Instructions to Bidders

What to Include

Instructions to Bidders contain the following elements:

• Form of Bid

• Preparation of Bid

• Submission of Bid

• Examination of Document and Site

• Interpretation of Documents

• Withdrawal and Modification of Bids

• Award of Contract

• Rejection of Bids

• Other Instructions to Bidders

Checklist

I. Analysis

• • Who is your target audience?

  • What are their expectations?

  • Formal vs. Informal Solicitation?

II. Evaluation

Content

• • • • Form of Bid: Identifies the Bid Form and how many copies should be submitted

      • Submission of Bid: States how bides are to be sealed, addressed and delivered

      • Examination of Document and Site: Directs bidder to review the Contract Documents and the Construction Site of the proposed project before submitting a bid

      • Interpretation of Documents: Indicates how discrepancies in Contract Documents will be resolved by the Architect/Engineer

      • Withdrawal and Modification of Bids: Describes how bids can be withdrawn or modified before opening

      • Award of Contract: Describes how he award of the contract will be made

      • Rejection of Bids: Describes conditions under which bids can be rejected

      • Other Instructions to Bidders: States whether information related to financial status, subcontractor and substitutions are to be submitted with the Bid Form

Tone

• • • • Is professional language used throughout?

Appearance

• • • • Did you use common typeface for text e.g., Times New Roman?

      • Did you precede any critical component to the report with white space (for emphasis)?

Source: Betty Ricks and Kay F. Gow’s Business Communication: Systems and Applications (1987).