Tender document checklist for contractors in India

Covering Letter: A formal letter stating your intent to bid, highlighting key strengths and referencing the tender number.
Company Profile: Background information on the contractor, including history, size, and areas of expertise.
Registration Certificates:
- Company registration certificate (Registrar of Companies or equivalent)
- Tax registration documents (PAN, GSTIN, TIN, etc.)
Digital Signature Certificate (DSC): Mandatory for e-tender submissions on portals such as the Central Public Procurement Portal (CPPP) or Government eMarketplace (GeM).
Power of Attorney (if applicable): Authorization proving that the person signing the bid is duly empowered.
Bid Security/ Earnest Money Deposit (EMD): Proof of payment (or bank guarantee) as per the tender specifications.
Declaration of Compliance: Self-certification confirming that all terms and conditions stated in the tender documents are accepted without exception.

Technical Proposal:
- Detailed project methodology, execution plan, and work schedule.
- Details of equipment, machinery, and resources to be deployed.
- Project quality assurance plan.
Past Experience and References:
- List of similar projects completed in the last 3–5 years.
- Client testimonials and performance certificates.
- Supporting documents such as copies of contracts, delivery receipts, or completion reports.
Certificates and Accreditations:
- ISO certifications (e.g., ISO 9001 for quality management)
- Safety and environmental clearances, if required.
Technical Drawings/Plans:
- Detailed drawings or blueprints, if applicable.
- Layout plans or design proposals as per tender requirements.

Financial Proposal:
- Detailed cost breakdown, including labor, material, equipment, and overheads.
- Price schedules and unit rate quotations.
- Terms of payment and conditions.
Audited Financial Statements:
- Balance sheets and Profit & Loss statements for the past 3 years to demonstrate financial stability.
Net Worth and Turnover Certificates:
- Certification from a Chartered Accountant verifying the company’s net worth and annual turnover.
Bid Bond/Bank Guarantee Details:
- If not submitted with administrative documents, include details as required.

Litigation History:
- A declaration stating that the company or its directors are not under any legal disqualifications or pending litigations affecting tender eligibility.
Compliance Certificates:
- Certifications regarding adherence to labour laws, environmental regulations, and other statutory requirements.
Insurance Certificates:
- Proof of insurance coverage (such as indemnity, workers’ compensation, and machinery insurance) as required in the tender.
Conflict of Interest Declaration:
- A document disclosing any potential conflicts of interest or relationships that may affect impartiality in contract execution.

Subcontractor Details:
- If subcontracting part of the work, provide details and qualifications of the subcontractors.
Methodology for Local Content:
- For tenders under “Make in India” or similar schemes, details on how the contractor will achieve the required level of local sourcing and content.
Any Other Documents Specified in the Tender:
- Review the tender document carefully for any additional documents or annexures that must be submitted (e.g., detailed safety plans, risk management strategies, or specific technical certifications).

Best Practices

Double-Check Compliance: Ensure that all documents strictly conform to the format and specifications mentioned in the tender. Missing or non-conforming documents can lead to disqualification.
Timely Submission: Upload and submit the complete bid package well before the deadline, particularly when using e-procurement portals, to account for any technical issues.
Clarity and Accuracy: All documents should be clearly labeled, dated, and signed where necessary. Maintain consistency in numbering and cross-references among the documents.
Keep Originals Ready: While electronic submissions are common, keep original documents ready for verification if requested during bid evaluation or post-award processes.