ISO 10845-2:2011
(Main)Construction procurement — Part 2: Formatting and compilation of procurement documentation
Construction procurement — Part 2: Formatting and compilation of procurement documentation
ISO 10845-2:2011 establishes, in respect of supply, services and engineering and construction works contracts, at both main and subcontract level, a format for the compilation of calls for expressions of interest, tender and contract documents, and the general principles for compiling procurement documents.
Marchés de construction — Partie 2: Mise en forme et compilation de la documentation de marché
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INTERNATIONAL ISO
STANDARD 10845-2
First edition
2011-01-15
Construction procurement —
Part 2:
Formatting and compilation of
procurement documentation
Marchés de construction —
Partie 2: Mise en forme et compilation de la documentation de marché
Reference number
ISO 10845-2:2011(E)
©
ISO 2011
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ISO 10845-2:2011(E)
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ISO 10845-2:2011(E)
Contents Page
Foreword .iv
Introduction.v
1 Scope.1
2 Terms and definitions .1
3 General requirements for procurement documents .5
4 Component documents .5
4.1 Division of component documents .5
4.2 Calls for expressions of interest.7
4.2.1 Notice and invitation to submit expressions of interest .7
4.2.2 Submission data.8
4.2.3 List of returnable documents.8
4.2.4 Returnable schedules .8
4.2.5 Indicative scope of work.8
4.3 Tender documents .9
4.3.1 Tender notice and invitation to tender.9
4.3.2 Tender data .9
4.3.3 List of returnable documents.10
4.3.4 Returnable schedules .10
4.4 Contract documents.11
4.4.1 Agreements and contract data.11
4.4.2 Pricing data .11
4.4.3 Scope of work .12
4.4.4 Site information .13
5 Compiling tender documents.14
5.1 General .14
5.2 Single-volume approach.14
5.3 Three-volume approach.15
5.4 Guiding principles in applying the format .15
5.5 Colour separation of component documents.15
Annex A (informative) Commentary.17
Annex B (informative) Example of a form of offer and acceptance.24
Annex C (informative) Items to be addressed in the scope of work.27
Annex D (informative) Standardized procurement documents.39
Bibliography.41
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ISO 10845-2:2011(E)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards bodies
(ISO member bodies). The work of preparing International Standards is normally carried out through ISO
technical committees. Each member body interested in a subject for which a technical committee has been
established has the right to be represented on that committee. International organizations, governmental and
non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely with the
International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
International Standards are drafted in accordance with the rules given in the ISO/IEC Directives, Part 2.
The main task of technical committees is to prepare International Standards. Draft International Standards
adopted by the technical committees are circulated to the member bodies for voting. Publication as an
International Standard requires approval by at least 75 % of the member bodies casting a vote.
Attention is drawn to the possibility that some of the elements of this document may be the subject of patent
rights. ISO shall not be held responsible for identifying any or all such patent rights.
ISO 10845-2 was prepared by Technical Committee ISO/TC 59, Buildings and civil engineering works.
ISO 10845 consists of the following parts, under the general title Construction procurement:
⎯ Part 1: Processes, methods and procedures
⎯ Part 2: Formatting and compilation of procurement documentation
⎯ Part 3: Standard conditions of tender
⎯ Part 4: Standard conditions for the calling for expressions of interest
⎯ Part 5: Participation of targeted enterprises in contracts
⎯ Part 6: Participation of targeted partners in joint ventures in contracts
⎯ Part 7: Participation of local enterprises and labour in contracts
⎯ Part 8: Participation of targeted labour in contracts
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ISO 10845-2:2011(E)
Introduction
Procurement documents are required in order to
a) communicate the employer's procedures and requirements in calls for expressions of interest to
respondents who wish to qualify to be invited to submit tender offers or to be admitted to a database,
b) communicate the employer's procedures and requirements relating to the process of offer and
acceptance when tenders are invited, and
c) establish, in the contract between an employer and a contractor, the agreed terms and conditions, the
prices, and the nature and quality of the goods, services or construction works that are required.
A uniform format for the compilation of calls for expressions of interest and tender and contract documents
provides the platform for the standardization of the component documents and improved communications
between those engaged in the procurement process.
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INTERNATIONAL STANDARD ISO 10845-2:2011(E)
Construction procurement —
Part 2:
Formatting and compilation of procurement documentation
1 Scope
This part of ISO 10845 establishes, in respect of supply, services and engineering and construction works
contracts, at both main and subcontract levels,
a) a format for the compilation of
1) calls for expressions of interest,
2) tender and contract documents, and
b) the general principles for compiling procurement documents.
NOTE 1 Annex A contains commentary on the clauses in this part of ISO 10845.
NOTE 2 This International Standard can also be used, with some adaptation, in the formatting and compilation of
concession contracts and contracts involving disposals.
NOTE 3 Annex G of ISO 10845-1 provides guidance on the development of auction data.
2 Terms and definitions
For the purposes of this document, the following terms and definitions apply.
2.1
acceptance
agreeing to a contractor's offer or tender, thereby creating a binding contract
[ISO 6707-2:1993, definition 3.4.2]
2.2
activity schedule
document that breaks down the scope of work into a series of activities to allow contractors to be paid a lump
sum upon the completion of each of the activities
2.3
adjudication
form of dispute resolution where the outcome is a decision by a third party, within a specified period of time,
which is binding on the parties in dispute, and final, unless and until reviewed by either arbitration of litigation
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ISO 10845-2:2011(E)
2.4
arbitration
means of settling a dispute outside the courts by one or several persons, usually chosen by the parties
concerned
[ISO 6707-2:1993, definition 3.4.4]
2.5
bill of quantities
document that lists the items of work and the quantities and rates associated with each item to allow
contractors to be paid, at regular intervals, an amount equal to the agreed rate for the work multiplied by the
quantity of work completed
[ISO 10845-1:2010, definition 3.3]
2.6
bond
sum of money or securities submitted to the employer or placed in the hands of a third party to guarantee
completion of the work and recovery of the sums which the contractor would be recognized as owing under
the terms of the contract
NOTE Adapted from ISO 6707-2:1993, definition 3.5.4.
2.7
conditions of contract
terms that collectively describe the rights and obligations of contracting parties and the agreed procedures for
the administration of their contract, or document containing conditions of contract
[ISO 6707-2:1993, definitions 3.2.1 and 3.2.2]
2.8
contract
legally enforceable agreement to supply goods, execute work or provide services
[ISO 6707-2:1993, definition 3.4.8]
2.9
contract data
document that identifies the applicable conditions of a contract and states the associated contract-specific
data
[ISO 10845-1:2010, definition 3.10]
2.10
contractor
person or organization that contracts to provide the goods, services or engineering and construction works
covered by the contract
[ISO 10845-1:2010, definition 3.12]
2.11
employer
person or organization intending to or entering into the contract with the contractor for the provision of goods,
services, or engineering and construction works
[ISO 10845-1:2010, definition 3.17]
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ISO 10845-2:2011(E)
2.12
engineering and construction works contract
contract for the provision of a combination of goods and services arranged for the development, extension,
refurbishment, rehabilitation or demolition of a fixed asset, including building and engineering infrastructure
2.13
expression of interest
request for respondents to register their interest in undertaking a specific contract or to participate in a project
or programme and to submit their credentials so they may, in terms of the employer's procurement procedures,
be invited to submit a tender offer should they qualify or be selected to do so
[ISO 10845-1:2010, definition 3.18]
2.14
form for adjudicator appointments
document that establishes the terms and conditions upon which the adjudicator is to be appointed
2.15
form of offer and acceptance
document that formalizes the legal process of offer and acceptance
2.16
form of securities
document that provides for the securities required by the employer
2.17
list of returnable documents
document that lists everything the employer requires a tenderer to include with his tender submission
2.18
pricing assumptions
document that provides the criteria and assumptions which are assumed in the contract and which the
tenderer has taken into account when developing his prices, or target in the case of target cost contracts
2.19
procurement
process which creates, manages and fulfils contracts relating to the provision of goods, services and
engineering and construction works or disposals, or any combination thereof
[ISO 10845-1:2010, definition 3.30]
2.20
procurement document
documentation used to initiate or conclude (or both) a contract
[ISO 10845-1:2010, definition 3.31]
2.21
respondent
person or organization that submits an expression of interest in response to an invitation to do so
[ISO 10845-1:2010, definition 3.36]
2.22
returnable schedule
document that a tenderer is required to complete for the purpose of evaluating tender offers, or document
which, when a tender offer is accepted, forms part of the subsequent contract
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ISO 10845-2:2011(E)
2.23
scope of work
document that specifies and describes the goods, services, or engineering and construction works which are
to be provided, and any other requirements and constraints relating to the manner in which the contract work
is to be performed
[ISO 10845-1:2010, definition 3.37]
2.24
secondary procurement policy
procurement policy that promotes objectives additional to those associated with the immediate objective of the
procurement itself
[ISO 10845-1:2010, definition 3.38]
2.25
services contract
contract for the provision of labour or work, including knowledge-based expertise, carried out by hand or with
the assistance of equipment and plant
2.26
site information
document that describes the site at the time of tender, to enable the tenderer to price his tender and to decide
upon his method of working and programming
2.27
submission data
document that establishes the respondent's obligations in responding to a call for an expression of interest
and the employer's undertakings in administering the process of calling for and receiving expressions of
interest
[ISO 10845-1:2010, definition 3.39]
2.28
supply contract
contract for the provision of goods, including materials or commodities made available for purchase and,
where relevant, associated services
2.29
targeted procurement procedure
process used to create a demand for the services or goods (or both) of, or to secure the participation of,
targeted enterprises and targeted labour in contracts in response to the objectives of a secondary
procurement policy
[ISO 10845-1:2010, definition 3.44]
2.30
tender data
document that establishes the tenderer's obligations in submitting a tender and the employer's undertakings in
administering the tender process and evaluating tender offers
[ISO 10845-1:2010, definition 3.45]
2.31
tender notice and invitation to tender
document that alerts prospective contractors to the nature of the goods, services and engineering and
construction works required by the employer and contains sufficient information to solicit a response
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ISO 10845-2:2011(E)
2.32
tender offer
written offer for the provision of goods, or to carry out a service or engineering and construction works under
given conditions, usually at a stated price, and which is capable of acceptance and conversion into a binding
contract
[ISO 10845-1:2010, definition 3.46]
2.33
tenderer
person or organization that submits a tender offer
[ISO 10845-1:2010, definition 3.47]
3 General requirements for procurement documents
Procurement documents shall
a) present requirements in a clear, unambiguous, comprehensive and understandable manner;
b) where necessary, require respondents to register their interest in undertaking a specific contract or to
participate in a project or programme and to submit their credentials for the employer to admit them to an
electronic database or invite them to submit tenders should they qualify or be selected to do so;
c) require tenderers to submit particulars sufficient for the employer to evaluate their tenders, establish their
credentials and assess their capabilities and capacities to perform the contract;
d) set out in a clear, fair, transparent, accountable and unambiguous manner the criteria by which tenders
are to be evaluated;
e) define the risks, liabilities and obligations of the parties to the contract and the procedures for the
administration of the contract;
f) define the nature, quality and quantity of goods, services or works to be provided in the performance of
the contract; and
g) establish the means by which the contractor is paid for the goods, services, engineering and construction
works or disposals.
NOTE ISO 10845-1 describes the processes associated with nominated and qualified procedures.
4 Component documents
4.1 Division of component documents
Procurement documents for goods, services and engineering and construction works shall comprise a number
of component documents dealing with different topics grouped together in a logical sequence.
The groups of documents calling for expressions of interest, comprise those documents that relate to
submission procedures, the documents that a respondent needs to return with his submission and, where
relevant, the indicative scope of work (see Table 1).
The first group of documents where procurement documents are used to solicit tender offers contains only
those documents that are relevant to the tender (see Table 2) and the second group contains only those
documents that relate to the contract created at the acceptance of the tender (see Table 3).
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ISO 10845-2:2011(E)
Where contracts are negotiated with a sole contractor, only those documents which relate to the contract
apply (see Table 3).
Table 1 — Documents that relate to a call for expressions of interest
Contents
Function and broad outline of contents
Number Heading
E1: Submission procedures
Notice and Alerts respondents to submit their credentials in order to be admitted to an electronic
invitation to submit database or to be invited to submit tenders should they satisfy the stated criteria.
E1.1
an expression of
interest
Submission data Establishes the rules from the time a call for an expression of interest is advertised to the
E1.2
time a submission is evaluated.
E2: Returnable documents
List of returnable Ensures that everything the employer requires a respondent to include in his submission
E2.1
documents is included in, or returned with, such a submission.
Submission Contains documents that the respondent is required to complete for the purpose of
E2.2
schedules evaluating submissions.
E3: Indicative scope of work (where appropriate)
Indicative scope of Indicates to respondents what the contract is likely to entail so that they can make an
E3 work informed decision as to whether or not they wish to respond and, if so, structure their
submission around the likely demands of the project.
Table 2 ― Documents that relate to the tender
Contents Function and broad outline of contents
Number Heading
T1: Tendering procedures
Tender notice and Alerts tenderers to the nature of the goods, services and engineering and construction
T1.1 invitation to tender works required by the employer and should contain sufficient information to enable them
to respond appropriately.
T1.2 Tender data Establishes the rules from the time a tender is invited to the time a tender is awarded.
T2: Returnable documents
List of returnable Ensures that everything the employer requires a tenderer to submit with his tender is
T2.1
documents included in, or returned with, his tender submission.
Returnable Contains documents that the tenderer is required to complete for the purpose of
T2.2 schedules evaluating tenders and other schedules which, upon acceptance, become part of the
subsequent contract.
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ISO 10845-2:2011(E)
Table 3 ― Documents that relate to the contract
Contents
Broad outline of contents
Number Heading
C1: Agreements and contract data
Form of offer and Formalizes the legal process of offer and acceptance.
C1.1
acceptance
Contract data Identifies the applicable conditions of contract and associated contract-specific data that
C1.2 collectively describe the risks, liabilities and obligations of the contracting parties and the
procedures for the administration of the contract.
C2: Pricing data
Pricing Provides the criteria and assumptions which it is assumed (in the contract) that the
C2.1 assumptions tenderer has taken into account when developing his prices, or target in the case of target
and cost-reimbursable contracts.
Pricing schedules/ Records the contractor's prices for providing goods, services or engineering and
C2.2 activity schedule/ construction works which are described in the scope of work section of the contract.
bill of quantities
C3: Scope of work
Scope of work Specifies and describes the goods, services or engineering and construction works which
C3 shall be provided and any other requirements and constraints relating to the manner in
which the contract work shall be performed.
C4: Site information (engineering and construction works contracts only)
Site information Describes the site at the time of tender to enable the tenderer to price his tender and to
C4
decide upon his method of working and programming, and risks.
4.2 Calls for expressions of interest
4.2.1 Notice and invitation to submit expressions of interest
4.2.1.1 Minimum requirements
The notice and invitation to submit an expression of interest shall, as a minimum, contain
a) a reference number,
b) the name of the employer,
c) the title, and where applicable, the place of the proposed project,
d) a brief description of the goods, services or engineering and construction works which shall be procured
and, where relevant, the time period involved,
e) the closing date and time for the submission of expressions of interest,
f) the date, time and place of the compulsory clarification meeting, if any, and
g) the time and place for collecting the procurement documents.
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ISO 10845-2:2011(E)
4.2.1.2 Considerations
Consideration should be given to
a) providing the name and contact particulars of a person to whom queries in relation to the call for
expressions of interest may be directed, and
b) briefly describing any
1) eligibility criteria, and
2) preferences, if any, that are offered
to enable prospective respondents to make informed decisions regarding the drawing up of documents
relating to the call for an expression of interest.
NOTE In some circumstances, it can be appropriate to indicate the source of funding in the notice.
4.2.2 Submission data
The submission data informs respondents about the submission procedures that are to be observed and the
documentation to be submitted, failing which, submissions may be rejected or not evaluated. The submission
data also outlines how the employer receives and evaluates the submissions received and states any criteria
that respondents should satisfy in order to have their submissions evaluated, and any evaluation criteria that
is applied.
The submission data may identify standard conditions for the calling for expressions of interest, in which case
the submission data shall provide the project-specific variables associated with such conditions.
NOTE The standard conditions for the calling for expressions of interest as contained in ISO 10845-4 and the
associated variables, variations and additional conditions can be referenced in the submission data.
4.2.3 List of returnable documents
The list of returnable documents should list all of the documents that the respondent is required to provide or
complete and submit as part of his submission in order to enable the employer to record his expression of
interest or to evaluate his submission.
4.2.4 Returnable schedules
Returnable schedules comprise those schedules that are completed and submitted as part of the respondent's
submission.
4.2.5 Indicative scope of work
Where necessary, a description of the indicative scope of work should be provided to enable respondents to
understand the nature of the work and the likely demands placed on their resources so that they can respond
accordingly.
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ISO 10845-2:2011(E)
4.3 Tender documents
4.3.1 Tender notice and invitation to tender
4.3.1.1 Minimum requirements
The tender notice and invitation to tender shall, as a minimum, contain
a) a reference number,
b) the name of the employer,
c) the title of the proposed contract,
d) a brief description of the goods, services or engineering and construction works required,
e) the closing date and time for the submission of tenders,
f) the date, time and place of the compulsory clarification meeting, if any, and
g) the time and place for collecting the procurement documents.
4.3.1.2 Considerations
Consideration should be given to
a) providing the name and contact particulars of a person to whom queries in relation with the tender may be
directed,
b) briefly describing any
⎯ eligibility criteria,
⎯ refundable or non-refundable deposits payable for procurement documentation, and
⎯ preferences, if any, that are offered,
c) the approximate starting time of the contract,
d) the approximate contract award date, and
e) pricing strategy
in order to enable prospective tenderers to make informed decisions regarding the attractiveness of the tender
opportunity.
The tender notice and invitation shall not form part of any subsequent contract.
NOTE In some circumstances, it can be appropriate to indicate the source of funding in the tender notice and
invitation to tender.
4.3.2 Tender data
The tender data establishes the rules which
a) bind the employer and tenderer to behave in a particular manner,
b) establish what a tenderer shall do to submit a compliant tender,
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ISO 10845-2:2011(E)
c) make known to tenderers the evaluation criteria,
d) establish the manner in which the employer conducts the process of offer and acceptance, and
e) provide the necessary feedback to tenderers on the outcomes of the process.
The tender data furthermore establishes the precise means by which a preferred tenderer is identified in a
competitive selection process and preferred tenderers are identified for each successive round of negotiations
in the competitive negotiation procedure. The award criteria, weightings assigned to such criteria, the relevant
ratios between and the formula for scoring financia
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