This is a sample of how to write a tender invitation, the names, addresses and business names mentioned herein is for sample purpose only... Read on..........
PART (A) TENDER
INFORMATION
1. TENDER
INVITATION…………………………….
The Federal
Medical Centre (Lagos) Staff Cooperative, Thrifts and Loans Society Ltd (Location
Here) invites tenders from reputable companies for the construction of
residential bungalows and duplexes in its 100
plots estate site in (Location Here) as follows:
- 2, 3 and 4 Bedroom bungalows.
- 3 Bedroom bungalow police post
- 5 Bedroom Duplex
- Perimeter wall
fence/gate house, internal roads and drainage, water and electricity scheme.
2. CLIENT: Federal Medical Centre (Lagos)
Staff Cooperative, Thrifts and Loans Society Ltd, (Location Here).
3. TENDER SPECIFICATION: (See drawings for dimensions/specifications).
4. CONDITION OF TENDER:
PAYMENTS:
(a) Funds for the
project shall be or is expected to be provided by Federal Mortgage Bank of Nigeria and as
such prospective developer/contractor in conjunction with the selected Primary
Mortgage Institution shall source the fund for the project from Federal
Mortgage Bank of Nigeria.
Consequently, the developer/contractors are expected to familiarize themselves
with the funding policies of Federal Mortgage Bank of Nigeria. The
society herewith attaches a 90 days deadline (from the date the articles of
agreement of this tender is signed with the contractor) to obtain fund from
Federal Mortgage Bank of Nigeria,
failure of the above shall attract outright termination of the tender/contract
without recourse to the contractor or liability to the society.
(b) Where the developer
elects to fund the projects from funds obtained from Federal Mortgage Bank of
Nigeria, the developer shall while processing and awaiting the release of funds
from Federal Mortgage Bank of Nigeria,
probably in conjunction with the selected Primary Mortgage Institution,
raise/possess private funds of theirs to commence meaningful development within
60 days validity period of the tender, meeting the set milestones provided by
the Project Consultant and approved by the client.
i. And
once contractors has mobilized to site and commence works, the works shall
progress continuously, without technical/funding delays, according to the
approved schedule of work, irrespective of the arrival of funds from Federal
Mortgage Bank of Nigeria (FMBN) even until the completion of the works.
ii. While
in the site, where the contractor is found to unduly and significantly delay
the works or stop the works, resulting in disruption of the approved schedule
of work and the intended completion date deemed to be negatively affected, the
tender/contract shall out-rightly be terminated notwithstanding any
agreements/conditions of this tender/contract, without recourse to the
contractor or liability to the society or payments/refunds for works already
done by the contractor.
(c) The funding clauses
above not withstanding the society shall have the powers to consider and adopt
an acceptable alternative funding platform different from that of the Federal
Mortgage Bank of Nigeria
as far as the best interest of the society is ensured.
(d) Non-obligation Clause: It is emphasized that the Federal Medical
Centre (Lagos) Staff Co-operative Thrift and Loans Society Ltd, (Location Here)
Federal Teaching Hospital is not under any obligation, whatsoever, to accept
the lowest or any particular tender.
5. ELIGIBILTY:
(a) Experienced contractors duly registered with the:
i. Federal Ministry of works and
Housing.
ii. Federal
Medical Centre (Lagos) Staff Cooperatives, Thrift and Loans Society Ltd with N20,000 registration fee.
(b) Contractors that are able and ready to handle the works
directly and, or without subleasing.
(c) Contractors who possess the following documents:
i. Certificate
of Incorporation/Registration by Corporate Affairs Commission (CAC).
ii. VAT registration
certificate.
iii. Photocopy
of current tax clearance certificate for recent past three years with Tax
Identification Number (TIN) attached.
iv. Evidence of Previous Jobs Done: List of
projects executed by developer (indicating location, Name of client, Name of
Estate, House Type and numbers of units with cost, attached certificate of job
completion).
v. Audited
Annual Accounts with signature, seal and Stamp of the Auditors for past three
years.
vi. Photocopy
of Articles and Memorandum of Association with certified true copies of forms
CO2 and CO7 attached.
vii. Detailed
company profile.
a. List of Board of Directors (indicating
names, position and profession).
b. Paid up share capital.
c. List of
Management and Technical Team/Staff (tabulate names, rank, designation,
profession, qualification and years of cognate experience).
viii. Letter of
commitment to work with the selected Primary Mortgage Institution (PMI) to
execute the project where applicable.
ix. Letter
of commitment to obtain fund from Federal Mortgage Bank of Nigeria
probably in arrangement with the selected Primary Mortgage Institution within
the stipulated period in this tender/contract (where applicable) if the
contractor intends to source fund from Federal Mortgage Bank of Nigeria.
x. Evidence
of membership of Real Estate Development Association of Nigeria (REDAN) and
evidence of financial contribution attached.
xi. Evidence
of registration with Federal Mortgage Bank of Nigeria as a Mortgage Developer.
xii. Any
other relevant information that may facilitate satisfactory and timely
completion of the project.
6. TENDER FEE:
A non-refundable tender fee of N150,000
(One Hundred and Fifty Thousand Naira only) and non-refundable processing fee
of N80,000 to be paid either by means
of electronic funds transfer or by direct cash payment into the society account
with the following Bank details:
Account Name:
Account No: …………………………
Bank: ………………………....
Bank Sort Code: …………………………
Note: Issuance of this tender document shall be after confirmation of
payment of all the fees contained in this tender document. Photocopy of the
payment deposit counterfoil teller must be submitted and original copy for
sighting.
7. VALIDITY
OF TENDER:
Tender is valid for 60 days from date contract agreement is signed;
subject to extension at the instant of the client only (validity of tender here
refers to period between the period of signing the contract agreement and
commencement of works).
8. RETURN
OF TENDER FORM:
Completed and appropriately endorsed tender should be returned not
later than two weeks from date tender is publicized. Tender should be returned
by hand to the office of the President, Federal Medical Centre (Lagos) Staff
Cooperative Thrifts and Loans Society Ltd, Federal Teaching Hospital (Location
Here) in a properly sealed envelope and evidence of return obtained, addressed
to the President, Federal Medical Centre (Lagos) Staff Cooperative Thrifts and
Loans Society Ltd, Federal Teaching Hospital (Location Here).
9. TENDER
OPENING DATE:
All the bidders shall be communicated by phone, text message and
e-mail at the same time.
10. DURATION OF CONTRACT/WORKS: Shall be maximum of 18 full calendar months
beginning from the date contract agreement is signed.
PART B: Company
Information
1. Name of
Company:…………………………………………………………….
2. Registered Address of the Company:………………………………………….
3. Telephone Numbers (a) Managing Director
- (CEO) – Two (2) Separate GSM Line
(b) Company Secretary - Two (2) separate GSM lines (c) Company
e-mail address
4. NAME OF AUTHORIZED REPRESENTATIVE: (Attach letter of Power of
Attorney bearing phone numbers and e-mail address..
5. TENDER PRICE
Tender price shall be
presented not as aggregate, but quoted for each of the lots classified below;
Lots Tender
Price
i. 2 Bedroom Bungalow N……………………………k
ii. 3 Bedroom Bungalow N……………………………k
iii. 4 Bedroom Bungalow N……………………………k
iv. 5 Bedroom duplex N……………………………k
Common Facilities
v. 3 Bedroom bungalow
police post N……………………………k
vi. Perimeter
fencing/gate house N……………………………k
vii. Internal roads and
drainages N……………………………k
viii. Water Scheme N……………………………k
ix. Electricity Network N……………………………k
Note: tender price refers to cost
of construction, installation, testing, delivery/commission and basic
associated cost.
6. WORK AND SITE FAMILIARIZATION
a. The total number
of housing units and housing types shall be determined after the subscribers
(allotees) would have indicated formal selection of a housing type based on the
tender price of the housing unit agreed between the society and the contractor.
b. The location of the
project work is a 100 plots
of approximately 5 hectre surveyed parcel of land located at (name of village
here), appropriately described by the Survey Plan and Estate Layout Design
which shall be supplied to the contractor on demand.
c. All the relevant
statutory title documents and approval for the project have been obtained from
relevant government agencies Viz.
i. Registered
Power of Attorney.
ii. Certificate
of Occupancy
iii. Approved
Estate layout design with accompanying Estate Scheme.
iv. Environmental
Impact Assessment (EIA) report is being awaited (draft copy is presently
available for perusal).
d. The
contractors/developers are required to familiarize themselves with the location
and the topography of the project site in order to reflect it in the project
work development plan (schedule of work and schedule of personnel) to be
submitted as part of this tender for the consideration and approval of the
Client sequel to the recommendation of the Project Consultants. The project
work development plan or programme shall include amongst other general methods,
arrangements, order and timing for all the activities in the works.
e. Be informed that
Articles of Agreement and conditions of contract will be available during the
execution of contract.
7. ACCEPTANCE OF TENDERS:
a. Whereas the company
offers to carry out the said works at the Federal Medical Centre Staff
Cooperatives, Thrifts and Loans Society Ltd, (Location Here) at the tender
price listed below:
Lots Tender
Price
i. 2 Bedroom Bungalow N……………………………k
ii. 3 Bedroom Bungalow N……………………………k
iii. 4 Bedroom Bungalow N……………………………k
iv. 5 Bedroom duplex N……………………………k
Common Facilities
v. 3 Bedroom bungalow
police post N……………………………k
vi. Perimeter
fencing/gate house N……………………………k
vii. Internal roads and
drainages N……………………………k
viii. Water Scheme N……………………………k
ix. Electricity Network N……………………………k
We understand and accept all the terms and conditions of
this tender. The company also accepts that Federal Medical Centre (Lagos) Staff
Co-operative Thrift and Loans Society Ltd, (Location Here) is not under any
obligation, whatsoever to accept the lowest or any particular tender and no
explanation shall be demanded for failed tender.
b. Tender should be
signed, sealed and stamped by at least two authorized company signatories which
must include the company Chief Executive Officer (CEO).
……………………………………. ………………………………………
COMPANY AUTHORIZED SIGNATORY
COMPANY
AUTHORIZED SIGNATORY
…………………………………… ……………………………………….
NAME/RANK OF
OFFICER NAME/RANK
OF OFFICER
Chief Executive
Officer (CEO)
Dated this ………………………. Day
of ……………………… 20…………………
INVITATION
TO TENDER
1. Background
Federal Medical
Centre (Lagos) Staff Cooperative Thrifts and Loans Society Ltd (FMC SCTLS)
intends to implement the execution of Housing Estate at (Village name here) Lagos
State for the benefit of already allotted members of the society. The 100 plots of land was acquired
by the society and all the relevant title documents, including approvals for the
prototype building designs have been obtained from government.
2. Scope of Work
The scope of
work includes the following:
i. Two bedroom bungalow
ii. Three bedroom bungalow
iii. Four bedroom bungalow
iv. Five bedroom duplex
NOTE: Total number of housing units and housing types shall be determined
later.
v. Common Facilities
a. 3
bedroom bungalow police post.
b. Perimeter
block well fence and gate house.
c. Internal
road network and drainage.
d. Electricity
network.
e. Water
scheme.
3. Eligibility Criteria
Interested
mortgage developers should submit the following documents for assessment
containing the under listed documents.
a. Evidence of Incorporation/registration
with the Cooperative Affairs Commission.
b. Evidence of
registration with Federal Medical Centre (Lagos) Staff Cooperative Thrifts and
Loans Society Ltd with N20,000.
c. Evidence of
registration with Federal Ministry of Works.
d. Evidence of tax
clearance certificate for the past three years with Tax Identification Number
(TIN) attached.
e. Evidence of VAT
registration certificate.
f. Audited Annual
Account with signature, seal and stamp of the auditors for the last three
years.
g. Evidence of Articles
and Memorandum of Association with certified true copies of form CO2 and CO7
attached.
h. Evidence of previous
relevant jobs done in the past tabulating the name of client, location, name of
housing types and numbers. Attach certificate of job completion where
necessary.
i. List of Board of
Directors.
j. List of Management
and Technical Staff.
k. Letter of commitment
to work with a selected Primary Mortgage Institution to execute the project
where applicable.
l. Articulate work and
funding plan for the implementation of the project using the Federal Mortgage
Bank of Nigeria
mechanism or an alternative plausible funding plan.
m. Evidence of
Membership of Real Estate Development Association of Nig (REDAN) with evidence
of financial contribution attached.
n. Evidence of
registration with Federal Mortgage Bank of Nigeria as Mortgage Developer.
o. Other information as
contained in the formal tender information documents.
4. Submission
Tender documents
from interested Mortgage developers must be in a sealed envelop marked
“Confidential Documents” for Federal Medical Centre (Lagos) Staff Cooperative
Thrifts and Loans Society Ltd Estate Project, (Name Here), addressed to the
President, Federal Medical Centre (Lagos) Staff Cooperative Thrifts and Loans
Society Ltd, Federal Teaching Hospital, (Location Here) and must be submitted by
hand to the society secretariat with evidence of submission obtained, not
later than 2 weeks from the date of the publication of this tender.
Condition for
issuance of endorsed Tender Information document and Bill of Quantity (bid
documents) is confirmed evidence of payment of N150,000 (One Hundred and Fifty Thousand Naira) only tender fee and
N80,000 (Eighty Thousand Naira)
processing fee.
The opening date
for the tender shall be communicated via phone text messages and e-mail
simultaneously.
NOTE: It is emphasized that the Federal Medical Centre (Lagos) Staff
Cooperative Thrifts and Loans Society Ltd, (Location Here) is Not under
any obligation whatsoever, to accept the lowest or any particular tender.
In addition, the
submission of the tender is not a guarantee for the award of the contract.
Signed
President
Federal Medical
Centre (Lagos) Staff
Cooperative
Thrifts and Loans Society Limited