Contracts and Specifications (Part II)

CONTRACTS
& SPECIFICATIONS
Construction Documents :
are defined as the written and graphic documents prepared or
assembled by the A/E for communicating the design of the project
and administering the contract for its construction.
2 Major Requirements :
1. Contract Documents
2. Bidding Documents
Contract Document :
Those documents that comprise a contract,

eg.., in a construction contract, the owner-
contractor agreement, conditions of the
contract, plans and/or drawings,
specifications, all addenda, modifications
Contract Documents consists of :
The contract itself . A long legal contract between the contractor and
the owner.
The contract conditions . A legally binding part of the Master format
Divisions- a general contextual description of how the project is to be
carried out.
The specifications . Prepared by the engineers, architects and interior
designers describing each item of work and of each material to be
used in the work.
Contract Documents consists of :
The drawings . Prepared by the engineers, architects and interior

designers; describing exactly what is to be built where.
The Bill of Quantities . Giving quantities and rates of each item or
work and the total cost of the whole work.
The Tender Form . Contractor’s rates and time of completion, penalty
clause, etc.
Bidding Document :
This is to instruct bidders on procedure for

submission of bids; describe goods or works
to be produced; inform the bidders of criteria
for evaluation; define conditions of contract.
Bidding Document :
In the general contractor selection bidding process the project manager
will invite bids from select contractors who wish to work on the project.
These bids will then be evaluated by the project manager and owner.
Usually, bid submissions are followed up with an interview process with
the general contractor company. Once a good fit for the project has
been found, the general contractor is brought on board and tasked with
preparing for physical construction. This includes securing the services
of any necessary subcontractors or skilled labor that the project
requires.
The necessary bidding procedure consists of four steps,
namely :
• Bid solicitation
• Bid submission
• Bid selection
• Contract Formation
Bid Solicitation:
This is when the project owner sends out invitations for bids.
They give specifications for the project, project
requirements, contract type, and delivery method.
Invitation to Bid (ITB) Sample
Bid Submission :
The contractor submits all the relevant business information

encompassing management plans, past projects, and their
track record for timely project completion. It also has cost
estimates based on the bill of quantities.
Eligibility Requirements :
1. Letter of Intent
2. Legal Documents
a. Citizenship
b. PCAB License
c. Business Permit
d. BIT Tax Clearance
3. Technical Documents
Statement of all its ongoing and completed government
and private contracts within ten (10) years from the
submission of bids, including contracts awarded but not
yet started.
4. Financial Documents
Audited financial statements, showing prospective total and
current assets and liabilities.
Bill of Quantities (BOQ) Sample
Details of Bid Sample
Bid Selection :
The winning bid is selected in this stage. In most government

projects, it is the one with the lowest price. However, in
private projects, the owners can choose bids that are higher
priced.
Bid Selection :
Whether the owner chooses an open or a closed bid process for the project,
the bids will then come in, and the selection of a contractor can commence
based on a number of criteria:
Low-Bid Selection:
The bottom line — aka the price — is the main focus for the project owner.
The winning contractor is the one who submits the lowest price for the
project.
Bid Selection :
Qualifications-Based Selection:
In this process, the project owner asks contractors to submit with their bid a
request for qualifications (RFQ), which summarizes the contractor’s
experience, plans for management, organizational flow, and success in staying
on budget and on schedule. The project owner then chooses the contractor
with the best qualifications.
Best-Value Selection:
In this approach, the project owner considers both the bid price and the
contractor’s qualifications to find the best combination of cost and skill set.
Bidder Evaluation Sample
Contract Formation :
After the owner selects the winning bid, a contract must be

formed and signed. This is an excellent opportunity to
negotiate the contract price and terms of the agreement if
your company wins the bid.
Contract Award Stage :
1.Preparing contract document along with drawings and get

it approved from the client.
2. Collecting all necessary documents from the finalized
vendor like project schedule, cash flow statement, resource
deployment schedule and quality & safety policies, etc,.
Contract Award Stage :
3. After collecting all documents, Issue of contract document

to the finalized vendor.
4. Based on the finalized contract values preparing 2nd cut
budget.
5. Conducting Kick off meeting at site and start the work at
site.

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CONTRACTS

Those documents that comprise a contract,

The drawings . Prepared by the engineers, architects and interior

This is to instruct bidders on procedure for

The contractor submits all the relevant business information

The winning bid is selected in this stage. In most government

After the owner selects the winning bid, a contract must be

1.Preparing contract document along with drawings and get

3. After collecting all documents, Issue of contract document

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