Executive Summary
Tendering & Estimation Policy
This document establishes the policies, procedures, and responsibilities governing the tendering and estimation process at (Company Name). It ensures that all tender-related activities are carried out with accuracy, transparency, compliance, and professionalism, safeguarding the company’s reputation while maximizing competitiveness in the market.
Key Highlights
- Eligibility & Risk Assessment
- Careful review of tender documents to verify eligibility and grade classification.
- Identification of potential risks, restrictions, penalties, and site-specific challenges.
- Technical & Commercial Submissions
- Equal importance to technical and commercial offers, with technical compliance as top priority.
- Strict prohibition of including any commercial details in technical submissions.
- Preparation of BOQ, supporting documents, datasheets, HSE policies, schedules, and company profiles.
- Roles & Responsibilities
- Tendering Department Head: Oversees all submissions, negotiations, and compliance checks.
- Secretary/Document Controller: Custodian of records, logs, correspondences, and submission protocols.
- Procurement Team: Secures quotations, validates vendors, and supports cost estimations.
- Planning Engineer: Prepares project schedules, reviews timelines, and validates penalty clauses.
- HSE Officer: Provides HSE-related documents when required.
- Administrative Staff: Supports documentation, formatting, and presentation.
- Accounts Department: Manages tender-related expenses, bonds, and financial certifications.
- Negotiations & Clarifications
- Structured internal review before negotiation with clients.
- Discounts and price revisions only with GM’s approval.
- Formal clarifications raised and tracked through the secretary.
- Contract Award & Execution Transition
- LOI acknowledgment, project file initiation, and kickoff meetings within 3 days.
- Handover of workout sheets and site visit notes to project teams.
- Signing of contracts only with GM authorization, ensuring all clauses are reviewed.
- Valuations, Variations & Claims
- Monthly progress valuations submitted by the 30th of each month.
- Variations only executed with official client confirmation.
- Transparent follow-up for amended purchase/variation orders.
- Closeout Procedures & Record Keeping
- Tender closeouts completed within 24 hours of submission.
- Custodianship based on tender value (Document Controller / GM locker).
- Master logs maintained client-wise for tracking and follow-ups.
- Non-awarded tenders archived at camp office after 5 years (earlier if space-constrained with GM approval).
- Governance & Meetings
- Weekly tender review meetings chaired by the GM.
- Continuous monitoring of compliance, documentation accuracy, and cost control.
Conclusion
This policy ensures that the tendering and estimation process is structured, compliant, and strategically managed. It emphasizes team collaboration, risk management, client satisfaction, and governance, positioning the company to remain competitive, transparent, and reliable in all tendering activities.
