Here’s a sample tender document for a hypothetical project. This example is for the procurement of services related to building maintenance, but the format and sections can be adjusted to suit other types of tenders.
TENDER DOCUMENT
Project Title: Building Maintenance Services for XYZ Corporation
Tender Number: TDR-2024-12-001
Issue Date: December 19, 2024
Submission Deadline: January 15, 2025, 5:00 PM (Local Time)
Tender Opening Date: January 16, 2025, 10:00 AM (Local Time)
Location: XYZ Corporation Headquarters, 123 Business Avenue, City, Country
1. INTRODUCTION
XYZ Corporation invites sealed tenders from qualified and experienced contractors to provide building maintenance services for its office premises located at 123 Business Avenue. The scope of work includes routine maintenance, emergency repairs, and specialized services as detailed below.
2. SCOPE OF WORK
The successful contractor will be required to:
- Routine Maintenance:
- Monthly cleaning of HVAC systems.
- General repairs and painting (internal and external).
- Plumbing and electrical maintenance.
- Emergency Repairs:
- 24/7 emergency response for building systems failure.
- Emergency repairs for plumbing, electrical, and HVAC systems.
- Specialized Services:
- Pest control services.
- Window cleaning (quarterly).
- Annual safety inspections.
The contract is expected to begin on February 1, 2025, and will last for a period of one year, with the option to extend for two additional one-year terms, subject to satisfactory performance.
3. ELIGIBILITY CRITERIA
To be eligible to submit a tender, contractors must meet the following criteria:
- At least 5 years of experience in providing building maintenance services.
- Registered business with all necessary licenses and insurance.
- Proven track record of delivering similar services in commercial buildings.
- Ability to provide emergency services within two hours of notification.
4. SUBMISSION REQUIREMENTS
All tenders must include the following:
- Tender Form: A completed tender submission form, signed by an authorized representative of the contractor.
- Company Profile: A brief profile of the company, including a list of similar projects completed in the past three years.
- Financial Proposal: A detailed breakdown of the pricing for each service, including any hourly rates, materials costs, and discounts for long-term contracts.
- Proof of Experience: Copies of contracts or work orders for similar services.
- Insurance and Licenses: Valid certificates of insurance and any required licenses.
- References: At least three client references from previous maintenance contracts.
5. TENDER EVALUATION
Tenders will be evaluated based on the following criteria:
- Technical Competence (40%): Experience, qualifications, and proposed methodology.
- Cost (40%): Total cost of the services, including any long-term pricing advantages.
- References and Reputation (20%): Past performance and reliability in similar contracts.
6. TENDER SUBMISSION INSTRUCTIONS
- All tenders must be submitted in a sealed envelope labeled “Tender for Building Maintenance Services” and addressed to: Tender Box
XYZ Corporation
123 Business Avenue,
City, Country - Electronic submissions will not be accepted.
- Late tenders will not be considered.
7. QUESTIONS AND CLARIFICATIONS
For any questions or clarifications, please contact the following:
Tender Coordinator:
Jane Doe
Email: jane.doe@xyzcorp.com
Phone: +123-456-7890
All inquiries must be submitted by January 5, 2025.
8. TERMS AND CONDITIONS
- Acceptance of Tender: XYZ Corporation reserves the right to accept or reject any or all tenders.
- Contract Award: The selected contractor will be notified by January 20, 2025.
- Payment Terms: Payment will be made within 30 days of receiving an invoice after the completion of each service.
Issued by:
XYZ Corporation
123 Business Avenue
City, Country
December 19, 2024
End of Tender Document
This is a basic outline. The actual tender document would include more detailed information and could vary greatly depending on the industry, type of services or goods, and legal requirements.