PHASE WISE JOURNEY

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Roadmap >> Tendering
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Abbreviations: (Secretary - Sec, Member/s - Mem, Milestone - M, Record - R, Guideposts - GP)
Sr. No.StepByParticularsM/ R/ G
1Letter for Preparation of Tender Docs to PMC MC Letter to be issued to PMC requesting him to prepare Tender Docs.
2Submit Draft Tender Docs to MC PMC Tender may be prepared in a 2 Bid System viz. Technical Bid and Commercial Bid. 1st Draft in 2 bid system (Technical & Commercial Bid).

For Broad Sections of Technical Bid & Commercial Bid, refer to Guidepost. 		GP
3MCM3 - Discuss Tender Docs with PMC MC & PMC Suggestions and queries from MC. Legal points to be suggested by MC, if necessary.
4Submit Revised Tender Docs to MC PMC
5Obtain recent Property Documents for Tender MC/ PMC Latest information/ documents to be provided with Tender as Annexures.

It may be necessary to obtain the latest copies of some Docs such as the following:
- PR Card/s
- City Survey Plan
- DP & RL Remarks
- TP Remarks etc.

If multiple basements are anticipated, Geotechnical investigations may also be undertaken and its Report may be provided with Tender Docs, depending on PMC's advice.
6Send Notice to members for SGBM4 MC Send important excerpt/ Summary of Tender doc to Members. Also invite Suggestions & Queries.
7SGBM4 - Approval of Tender Docs GB, PMC Tender Docs may be presented to members. The process of bidding and selection of Dev also be explained to them. The commercial demands of members may be decided by majority and incorporated in the Commercial Bid. MoM should be prepared by MC.

Resolutions to be passed:
1. Approval of Tender Docs
2. Revisions suggested by Members, if any
3. Consent to Float Tender
M & R
8Send MoM to members Sec Within 7 days from SGBM4.
9Send MoM to Dy. Registrar Sec Within 15 days from SGBM4.
10PMC to Submit Final Tender Docs to MC PMC Final Draft should include all agreed suggestions and Final Commercial demands. And the same should be signed by Office bearers. R
11Floating Tender MC & PMC Once the Tender is floated, information about the same may be circulated widely so as to sell more Tenders and obtain more bids. Press notice may be released so as to reach out to more Devs.

For Suggested Content of Press Notice of Tender, refer to Guidepost. 		M & GP
12Display Press Notice & Project Brief on Soc Notice Board MC Press Notice and Project brief may be displayed on Soc Notice Board for the members' information. The members themselves may circulate and send that information freely and approach Devs.

For Suggested Content of Project Brief, refer to Guidepost. 		GP
13Send Project Brief to Prospective Bidders MC, Mem Send by WhatsApp, Email etc as advance info.
14Sale of Tender Docs MC Record of Sale of Tender docs should be maintained in a Standard format and receipt of Tender fees should be issued to the Bidders.

For Suggested Format for Recording Sale of Tenders, refer to Guidepost. 		GP
15Display list of Tenders sold on Soc Notice board MC Only Bidders’ names
16Pre-Bid Meeting with Bidders MC, PMC, Bidders Meeting with bidders (purchasers of Tender docs) to explain bidding process & to answer Bidders’ queries.

For Suggested Procedure for Pre-Bid Meeting, refer to Guidepost. 		GP
17Issue Amendments to Bidders on Tender, if necessary MC Common set of Amendments (CSA) may be issued to Bidders after PBM, depending on the queries raised by them in the meeting & additional info requested.

For Broad Points for the CSA, refer to Guidepost. 		R & GP
18Submission of Bids MC, Bidders Record of Receipt of Bids should be maintained in a Standard format. Seal of bids should be checked and acknowledgement of receipt of Bids may be issued to the Bidders. Advance follow up may be necessary.

For competitive bidding atleast three bids should be received. If less than three bids are received, the date of submission of bids shall be extended by a week, and all bidders shall be informed accordingly. If atleast three bids are not received even after that extension, a further extension of one more week shall be given. Thereafter, bids shall be opened regardless of the number of bids are received.

For Suggested Format for Recording Receipt of Bids, refer to Guidepost. 		GP
19Notice for Opening of Bids received on Soc Notice board MC Content of Notice: a) List of Bidders, b) Date & Time when they will be opened, c) That interested members may be present.
20MCM4 - Opening Bids MC, PMC, Bidders Bids should be opened within 15 days of their date of submission. They should be opened in the presence of MC, PMC, interested Bidders & interested members. Record of Attendees, Commercial Bids, EMD & Deviations in commercial terms mentioned by Bidders should be prepared.

After opening, Bids & other docs received from Bidders should be handed over to PMC for Scrutiny & Comparative statement.

For a Suggested Procedure for Opening Bids, refer to Guidepost. 		M & GP
21Track Progress of Bidding PMC Milestones based Tracking wrt Time Schedule submitted by PMC.
22Upload Progress on Soc Website MC Progress of work may be uploaded on Soc’s Website from time to time.