Appendix 6A Tender Document Checklist: Chapter 6 - Preparation of Tender Documents

Chapter 6 – PREPARATION OF TENDER DOCUMENTS
APPENDIX 6A TENDER DOCUMENT CHECKLIST
PROJECT File Ref.:

TITLE
Estimate Contract Sum:
Allocation/ Funder:
Tender Type:
Receipt Completion
Action by Name of Officer Send Date
Date Date
PO 1
PO 2
QA2
Item No. Description1 PO1 PO2 QA2 Comments

Tick (9) after checking
1.0 Cover Page Format and
registration of Tender Nos.
The correct procedure is
adopted.
2.0 Notice of Tender

2.1 Correct Head and Subhead Ref.: SPP 16/1993
2.2 Correct class of Contractor.
2.3 State the type of companies which 1. Ref.: SPP 5/2007 –

are eligible to participate, base on Eligibility of
the estimated value of the tender Contractors.3
2.4 To state if tender is only for

Bumiputera Contractors.
2.5 Correct place of buying tender.
2.6 Amount of documentation fee4 and

in whose name to be made, is
stated.
2.7 Site visit – date, time & place

stated.
To state if compulsory
2.8 Date, time and place for closing of

tender is stated.
Revision 0 : March 2008 6A-1

3.0 Instructions to Tenderers
3.1 Where and when tender closes.
3.2 Amount and other articulars of

Tender Deposit (for International
Contracts only)
Ref.: SP JPS. UB.
3.3 Include clause on information
3/1994
regarding tenderer’s Financial and
Technical Capacity if tender is
>RM1.0m.
3.4 If funded by international body,

ensure that their guidelines for
procurement are complied with.
3.5 Include clause regarding

correction of errors for
internationally funded tenders.
4.0 Form of Contract
4.1 Use correct form.
4.2 Articles of Agreement
The following to be filled in:
1 Paragraph 1
(i) Name of Government. For Federal Projects -

Government of
Malaysia.
For State Projects

- Name of relevant
State.
(ii) Description of intended
Works.
(iii) Drawing nos/as stated in

list of drawings.
6A-2 Revision 0 : March 2008


4.2 4.2.2 Clause 2(e)
(Cont’d)
Special Provisions to
Conditions of Contract.
(i) Advance Payment clause
(ii) Variation of Price clause
(iii) Performance Bond in the
Form of Performance
Guarantee Sum
(iv) Performance Bond in the
Form of Performance
Guarantee Sum
Choose relevant one only
4.2.3 Clause 2(I) – New Clause
Amendments to PWD Forms.

4.3 Conditions of Contract
4.3.1 Clause 1(a)(i)
Same as item 4.2.2 and 4.2.3
4.3.2 Clause 1(a)(iv)
Check designation of S.O. is Ref.: SP JPS Bil.

correct. 1/2003
4.3.3 Clause 26(d) (203A only)
Delete this clause if funded by

International body.
4.4 Appendix to Conditions of Contract
4.4.1 Clause 3(a)(i)

Clauses 40 and 43 and
Clauses 51, 52 and 54 are Ref.: SP JPS Bil.
designated to the correct 1/2003
Officers.

4.4 4.4.2 Clause 3(a)(ii)

(Cont’d)
Powers to approve Variations
in accordance with latest Ref.: AP202.2
Treasury and JPS circulars
4.4.3 Clause 33
Minimum insurance coverage

is sufficient5
4.4.4 Clause 33(a) and 36(b)
Amount of excess – Nil
4.4.5 Clause 34
Not used.
4.4.6 Clause 36
Insert the following

‘Total Amount Insured’
... ... ... RM ...............
4.4.7 Clause 38(b)
Date for Possession – ‘To be

Determined’.
4.4.8 Clause 40
Check if the rate of

Liquidated and Ascertained
Damages is reasonable6.
4.4.9 Clause 41
Sectional Completion
- To be filled if required.
4.4.10 Clause 45
Defects Liability Period in

accordance with Arahan
Perbendaharaan 200.5(a).7


4.4 4.4.11 Clause 47(a)
(Cont’d)
(i) Value of work done
before First Interim
Certificate will be issued
5% of Builder’s work or
RM100,000 whichever is
lesser.
(ii) Value of work done

before each subsequent
interim certificate will be
issued – 15% of average
monthly value of
Builder’s Work or ½ of
the first interim
payment, whichever is
lesser.
4.4.12 Period for honouring Sufficient period to be

payment stated but not less
than 30 days.
5.0 Special Provisions to Conditions
of Contract
5.1 Advance Payment
5.1.1 Use correct Special

Provision.
5.2 Variation Of Price Ref.: SPP 3/2008
5.2.1 Use correct Special Provision

/ forms.
5.2.2 Quantity of steel bars and

cement are stated in
Lampiran……..... if required
for the works.
5.2.3 Forms for estimation of

diesel consumption &
bitumen are included.
5.2.4 Complete the forms, and

enter the relevant information


5.3 Performance Bond in the Form of
Performance Guarantee Sum

Provision.
5.4 Restriction and Procedure on Use

of Imported Good/Materials

Provision.
5.5 Amendments to Standard PWD

forms
Use correct amendments.
6.0 Form of Tender
6.1 Use the correct form.
6.2 The following are filled in:-
6.2.1 Title of tender
6.2.2 List of drawings including

checking the number of
drawings against the List of
Drawings.
6.2.3 Completion period (fixed by

Department).
Ensure period of completion

fixed by the Department is
reasonable, taking into
account factors like urgency,
complexity and rainy
periods.
6.2.4 Prime Cost or Provisional
Sums if applicable.
6.3 Tender validity period is amended. 90 days for

conventional contracts.
180 days for DB
contracts.


6.4 Include as clause 7(e) the
following phrase:-
‘Polisi Insurans Kerja atau Nota

Liputan berserta dengan resit bagi
premium yang telah dibayar’.
6.5 Conditions of Tendering
(i) Clause 1 (c)

- Second line to be deleted if
funded by International body.
(ii) Clause 8
- Amend Tender Validity
period.
(iii) Clause 10(e)

- Insert as per item 6.4
above.
7.0 Letter of Acceptance
7.2 List of addresses where copies to

be sent is correct.
8.0 Specifications
8.1 Scope of Works.
To correspond to works indicated

on site plan and measured in
B.Q./Summary of Tender.
8.2 Technical specifications are

provided for all items of work and
are comprehensive, clear,
appropriate and relevant to the
works.
8.3 Cross References and Page Nos.

are correct.
8.4 Addendum Specification prepared

for specific works (for Lump Sum
contract only)


9.0 Preamble
9.1 To check the unit of measurement

as stated in the preamble is
consistent with the measurement
in the Bills for the various items.
9.2 The method of measurement is

stated.
9.3 The method of measurement does

not give rise to unnecessary or
impractical maintenance of site
records.
9.4 The general composition of the

unit rate is stated.
9.5 No duplication in the measurement

of items.
10.0 Bill of Quantities
10.1 A general look at the quantities to

ensure no obvious mistakes.
10.2 All necessary dimensions are given
10.3 All necessary items are measured. No ‘Rate Only’ items.

(Items without
quantities).
No ‘Contingency Sum’
10.4 P.C. Sum – to include item for items.
Profit (%) and attendance (Lump
Sum).
10.5 Amounts for P.C and Provisional

Sums stated in ‘Amount’ column.
10.6 Item descriptions are concise,

consistent and accurate.
10.7 Item description to correspond to

drawings and/or specification.
10.8 Cross References and Specification

clause Nos. correct.


10.9 All sections of the Bill of Quantities
are carried to the Summary.
10.10 Summary page provided.
11.0 Summary of Tender (For Contract

Based on Form JKR203)
11.1 For Lump Sum items, statement
on quantities should be avoided,
otherwise ensure consistency with
those stated in specifications and
drawings.
12.0 Drawings
12.1 Drawings must be clear and up to

date
12.2 Drawing Nos. tally with list of

drawings.
12.3 Drawings for works based on

Lump Sum tender must be
complete and scope/extent of
works are coloured if necessary
13.0 Form of Guarantees for Ref.: SPP 5/2007

Performance
Bond/Advance Payment
13.2 Latest list of Approved Banks &

Insurance Companies attached
14.0 Informative Documents Ref.: SP JPS 3/1994
14.1 All standard forms are

incorporated
14.2 Form BA (Bank/Financial

Institution Report) attached, not
bound.


15.0 General
15.1 All tender documents must be

carefully prepared and complete
so as to give effect to the
expressed requirements of the
Department.
15.2 The work to be executed must be

clearly and concisely defined and
specified, consistent with one
another and free of ambiguity.
15.3 Documents must be free of

inconsistencies and discrepancies
between the various sections and
the drawings.
15.4 Ensure that all bye-laws and

Authorities requirements are
included and highlighted in the
tender documents:
15.5 Complies with the latest policies

and circulars
Signature of Checking Officer Signature of Verifying Officer Signature of Quality Auditor

Date of Completion of Task: Date of Completion of Task: Date of Completion of Task:

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Chapter 6 – PREPARATION OF TENDER DOCUMENTS

APPENDIX 6A TENDER DOCUMENT CHECKLIST

PROJECT File Ref.:

Item No. Description1 PO1 PO2 QA2 Comments

2.0 Notice of Tender

2.2 Correct class of Contractor.

2.3 State the type of companies which 1. Ref.: SPP 5/2007 –

2.4 To state if tender is only for

2.5 Correct place of buying tender.

2.6 Amount of documentation fee4 and

2.7 Site visit – date, time & place

2.8 Date, time and place for closing of

Revision 0 : March 2008 6A-1

Item No. Description1 PO1 PO2 QA2 Comments

3.0 Instructions to Tenderers

3.1 Where and when tender closes.

3.2 Amount and other articulars of

3.4 If funded by international body,

3.5 Include clause regarding

4.0 Form of Contract

4.1 Use correct form.

4.2 Articles of Agreement

The following to be filled in:

(i) Name of Government. For Federal Projects -

For State Projects

(iii) Drawing nos/as stated in

6A-2 Revision 0 : March 2008

Item No. Description1 PO1 PO2 QA2 Comments

Choose relevant one only

4.2.3 Clause 2(I) – New Clause

Amendments to PWD Forms.

The following to be filled in:

4.3.1 Clause 1(a)(i)

Same as item 4.2.2 and 4.2.3

4.3.2 Clause 1(a)(iv)

Check designation of S.O. is Ref.: SP JPS Bil.

4.3.3 Clause 26(d) (203A only)

Delete this clause if funded by

4.4 Appendix to Conditions of Contract

The following to be filled in:

4.4.1 Clause 3(a)(i)

Revision 0 : March 2008 6A-3

Item No. Description1 PO1 PO2 QA2 Comments

4.4 4.4.2 Clause 3(a)(ii)

Minimum insurance coverage

4.4.4 Clause 33(a) and 36(b)

Amount of excess – Nil

Insert the following

4.4.7 Clause 38(b)

Date for Possession – ‘To be

Check if the rate of

Defects Liability Period in

6A-4 Revision 0 : March 2008

Item No. Description1 PO1 PO2 QA2 Comments

(ii) Value of work done

4.4.12 Period for honouring Sufficient period to be

5.1 Advance Payment

5.1.1 Use correct Special