Steps to Publish a Tender Notice

Prepare the Tender Notice:

Draft your tender notice, and make sure it includes all the important details, such as:

• Overview of the project
• Criteria for eligibility
• Deadlines for submission
• Fees for tender and EMD specifics
• Requirements for technical and financial bids
• Contact information

Visit the Website:

• Go to https://public-noticeads.in/, a trusted platform for publishing public notices.

Choose the Category:

• Select the category for your notice (e.g., Tender Notice) to guarantee its presence in the appropriate section for optimal visibility.

Upload Your Tender Details:

• Ensure your tender notice mentions all the necessary details, information, and terms.
• Verify that the formatting is clear and professional for easy understanding and readability.

Confirm the Advertisement Schedule:

• Specify the date and duration for publishing the tender notice.
• Choose the newspapers or online platforms for publication (if applicable).

Make the Payment:

• Complete the payment process as mentioned in the chosen platform’s guidelines.
• Retain the receipt or confirmation for future reference.

Get Confirmation:

• After submitting your tender notice, you will receive confirmation of its publication.
• Monitor your advertisement's status to confirm it has been launched on the planned date.

Need Assistance?

For help with publishing your tender notice, you can contact Public Notice Ads directly:

Phone: 9699606000

Understanding Tender Notices

A tender notice is an official document released by a government body or private organization calling for businesses to bid on particular projects, goods, or services. This notice is a transparent means of procuring services or goods and encourages competition. It generally contains important information such as specifications for the tender, eligibility requirements, submission deadlines, fees, and evaluation criteria bids.

Comprehensive Tender Notice Format

A well-organized format guarantees that all the important information is effectively conveyed, simplifying the process for bidders to evaluate their eligibility and provide appropriate responses. The main elements usually included in a tender notice are:

Tender Document

This is the primary document, often provided as a PDF, containing comprehensive details about the tender. It includes:

• Information about the tender-issuing authority
• Tender reference number and title
• The type of work or service demanded in the notice
• Tender fees to be deposited
• Contact details for inquiries

Note: A tender document differs from a bid document. The bid document invites bids, while the tender document is the response submitted by bidders.

Terms of Reference and Purpose

This section explains the specific purpose of the tender. For example, in a construction tender, this part will outline:

• The nature and extent of the construction project.
• Project location.
• Anticipated results or outcomes goals.

By providing this information clearly, bidders can decide whether the project is right for them based on their expertise and capacity.

Format for Technical and Financial Bid

Tender submissions usually consist of two separate components:

• Technical Bid: Details regarding the bidder’s expertise, qualifications, past projects, and technical capabilities.
• Financial Bid: Details about the financial proposal, including the execution costs and budget breakdown.

The tender notice will specify the necessary structure for all submissions to ensure consistency and transparency.

Guidelines and Checklists

This section includes instructions and best practices for bidders:

• Conventions for naming files, acceptable formats, and size limitations.
• Information about uploading or submitting files.

Sometimes, a checklist is also provided with the tender documents. It outlines all the papers and information that must be submitted along with the tender proposal. This helps bidders to submit the tender as required by the issuing authority. They are less likely to overlook any important submission requirements.

Instructions for Submission

Clear instructions on how to submit the bid are provided, covering:

• Deadline for submission and timelines: Clearly outline the final date and any key timelines related to the process.
• Procedures for making payment: Specify the accepted payment methods and step-by-step instructions for completing payments.
• Information about the right formats and file sizes: Provide details on acceptable file formats and size limits to ensure proper submission.

Some tenders may also ask for a cover letter for the application. The letter must specify the bidder's intent and qualifications.

Evaluation, Award, and Acceptance

This section provides details about:

• The criteria for evaluation of bids: To ensure transparency in the selection process.
• The procedure to check the application status: After submission.
• Steps to accept the tender: Once it is awarded.

Defining these stages informs bidders about what to anticipate during the process.

Example of a Tender Notice

In earlier times, tender notice advertisements were primarily published in newspapers to maximize visibility. These short ads highlighted essential details such as the Tender Inviting Authority, Name of the Work, Tender Notice Number, fees, deadlines, and where to obtain tender documents, such as the consultants or dedicated offices.

However, with the emergence of technology, tender notices are now primarily published online, providing enhanced accessibility and increased visibility. To understand its key components, let’s look at a practical tender notice example for a building construction project.

Tender Reference Number / ID:

• A unique identifier used for accessing the tender
• Example: TENDER1234.

Type/Scope of Work:

• Description of the project
• Example: Construction of 3 two-story buildings in Mysore, Karnataka.

Estimated Value of Tender:

• Approximate value of the project.
• Example: ₹65,34,500 + GST.

Tender Fees & EMD:

• Tender Fee: ₹11,000.
• EMD: ₹65,000 (includes details on payment methods and exemption criteria).

Bidder Eligibility/Qualifications:

• Completed building construction projects for two Indian PSUs in the last five years.
• Running the business profitably for three consecutive years out of the last seven years.
• Worked on at least three private/public projects in the same state over the past ten years.

Tender Application Closing Date:

• Submission Deadline: 18 December 2023, by 5:00 p.m. (online submissions only).
• Estimated Project Duration: 8 months.

Technical & Financial Bid Opening Dates:

• Technical Bid Opening: 22 December 2023, after 10:00 a.m.
• Financial Bid Opening: 28 December 2023, after 10:00 a.m.

Tender Offer Validity

• The duration for which the tender offer is valid.
• Example: 90 days.

Contact Person

• Name and Designation.
• Email/Phone number.
• Office address.

Terms & Conditions

• Specific terms and conditions governing the tender process, ensuring compliance and transparency.

How to Write a Tender Notice

Creating a professional tender notice demands careful attention to detail and compliance with legal and procedural standards. Here’s how to proceed:

• Start With a Clear Title: Use a simple descriptive title like “Notice Inviting Tender” and mention the name of the project.
• Provide a Summary of the Tender: Briefly explain the purpose and scope of the tender. For example: "Sealed bids are invited to construct a commercial building at [Location]."
• Mention Important Dates: Include key deadlines for obtaining documents, submitting the properly completed documents, and opening bids.
• Include Terms and Conditions: Specify the rules that bidders must follow, such as document formats and financial disclosures.
• Use a Standard Format: Refer to a tender notice format to maintain uniformity. Examples include:

Section	Details
Project Name	Construction of School Building
Tender Number	XYZ123
Submission Deadline	January 15, 2024

Tender Notice Format Example

Here’s an example of a tender notice for a building construction project:

Tender Notice

[Company Name] invites sealed tenders to construct a three-story commercial building at [Location]. Contractors interested in this project should have relevant experience and submit bids by [Date]. Tender documents are available at [Address] with [Tender Fee] payment. For further information, please contact [Phone/Email].

Benefits of Publishing Tender Notices

Tender notices offer several advantages, including:

• Transparency: Ensures fairness in the procurement process.
• Competitiveness: Attracts a large number of bidders, resulting in fair and competitive pricing.
• Accessibility: Reaches a wide audience through newspapers and online platforms.

Tender Notice in Newspapers Today

The Times of India often publishes tender notices across different categories, including civil construction, IT services, and supply tenders

For example, a Times of India tender notice for December 10, 2024, highlights opportunities for contractors in Gujarat or Delhi.

E-Tender Notices: The Digital Alternative

In recent years, electronic tender notifications or e-tender notices in newspapers have gained widespread popularity. These notifications direct potential bidders to online portals, where they may access relevant documents and submit their bids electronically.

Common Languages for Tender Notices

Tender notices are often written in multiple languages to ensure clarity:

• Tender Notice in Hindi: Widely used in India for public projects.
• Tender Notice in Gujarati: Targeted at contractors in Gujarat.

FAQs

What is a tender notice?

A tender notice is a formal invitation for bids on goods, services, or projects, aimed at promoting competitive procurement.

How is a tender notice different from a bid?

A tender notice serves as an announcement or invitation to submit bids, whereas a bid is the proposal responding to that tender.

What is the purpose of tender notices?

Tender notices promote transparency, encourage competition, and guarantee equitable pricing in procurement processes.

Where can I find tender notices today?

You can easily find tender notices in newspapers, official gazettes, and popular online portals like government tender websites.

Can tender notices be published online?

Many organizations utilize e-tendering platforms for digital submissions and to achieve a broader reach.

What is the standard format of a tender notice?

A tender notice template encompasses project specifics, eligibility requirements, submission deadlines, contact details, and terms of engagement.

Conclusion

A tender notice is an established procedure businesses and government departments follow for transparent procurement practices, guaranteeing equitable opportunities for all stakeholders. Whether published via print media or online platforms, this notice is instrumental in facilitating connections between organizations and eligible contractors or suppliers. When crafting a tender notice, it is imperative to adhere to standard formatting guidelines, ensure the inclusion of all requisite details, and tailor the content to the preferences of the intended audience.