Tender Details

Defining Tender Details

When creating a Request for Proposal (RFP) in 14Build, the tender details form the foundation for contractor bids. Tender details include project scope, estimated budget, deadlines, and additional submission requirements, ensuring contractors have all the necessary information to submit accurate and competitive proposals.

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1. Key Components of Tender Details

Field	Description	Example
Tender Name	The official title of the tender.	Foundation Work Tender
Description	A brief yet comprehensive description of the project.	Install concrete foundation
Category	The type of work or trade required.	Concrete, Excavation
Estimated Budget	Proposed budget for the entire tender.	$200,000
Submission Deadline	The final date for contractors to submit bids.	2024-07-15
Project Duration	Expected project duration (start and end dates).	6 months
SOQ Link	Link the tender to an existing SOQ for clarity.	SOQ: Foundation Work Jobs
Attachments	Upload supporting documents (blueprints, drawings).	Blueprint.pdf

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2. Step-by-Step Guide to Add Tender Details

Step 1: Access the Tender Creation Form

1. Log in to the Project Dashboard.
2. Navigate to the Tenders section under the selected project.
3. Click Create RFP to open the tender creation form.

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Step 2: Fill in Tender Details

Fill in the key fields as follows:

1. Tender Name: Provide a clear and descriptive name.

   • Example: “Foundation Work Tender - Phase 1”.

2. Description: Clearly outline the project scope, work required, and expected outcomes.

   • Example:

     “Install concrete foundation for a 200 sqm area, including excavation, reinforcement, and pouring concrete at 30 MPa strength.”

3. Category: Select the appropriate trade or work category (e.g., Concrete, Excavation, Interior).

4. Estimated Budget: Specify the maximum project budget.

   • Example: $200,000.

5. Submission Deadline: Enter the bid submission deadline to ensure timely responses.

6. Project Duration: Add the expected start and end dates for the project.

   • Example: Start: 2024-08-01 | End: 2025-01-31.

7. Link an SOQ (Optional): If you’ve already created a Schedule of Quantity (SOQ), link it to the tender for detailed task and cost breakdowns.

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Step 3: Upload Supporting Documents

Upload critical documents for contractors to review and understand the scope:

• Blueprints
• Drawings
• Technical Specifications
• Safety Regulations

Example Attachments:

[
  { "name": "Foundation Blueprint", "file": "foundation_blueprint.pdf" },
  { "name": "Site Safety Plan", "file": "safety_plan.docx" }
]

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Step 4: Review and Publish

1. Review all entered details.
2. Click Publish RFP to make the tender live.
3. Notifications are sent to relevant contractors, inviting them to submit bids.

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3. Example Tender Record

{
  "tender_id": "tender-12345",
  "project_id": "project-56789",
  "tender_name": "Foundation Work Tender - Phase 1",
  "description": "Install concrete foundation for a 200 sqm area.",
  "category": "Concrete, Excavation",
  "estimated_budget": 200000,
  "submission_deadline": "2024-07-15",
  "project_duration": {
    "start_date": "2024-08-01",
    "end_date": "2025-01-31"
  },
  "attachments": [
    "foundation_blueprint.pdf",
    "safety_plan.docx"
  ],
  "soq_linked": true
}

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4. Best Practices for Defining Tender Details

1. Be Clear and Specific: Provide as much detail as possible to avoid ambiguity.
2. Align with SOQ: Link the tender to an SOQ to ensure clarity on quantities, tasks, and costs.
3. Set Realistic Deadlines: Allow sufficient time for contractors to prepare quality bids.
4. Include Relevant Documents: Upload blueprints, technical specs, and safety guidelines.

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5. Why Tender Details Matter

Clearly defined tender details help:

• Contractors understand project requirements fully.
• Improve bid accuracy and compliance with the project scope.
• Simplify the evaluation process by ensuring all bids follow the same guidelines.

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