A Tender Notice is released by a government agency or a private company when they announce a new project to invite bids from vendors for its completion. They are invitations to submit proposals for works on the projects that are being undertaken. A tender notice ensures a transparent competition among potential suppliers during a procurement process and gets the best deal for the issuing party.
Breakdown of a Tender Notice
The content of a tender notice generally includes:
- Details of the project.
- Eligibility criteria for bidders.
- Instructions on the submission process, deadlines and mandatory documents.
- Criteria for evaluation of the bidders.
- Contact information for more details sought.
A Model Tender Notice Format
To streamline the eTendering process, government and private companies follow a model tender notice format to bring in fairness and uniformity into it. Set templates are used to make these procedures transparent and consistent for all vendors alike, that fosters a level playing field for all. A uniform tender notice format ensures an equitable tendering experience culminating in unbiased evaluations. A tender notice format includes the following details –
Details of the Issuing Authority
This includes basic information of the issuing authority like the name of the organisation, the name of the department which is seeking the work under that organisation, and so on. For example, let’s take a sample tender notice published on 10th of February 2024 by BBMP (Bruhat Bengaluru Mahanagara Palike) in the TOI for the construction of some roads under the office of the Executive Engineer, Road Infrastructure Department, East Division.
Date of Issue and Tender Reference Number
The Issue Date and the Tender Reference Number are mentioned on top of the tender notice format. In the above example of the tender notice released by BBMP, the issue date in the sample tender notice is 08-02-2024 and the tender number is EE/RI-YNK/TEND/03/2023-24. The vendor can use this reference number while communicating with concerned BBMP officials.
Nature and Details of the Project Work
The other information included in the Tender Notice Format is regarding the nature of the work, its location and type. In the BBMP project mentioned above, the sample tender notice mentions that the project involves a Comprehensive Development of Selected 04 Arterial, Sub-Arterial and other major roads connecting roads in Yelahanka Zone and Dasarahalli Zone in Bengaluru.
The Cover Lists
The tender notice format includes a List of Covers. This list of documents that includes proof of EMD (Earnest Money Deposit), technical bid covers, financial bid covers, Registration Certificate, Pan Card, Copy of GST and others, need to be uploaded correctly in the desired formats. One has to have knowledge of pdf documents and zip files for this purpose.
For example, the project by BBMP above, requires an EMD of ₹97 lakh, and it is also specified in the tender notice that ₹1 lakh of the amount has to be paid via KPP portal and the balance as e-BG. So one has to be very careful while submitting the bid as the Tender Inviting Authorities have the authority to reject a proposal if they do not find the requisite documents under every cover categorically.
Important Dates and Deadlines
All the important dates and deadlines associated with the project’s tendering process are enlisted in a tabular format which is known as the Critical Date Sheet. These dates help the potential bidder understand the key milestones and plan their bids accordingly.
The table includes the date on which the tender document will be available for download, the last day for potential bidders to clarify any doubt, a pre-bid meeting date, bid-submission dates or deadlines, bid-opening dates and the announcement date on which the contract is finally awarded to a bidder.
Source: Critical Tender Sheet reference https://millets.res.in/tenders/eProcure_nylon_18oct18.pdf
The Criteria for Eligibility
Each tender has specific criteria for eligibility which is listed in a tabular format in the tender notice. The list of eligibility certificates includes copy of the company’s registered certificate,
copy of work order and completion certificates of similar work undertaken in the past 5 years, a copy of the company’s GST registration and last GST returns, a certificate from the statutory auditor, proof of EMD (a copy of the DD drawn on a nationalised bank) or in case exempted, a copy of the MSME exemption certificate and finally the tender copy signed by the company’s authority.
Where can you find a tender notice for your business?
A tender notice by a Government or a private entity may be published on various platforms in India. Government tenders can be found on Central Public Procurement Portal (CPPP), State eProcurement Portals, websites of the Government Department issuing it, and in newspapers. A private tender notice can be found on the company’s website, via tender notification services, Trade and Industry associations and in newspapers.
Try BidAssist
Keeping a tab on multiple sources for tenders related to your business can be nerve-wracking. We offer you a unified platform BidAssist.com where you can browse for tenders specifically meant for your business. All you have to do is apply the correct filters and search. You will be provided with a list of active tenders based on your search. BidAssist also helps you find a tender notice based on your eligibility criteria and go through the bidding process making sure all your covers are in place.
You can reach out to the BidAssist’s customer service team at BidAssist support for more information on comprehending a tender notice, understanding tenders with the help of a sample tender notice and unleashing the complexities of a tender notice format.