mr. But what is the tender bound? If somebody ask you where to find the answer, it will be in the ITT. You should know the questions related answers will be stored in where. Okay. There are several questions will come to you. Then how to answer those question. Most of the question you have to refer to the ITT. So you can see this is one of the snapshot of a tender IT. Okay. So tenderers are required to submit the tender bond at the value of $10,000. So the tender bond amount is there. Is a tender by an insurance company acceptable? We need to check that a bond issued by any insurance company is not acceptable for this project. So you can't get those things from the insurance companies. Tender bond should be issued from the banks. What is the method of measurement to be used? Now I just now I told you we have to produce a boke based on the pommy. Yes, as a consultant you know that but as a contractor how he will come to know what is the standard method they follow again you have to check the ITT see principles of measurement international for me first edition is used you have to follow that when it comes to post contract these documents these regulation these standards you have to follow in your postcontract activities okay so see I just put you only three questions I can ask you thousands questions on that okay this is the document we call I TT instruction to tenderers. Again the volume number one still continues. We have another document called form of tender. This is the form where the tenderers needs to fill and they have to attach at the top of the tender document. That is if if I open the tender document the very first thing the tender committee will see is the form of tender. On that form of tender only you are providing all the summary informations. What is your contractor's contractor's name and all the conditions are there and how much you are pricing for this tender. All these informations will be there. Okay. So you have to fill you have to fill this form of tender. This is the important document. You will fill it. Okay. In our in our session you will fill it. Don't worry about these things. I will produce to you everything again. We will give you an opportunity. You guys needs to fill it. Another document is appendix to form of tender. That is another document. Appendix to form of tender. In that tender document if you open up the document you will see what are those informations what about the duration what about the advanced payment what about retention all those informations will be jotted down here. So you will see what are those things what about the durability what about the defects liability of this project there are so many things are there you will read and understand and the informations mentioned in the appendix to form of tender another document form of agreement. Yeah, someone uh in the class they have answered these things form of agreement. So before signing the agreement but we are giving a sample templates to you. This is going to be the agreement if you are selected but that document agreement copy also you should have in advance while you price the tender because you know why you can see how this agreement is drafted. So the form of agreement copy will be there. Another document is conditions of contract. Many of you guys answered my questions of contract right? What are the conditions of contracts? Do you know? Can you type your answers? JCT. Very good. Fitting. Very good. SBD. NEC. Excellent. There are varieties of standard conditions of contract available in the industry. Okay. Mostly in the Gulf countries, we are following fiddic. Okay. If you are practicing in UK, you'll be following U JCT and also there are NEC contracts. Okay. There are different types of contract. Even if it is a fidic, there are different rainbow suits of fidics are available depends on the uh type and nature of the projects. Right? So that is the standard conditions of contract. This document is compulsory. So sometime you should understand in the industry you don't think there are people working as a quality service are purely professionals. they are simply they can ruin the correct standard practice and therefore there are so many people having the confusion you don't know what is a standard method of measurement you don't know what is a type of contract you really don't know what is a condition of contract or form of contract also we have the procurement rule so these are the different different classification for example if you talk about any particular condition of contract there are suits let's say fick doesn't have only the red book there are green yellow blue, white. So therefore they have the you know subcategories inside JCT they have the so many suits inside. N they have the suits inside. If you talk about any form of contract they have the particular condition of contract and the general condition of contract. So particular condition and the general condition the general condition is a normal one. Wherever you want to adjust it will be happening in the particular. Therefore the particular always you know over rule or override the general condition of contract. Now what we are going to do in upcoming session we are going to slowly slowly develop your knowledge in a level that really we want. Actually if you talk about this training why we started we had a one day discussion myself and Rosa how we can share the our experience to the young generation in a very short period but they want to gain uh 5 years experience how we can do that one. So the batch number one what we have launched it took around one year to finish. Now we are going to finish within the rigid timeline of 6 month where we want to achieve the same result or more better than the one. So therefore you are having some corrupted information. So forget about those information what you have learned or trained so far. Leave that one. Learn from us whatever the things and ignore the one you have already. So it will be make easy for us. Training the students who is coming from the university or college is more easier than the training someone who already in the industry because they have the corrupted practice. Okay. So hope you understand. Therefore learn properly every single wording, every terminology, keep every questions. Now let's say we have discussing so many points. This is a first lesson. Don't attend this lecture in the next time. You must buy a sort notes books. Okay, small sort notes book. You have to buy you have to write it. You have to do the mind mapping. So next le s le s le s le s le s le s le s le s le s le s we will explain how to do the mind mapping for the subject done today. How to do the sword notes right because it is very important for you to keep learn otherwise let's say you study something next lesson you will forget as a human being it happened we can't remember everything throughout the 6 months whatever we have learned so you will forget. So therefore we need to you know develop the this learning process in a way that you will keep continue to study. So make sure in the next session come ready for the uh with the sword notes and you write the sword notes do the mind mapping. I will train you what's the mind mapping in the next session. If you already my candidate with the ra you know what is the mind mapping. If you don't know you are coming first time I will train you how to do. So you will remember this training forever. Okay. So everything in this IQ is a practice not a theory. We are not going to stick with the theory that's boring but for a practice we need your cooperation. So therefore we will go slowly slowly into this program and dive into the depth and make sure you will have the good knowledge. Okay. So therefore don't confuse with the standard wording which is uh used by the corrupted profession in the industry even don't believe there are so many people having the so many titles okay they have the degree they have the master they have the PhD they have so many qualification but they don't have anything inside sometime nowadays the education become well corrupted that's the reason we have developed this professional training where we are only focusing on the pure knowledge We are not here to sell any certificate. We are here to share our knowledge where we can see the good future. Yes. >> Yes. So like Muna said one is a general conditions another one is a particular conditions. Okay. So where the contra service role is significant to draft the particular conditions then appendix to tender. So these are the things will come and later on then then we will see uh go back to still volume one. See still behind the volume one there are specimens. Okay I could still remember someone talk about tender bond. Okay so these are specimens will be provided to you on that template only you have to get the documents. Okay specimens in a sense first thing is a bit bond. Okay, everybody know about bit bond maybe heard about bit bond but you should know how the bit bond will be what are the informations will be on the bitbond so you need to read and understand we will give you a template you need to fill that okay so we have to see that okay now I'm not going to show you at this class this is very first class so I'm introducing you what documents we are what files and what system that we are going to work first you have to understand our system then we will go into deep dive in okay right another one is a performance board so the template will be given you are not going to submit but the performance bond specimen will be there once a contract is awarded he has to follow in the another one is advanced payment board all the specimen forms will be there so you have to take your time and read them and understand what are they why these things are important everything is a different different bonds and purpose is completely different and now we are moving to volume number two. Do you know what is volume one? Now so many documents are consolidated in volume number one. When it comes to volume number two we call specification. Ladies and gentlemen, you are a professional quantity surveyor. So you need to be very careful in handling the specifications. There are major categories is civil specifications and MVP specifications. book simply I can title civil and nap both together that's the construction so hundreds and thousands of pages of documents so each and every section for example if you want to do a painting for this room what type of mating what is the color of the painting who is the manufacturer of that if you are going to uh do a tiling works for example what type of tiling is that manufacturer information size, standards, okay, the quality requirements, thicknesses, all the aspects will be clearly demonstrated on that document. So you can't deviate those documents. You have to 100% you have to follow those specifications. For example, if you go for a hospital, they are giving you the uh details of the treatments and the medicine what you want to take it from the pharmacy. So if you go and give it and they will read and they will give it to you. If they give you a wrong wrong medicine to you what will happen? So like that for a construction the specifications are like very very important. Whatever it is specified 100% the same thing to be built. Okay. So you have to be very careful without knowing the specification you can't develop the BQS. Another volume it is 100% belongs to quantity serving profession BQ. So you will learn in this training how to produce a bi. So so many documents important, so many skills important. You you need to know how to read the drawing, how to read the specification, how to understand the drawing, how to handle the software and also you should know what are the standard method of measurement stands for, what are their regulations. Accordingly you have to populate these bills of quantities. We are trying our best to give a spoon feeding. So accordingly you will be easily understand how to produce civil works, how to produce MVP works and compile the BOQ. Right? This is a very important document. How you will prepare the BOQ? Yes, we will learn. So create a BOQ format in Excel. This is we are planning to do as a workshop. Okay. This is a workshop. So we will guide you how to do that. We will open up a blank Excel template and explain to you parallelly. You need to work with us. So you should better have a two screen. Okay? You can have your laptop at the same time you can have a screen. So we will guide you. So parallelly you have to work with us. We will show you from the scratch. Okay? We will show you everything, demonstrate, train you from the scratch. then how you can end up the product. Okay. So this is going to be completed by each and every member. So once I guide you when you are coming for the next session so you have to submit your documents. So we will see how capable you are in performing such task. Okay. This is going to be a interesting session for both of us otherwise we are lecturing you. We don't know what you are doing. So we also want to get some information >> and actually some people thinking okay when we talk about the Microsoft office excel poweroint okay we know already no you don't know don't think you know because what we are trying to train not the ordinary Microsoft excel or word or poweroint it is useless but we are going to do what is really needed for you how to do this particular task how to do the formatting how to run the file with automation reporting style Many quality service it is really disappointing to see even coming from the university after 4 years of study don't know how to prepare a single document to you know to provide to the client. It is so unprofessional. They don't know how to you know print the document in a proper layout. They don't know how to uh you know build a Excel sheet with the automation and the informatic uh graphs and function where the client can understand what is going on. So many people don't know cash flow forecast. So many people don't know how to do the interval in simple Excel. So we are not going to talk in our training the useless Excel that you know plus minus division these things. No, but we are going to talk about something that last one which is you really need because I have seen from my experience we don't see a proper quantity service with the one or two years experience who can handle the excel in a way that quantity ser needed if you don't know the excel don't call yourself as a quantity server it is useless so that's a wording you have to remember if you don't know the excel don't say you are a quantity server if you don't know the measurement then don't say you are a quantity server these are the basic things we have to learn. If you know Excel what called deser must know then you can do a better jobs than others. Yes, because this is a fundamental okay these are the fundamental things. If you don't have a proper fundamental then you know how you are going to survive in the industry. Okay guys, now moving to the volume number one. You know that volume number two and volume number three, the final volume or volume number four is tender drawings. So you don't have any responsibilities of preparations of drawing but you should read and understand each and every drawings. You can't miss any single drawings because some of the information all the information you need to know architectural drawing structural drawing MVP drawings interior fitouts all these informations for example if you open up the architectural drawing temp uh folder under that so many folders will come general information flow plans elevations area details vertical transportation schedules external details standard details and so on see each and Every folder has even if you open up the folder number one. Okay. Then the drawings will be there. Flow plans. See GF ground floor plan. FF is first floor plan. PH penthouse. RF roof. So like that it will go. So you need to see how nicely these things are structured and analyzed in the proper folders. You need to handle the folder. Folder management is another important task ladies and gentlemen because we are dealing with thousands of documents. You should have a proper data management. Okay. So likewise you have to because some randomly everybody will come and ask you quickly please give me the first flow structure plan. Then you have to im immediately go through that. Okay. You have to be a well organized person. So I'm just showing to you this is actually what is our uh how we are managing the folders. This is not a Google pictures. Okay. These are our folders what we actually did in the industry. All right. Clear? So this is how you have to manage these things. Hope that everybody is know about the drawings. You have seen the drawings. You have managed the drawings. Right. Now volume number five. If any other documents may be soil investigation reports or any other documents if it is deemed required it will be documented in volume number five otherwise no need right now um like a quick summary all these informations volume number one ITT instruction to tender form of tender appendix to form of tender form of agreement condition of contract particular condition of contract and other specimen forms all these informations all these documents will be provided to you okay will be provided to you from the next class itself you you should become a very proactive candidate okay if you are giving documents please don't keep it in your laptop please download open take a print outs read it then attend the classes then only you will get the maximum out of it maximum usage of it okay volume number two specific ifications, pricing documents and drops. These all we discussed same time we will provide to you simultaneously we will be practicing all these documents of how to do what to do what to fill what information it's deemed required from your side. Okay guys, so far how do you find so somewhere you are you are you feel that it's a messy work do you feel quantity service responsibility only in tendering department I'm talking not to other department not to commercial or contracts so far how do you find it is important or what do you feel now to work in a tendering department your responsibilities simply you can tell your responsibilities now right there any hierarchy standard of we call this is a priority of contract document. Yes, it is important. Okay, we will we will study that in the post contract priority of document because what takes precedence specific bit asking about the drawing and specification, right? Specification takes the lead. Yeah. Then the drawings it's the priority it's an order. If there are discrepancies between two documents, you have to check the specifications first then the drawing. So you have to follow the conditions of conduct. That's what I told you. Condition of conduct is very important to understand. So where you have to follow the priority of documents right now I'm coming quickly to a selective tender just now I talk about open tender what do you mean by selective tender so it's a shortlisted biders are invited let's say only 10 biders are invited we are doing a analysis of their pre-qualifications once the pre-qualified biders from out of 10 let's say eight are okay or six are okay so I'm going to invite only six biders okay A B C D E just I'm calling six biders and yeah um I mean issuing the tender documents to them right once we issue the tender document that is another important part before you price if you have any questions if the contractors if they feel there are you will be having number of doubts like a gentleman just now asked if specification and drawing what to do yeah he has asked a very good question there are discrepancies between the specification and drawing okay what to do If you have doubts, you can follow the conditions of contract priority of document. Or else if you want to get it confirmed, what you will do? You have to ask the consultant. If you are a contractor, how you will ask? That's what we call tender queries. Okay? Tender query forms, biders, uh they have to ask. Okay? So immediately consultant will respond to you. Whatever the doubts, whatever the assumption, you can't price on the assumptions. Okay? You have to ask any question. Thousands of queries will come. >> Okay. >> RFI is after post contract not in the pre-contract. Request for information will not come during the pre-contract. So use the right wording. Tender quaries. Tender quaries must be recorded in the in a form and it should be responded and it should be a >> you know kind of >> circulated to everyone. >> It's kind of a record. If anything dispute come in the post contract we are going to use. So keep the uh word note for yourself RFI during the post contract tender query during the pre-contract. Do you everyone understood what is RFI? Request for information. Okay. If you need any information you will use in the post contract during the pre-contract tendering stage tender queries. Right now I have issued the tender queries. Okay. I have issued the tender document. There's another document called tender addendums. What do you mean by that? Okay, I issue the tender document. But suddenly I felt there are some uh items to be modified. There are something I need to change. So how can I inform the contractors? They they have already started pricing, right? So immediately I have to prepare an addendum. We call tender addendum and issue to circulate to every contractors. Okay? circulate to every country that's we call tender addendum. We don't say additional work we call tender addendum. We have to issue the document could be an additional work no problem but it has to be issued through tender addendums. There are two terms ladies and gentlemen tender queries and tender addendums. If employer want to give additional instruction through tender addendum he will use the tender addendum. If the contractors have any so many doubts how they can ask from tender queries right once they are out of five biders submitted the tender document how to do the post now post tender clarification another important term now your document comes to me I'm going to evaluate it as a consultant you may be having lot of issues you might have missed some items you have some arithmetical mistake you overpriced you have your rates are abnormal your rates are very low rates there's a one thing we call a front loaded tender backloaded tender there are so many things will come so how can I get it confirmed and clarified with you that's the document we call post tender clarification keep in mind keep in your mind tender queries you need to prepare I will guide you we will guide you post tender clarification also So you need to prepare because we are going to give you the tender documents to you. Okay? You have to study, research, find it, evaluate it and you have to fill everything. We will guide you. Okay? We will guide you on each and every steps. Once the postend clarification is done, we will be doing a tender evaluation. Nobody most of the industrial people those who are having less number of years of experiences or even more number of years years of experiences many of them haven't had the chance to do the 10 evaluation report they don't know about that because you know why they haven't had the opportunity so that is another very important document you 100% it's your responsibility commercial report tender evaluation report how you will produce that so we will give you document You have you have to do parallelly with us prepare the tender docu tender evaluation report by yourself. Okay. We have to produce that document. Once we are done with the tender evaluation report. Okay. With that we are giving a recommendation to the tender committee. After that the tender committee will call for a tender negotiation with some particular contractors one or two. Finally it will be after the negotiation done and dusted contract will be awarded. So this is what we are doing in the complete tendering process. Clear? Yeah. He's one uh Sams is asking a question what could be post tender clarification could you please give me some examples? No worries we will do that as I told you. For example, one contractor is he didn't price uh some items or he one contractor has provided so many exclusions. He priced it but he has provided so many exclusions. Transportation is excluded. For example, loading and unloading is excluded. Maintenance is excluded. For example, he is giving so many exclusion but he is maintaining his low price but with more exclusions. So can I award the project to him? So I want to get it confirmed with him. One thing please remove all your exclusions or please confirm where these things who is responsible to do in the in the execution type. So if you have any confusions I need to properly justify you. So all the queries comes from the consultant side. We'll be asking you through post tender clarification. So contractor has to respond that. Keep that in mind. Tender quaries, post tender clarifications, responses, everything will be documented in the contract document. Okay. Once the project is awarded all these documents are becoming a binding document. For example, somebody will tell in the drawing there is nothing says like that. But what we can do we can show them Mr. Contractor in the post and the clarification we have clarified your doubts. See this is the post and the clarification response. So you have to follow that something like that it's it's an interesting area okay nothing to worry we will do we will do in the class we will do in the class okay I will give you the templates you have to prepare by yourself okay we will do right few more things to tell you as I told you uh all right I put a question okay I put a question during pricing if the contractor has any queries how should they raise them. What is the document they can use during the pricing time? If they have any queries, what is the document? Very good. Tender quaries. Tender quaries. Tender addendum. Have you heard about that? After floating the tender, if I just now explain to you if the employer or engineer has any new requirement or I need to do modifications, what they will do? They will issue tender addendum. For example guys, I have issued the attended documents. See details of amendments and instructions. I will only read one but I will give you the complete pack of information. Okay. Volume number one preface tender documents under the instruction to tender amendment to ITT instruction to tender close number 2.5.8 sub close 2.5.8 mandatory compliance with the text withholding laws. So delete the volume number one part three page six and it has to be replaced by volume number one part three page six revision number one so you have to delete the existing page and replace it by what revision one page like that so many informations will be given to you whatever I'm going to modify no problem give the particular details and the sections what to be deleted what to be added Everything should be demonstrated clearly. Any informations, any modifications can be issued by the employer during the pricing time. Clear? Right. Tender submissions. You know there are two tender submission types. One is a commercial submission, another one is a technical submission. So it is we call in the industry envelope system. If it is a one envelope system and there are system called two envelope system. One envelope system means commercial submission and the technical submission together they will submit at once. So when it comes to evaluation we will open technical and commercial together. Most of the projects in my experience 90% of the projects are two envelope system. One is a technical submission other one is a commercial submission. You have to submit separately. It means those who are successful in technical their tender documents commercial tender documents will be they are only their commercial tender submissions will be open because you are technically disqualified I will no need to no need to open because you are technically disqualified why should I see your offer there is a one particular okay let's put in the other way I have hired I I'm planning to hire a good quantity survey everyone is demanding ing me more than 20,000 real one quadrant sur he's demanding only 10,000 but he's not technically capable without by just looking at his 10,000 demand can I hire him end of the day who will suffer understand now like that in construction if you are technically capable only I will consider their commercial offers only okay so we will I we will train you how to deal with the technical submissions and the commercial submissions and finally how we are drafting the recommendations. >> So I want to put us some uh suggestion here. Now many quality deserve here go back to the previous slide the many quantity you're thinking I will enter in the industry mostly nowadays they're coming to the girls what they think maybe I will go very cheaper and I will enter the industry so I can get the opportunity no you should know there are many things happening one people are coming to the girl expecting that I will attend a small job with a quick training. They will go for a six or 3 month training and coming as a cues. Many people invested a lot of money to come here in the Gulf country for the flight. Yeah. Ticket, right? And also they will spend money for the accommodation and go another 2 3 months for the job hunting. Sometime they are going back to their country. They're losing. Second, some people don't find the good job because they don't have the good opportunity. they are landing in odd jobs. So this is very sad to know best. Second the many people have a number of experience like a 20 years 15 years I have I'm everyday talking you know 100 of people so I know what is going on. So those people having number of experience doesn't have the actual regard standard salary. For example if you are a 15 years experienced person you must have not less than 30,000 minimum. Okay. Standard they say if you are a 10 years experienced person you must have at least 15 to 25 minimum. This is a very very minimum one what I say but there are people they are experienced number wise they have 20 30 years but salary wise maybe half less than their experience. So that is not the matter of how much you are you know demanding in the industry. Now think about some people even without MRS it is true they are getting the high salary. So what is the matter? Do you know how to do this work? Okay like a bidder how he's offering someone offering 100 million he know how to do the work. Someone offering 10 million he don't know how to do the work. Can we get the job done the one who doesn't know the work? No not possible. Even he quoting less. So when come to the commercial and technical evaluation like a practical life technical become you know override the commercial same thing. Now when come to a real industry practice but we are trying to adopt in you a real workability skill set if you have that one your qualification doesn't matter. You go for interview you go for a real work you are going to learn everything real. So it's all about the knowledge and the skill set. So similar thing happening if you are going to evaluate some contractor make sure technical capacity or not. If not he's a useless fellow he's you know even he is giving 1 million also don't go with him because he don't know how to do he will ruin your time then you have to find another contractor. So again it's going to be a long process. So same thing happening in the industry also. So many clients are polling. I hired the MRI CS but after 2 3 months I fired them. Why they are not capable to do the works. Okay let's continue. That is what we have introduced this training to build something in the best level that we can see some difference in the industry. >> Yes. Thank you Munas for your thoughtful words. It means a lot because myself and Mr. Munas we are in the industry over two decades. So we have seen we also came up with a lot of struggles you know we we actually didn't find a proper trainer even sometimes in our companies we don't find a proper uh bosses for us who can guide us. So no it's a it's it's a so many hardships we underwent and we have mold ourselves. So it's two decades it's not a matter of simple thing right it's a matter of so many lessons we learned and that's how we are here. So with these potential years of exposures we are here to share to you whatever the things that we have learned. So you can I can perfect I can confidently say we can confidently say that you will definitely get the best out of it. So we will try to give you the best practices to you that will definitely elevate your career. Right. So moving on to tender openings guys. Okay. Once the tender is submitted and everything is fine. So we have a tender committee. So some yeah commercial persons community service uh there is a place for you. Okay. There are how many people are here? >> There are five. So you should be a one one of the person because it's important procurement team um commercial team and the so [clears throat] tender exe tender committee members everybody will be there. So everybody has to open and open the tender documents immediately. You have to only see the form of tender. Then you have to write their names and you have to sign it. So there is a form. There is a form. Okay? Don't worry. We will fill it. We will give you the tender documents. We will give you a blank template. But you have to create these templates. Okay? You have to create these templates and you have to fill all the information. >> For now we just showing the templates. Just a template. doesn't mean we are going to close this. No, it will come in a real practice. >> Yes, it is not about showing, right? Because these all our documents, right? These all our documents. We will give it to you. But you guys, please, we need you 100% full support. Then only it will be a great success. >> We will just show you how the tender document appear in a folder. >> Yeah. >> Yeah. Let's move. >> So, yeah. So you have to put the names of it for how much is the amount. Okay. And finally you whoever attended in the tender opening committee they have to put their designations date and they have to put the sign. It is very very important. Right. Then when it comes to preparing the folders properly to manage the tender evaluation. This is the very important thing. This is the very very important thing. Okay. Once you receive the tender documents. Okay. First folder will be this is how I am we are practicing but you can follow any convenient m u uh ways okay so bidder submission how many biders submitted what about the post tender clarification then the 10 evolution report so this is how we deal in the 10 evolution type once you open the bidder submission how many biders A B C D for example right so all of their submissions are categorized in each and every folders then for example if you open up the contracted D submission. Yes, he has submitted volume 1 2 3 4. Then once you deal with the post and the clarifications, you will be start move on to the second segment. Yes, you will be raising so many post and the clarification again in and out. You have to keep in and out. What do you mean by in and out? Out means you are sending them response is in. Okay. And also you need to uh have keep a log PTC1 for example postender clarification number one issued which date in the PTC itself you have to give them the deadline of their response then received when if it is delayed there are so many regulations to be followed okay in and out with the numbers with the number see how many PTCs in this case PTCC 1 PTCC we are using is post and commercial clarification Because we have a technical team also they are doing a technical clarification. So normally we can we can say post and commercial clarifications 1 2 3 4. If if you open up this file in out in out okay like that you have to manage them. Then finally we have uh all the responses received. Sometimes with the one particular contractor we may go for a po. Po means best and alternate proposal. Okay best alternate final proposal. So we can ask before all or leo we will explain to you how we can deal with that. Finally if it is all done all these thing has to be uh properly documented and we need to prepare a tender evaluation report. Compile that tender evaluation report with all necessary appendixes. Before means best and final offer. Yeah best and final offer. If somebody yeah somebody asked before best and final offer sometime Leo also we have last and final offer. It depends. It is handled by procurement department. They can go for a beo and LEO after the uh evaluation report. Okay. Once done guys, I'll simply show it to you how you have to do the tender evaluation. You have to take the same BOQ but you have to put appletole comparison. For example, PTE PTE means pre-tend estimate what we have internally. And then APN it's a contractor one, AB6 is contractor 2, Moon is a contractor C. So you can compare their prices with our prices. This template you need to produce. We don't produce. We will guide you how to do that. We will give you the BOQ. We will prepare the BOQ in measurement subject. But for the tender evaluation, we will give you the BOQ. But you have to do the evaluations. Okay? We will guide you how to do these evaluations. Once you are done with this evaluation, you will notify, right? Contact the age, price, what what are the mistakes, what are the abnormal rates, higher rates, lower rates, everything you will notify during the 10day evaluation time. If you have any uh queries, how you can ask during the 10 evaluation, post tender commercial clarification, PTCC. So again that is also should be following a proper uh template. Okay, you have to write it numbers what is the section. Okay, what is your required? For example, just read and understand date and attachment project names. With reference to the above mentioned tender submission, we refer to your commercial submission which require your clarification and confirmation of the following based on our initial observation. First question under the BOQ section wood section there is an arithmetical error in the woodwork trade calculation. Please correct the arithmetic error in accordance with instruction to tenders and resubmit the form of tender. Understand? No like that we are giving them uh we are issuing our clarifications and we need to get their response immediately that will be recorded. Finally we are coming to the uh final part of today's session. You have to produce compile everything and you have to produce a tender evaluation report. This is um matter of a big bulk of document. You have to produce this guys ladies and gentlemen. You means what it is all are here. There are huge number of attendees here. We are happy to see you all. Everybody should produce the report by yourself. There are so many sections to be followed. It is like your thesis in your degree right like that there are so many things are there you have to we will I will we will be doing in the class itself simultaneously. You have to do it. You have to type it. I need to hear the noise. Okay. then only it will be a fruitful session. We will guide you 100% how to do the tender evaluation report once it is done. Yes. So the next class will be on Saturday. Okay. We will be discussing further and you you better please prepare yourself to work in parallel with us. Okay. And there are so many things we need to do guys. We have to prepare the BOQ. We have to do the tender documentation preparation. We have to actively engage on the tender evaluations. All the queries, all the PTCs, all the evaluations. Then finally evaluation report has to be uh prepared. All these exercises we need to do in the upcoming sessions. I need your 100% fullest support to do this training more successfully. Yes, mas if you have anything you can add to that. >> Yes. What is our expectation? Either you are working for a consultant site or contractor site, you should know how to handle the tender. If you are a consultant side, then you should know how to prepare the tender document. If you are in a contractor site, then you should know how to submit the tender document. So that process going to start by next session and thank you for attending today's session.