Construction practice guide: Creating a Mini Minor Works tender document

Updated: 20 Dec 2024
How to use the Mini Minor Works standard form to prepare the tender document for construction projects.


Using the Mini Minor Works standard form

General responsibilities

Note, this guide applies to preparing a tender document (also called a request for tenders (RFT)) using the Mini Minor Works (MMW) standard form and is based on the MMW standard form with revision date 20 December 2024.

Where the tender document is being prepared for a NSW Government agency, these instructions assume that the person preparing the tender document has knowledge of NSW Government requirements for the procurement of construction works.

Irrespective of the purpose for which this tender document is being prepared, the person preparing the tender document is responsible for ensuring that applicable procedures are complied with and that the final tender document is complete and accurate.

Amending tender conditions and conditions of contract

Unless otherwise noted, all tender conditions and conditions of contract are mandatory. They reflect an appropriate contract risk allocation for construction work carried out by a NSW authority and valued up to $250,000. So, these clauses should not be altered without discussing the implications with experienced procurement specialists. The NSW Procurement Service Centre can be contacted for assistance at nswbuy@treasury.nsw.gov.au

If additional clauses or paragraphs are required to suit project-specific needs, carefully consider the associated risks, in consultation with the responsible agency. Ensure the additions do not create ambiguities in the documents.

Getting started

In addition to this document, guidance is provided in completing the tender document by:

  • User Guidance at the beginning of the MMW standard form (in blue text)
  • Guide Notes in red (hidden) text within the MMW standard form; and
  • the Mini Minor Works clause commentary (MMW-clause commentary) which provides information on the MMW standard form and guidance on specific clauses.

User Guidance

The MMW standard form will open at the User Guidance page (blue and red text within a red border). Note that the User Guidance is based on Microsoft 365 Word which was used to create all the latest standard form templates.

This page provides specific guidance for:

  1. General: this section is self-explanatory.
  2. Guide Notes: the guide notes appear throughout the MMW standard form and are formatted in red ‘hidden’ text. Instructions are provided to show and hide the text.

The guide notes provide useful information to assist in inserting specific information, selecting options and otherwise completing the tender document.

Insertion points

The symbol ‘»’ appears in numerous locations within the document. This requires information to be inserted specific to the tender document.  Click onto each ‘»’ and over-type.

The ‘Quick Parts’ tool in MS Word is used to automate the insertion of the contract name and contract number in various locations within the MMW standard form. The use of this tool is optional. The insertion locations are shown in the MMW standard form template by the entries ‘Contract Name autofill’ and ‘Contract No. autofill’.

To complete the autofill:

  1. select 'File' in the top of the MS Word upper toolbar
  2. select 'Info' in the toolbar
  3. select 'Show All Properties' on the info page
  4. select the property 'Title' in the properties column
  5. overwrite the entry 'Contract Name autofill' with the correct contract name
  6. select the property 'Subject' in the properties column
  7. overwrite the entry 'Contract No. autofill' with the correct contract number
  8. return to the document and check the entries.

Removal of guide notes and user guidance

The Guide notes and user guidance must be removed once drafting of the tender document is completed and before calling tenders. Follow the instructions to remove all the hidden text guide notes:

  1. Check to see this has worked, if not, then repeat.
  2. As a backup-ensure that the option ‘Print hidden text’ has not been checked in File/Options/Display field.
  3. Manually delete the user guidance, along with the following page break. Page breaks can be seen by selecting Paragraph Show/Hide button in Word, within the main toolbar.

Note that apart from the 'Quick Parts' tool used for auto-filling, there are no macros in the MMW standard form DOCX, 216.43 KB.

Completing the tender document

The tender document is usually completed in the following steps:

  1. Save the MMW standard form in a folder and change the file name, maybe with a date reference for editing.
  2. Insert schedule of rates items.
  3. Check the document and correct any formatting anomalies.
  4. Separately set up a checklist for information that needs to be sought or confirmed to complete the tender document. Add to/check-off items while carrying out the next steps.
  5. Use the autofill feature to insert the contract name and contract number.
  6. Select each of the ‘»’ where input is required and over-typing information that is available.
  7. Select each of the optional clauses and selecting the appropriate option.
  8. Select and complete other parts of the document where information or amendment is required.

    This may include:
    • inserting schedule of rates items
    • reviewing the included MMW Contract Schedule - Environmental Plan and including items and actions required to suit the specific project
    • including additional clauses if tenders are being called only from aboriginal businesses or if modern slavery clauses need to be included
    • completing the description of the Works, access restrictions, application of the demolition clauses
    • completing and adding technical drawings and specification information for the works.
  9. Check the document and correct any formatting anomalies

Conditions of contract generally

Refer to the commentary on the general conditions in the MMW clause commentary DOC, 37.5 KB for an understanding of the clauses and information on additional clauses that may be applicable for certain projects.

Such clauses can be added to the General Conditions or included in the Works description section.

Document formatting

Clauses in the MMW standard form have a number of paragraph styles applied. To manually insert text and maintain consistency with existing paragraph formatting, documenters should:

  • decide where to locate the new text. It is recommended that new clauses be added at the end of similar existing clauses as some clauses refer to other clauses by clause number
  • copy and paste a previous clause maintaining the source formatting
  • amend the text of the copied clause to suit, thus maintaining the previous style. Note, always check that the clause numbering has adjusted correctly.

Printing and checking the content of a completed tender document

Printing the document

The standard form has been designed to update all fields of information (including page numbering) whenever the print command is selected. Always check that this has occurred.

Checking the content

The final version of a tender document should include the following sections:

  • User Guidance: not visible – it should have been removed together with the following page break

None of the red guide notes in the document should be visible and should be removed.

  • Cover page: showing the contract name, contract no., date and client. An agency logo can be added to this page.
  • Conditions of Tendering: explaining the obligations of the parties during the tender process. The selections in clauses T8 & T11 should have been made. Refer to the commentary on the conditions of tendering in the MMW-clause commentary for relevant information.

The page footer should contain contract name, contract number, page numbering and version of the MMW standard form used.

  • Tender form: showing the tender closing address/website and contact details, contract name and number, a list of documents, or sections of documents that comprise the tender document and the selection of tender type (lump sum or schedule of rates).

The remaining blank fields are required to be completed by the tenderer as part of its tender. They include the tenderer’s details, any addenda issued, the contract sum or tendered rates and the tenderer's signature.

Tender schedules

  • Schedule of WHS and environmental management information: with no items amended. This schedule should always be included in the tender document. Note that this schedule is only to be submitted when requested. This minimises any unnecessary effort by tenderers who are not being considered further for the contract.
  • Schedule of rates: used where there are rate items and showing description, quantity and measuring unit for each listed item. The first item is mandatory when this schedule is used.
    Refer to the commentary on tender schedules in the MMW-clause commentary for information on these schedules.
  • General conditions: explaining the obligations and rights of the parties, primarily the contractor, during the contract. The selections in clauses 2 & 13 should have been made. Refer to the commentary on the general conditions in the MMW-clause commentary for information on the clauses.
  • Contract information: providing specific information relating to the contract. Items 2 to 5 should have been completed. Item 1 can be completed prior to the award of contract.
  • Works description: describing the site and specifying the work to be performed under the contract. Input should have been provided for items W1 and W6. Refer to the commentary on the Works description in the MMW-clause commentary for information on the clauses.

Contract Schedules

These schedules are mandatory inclusions.

  • WHS management plan and safe work method statements: showing detailed information on preparing WHS plans and SWMS. No input is required by the documenter.
  • Supporting statement and subcontractor's statement: providing the necessary forms to accompany each payment claim with related guidance. The contract number/identifier should have been entered in both statements. The Contractor must complete the 2 statements.
  • Environmental management plan: showing a model EMP. Amendment should be made to suit project risks.

Refer to the commentary on payment, WHS management and environmental management in the MMW clause commentary DOCX, 129.24 KB for information on the respective schedules.

Tendering procedures

Calling tenders

Where tenders are being called by, or for, a NSW Government agency, procurement board direction 2024-01 mandates that from 31 December 2024, all tenders (supply opportunities) exceeding $150,000 must be published on the buy. NSW opportunities hub. Refer to the PBD 2024-01 for more detail.

For other and lower value tenders, sample letter – Mini Minor Works invitation to tender can be used to request companies to tender. Note that the invitation letter does not contain any conditions about the lodgement of tenders.

Addenda to the tender document

After tenders are called, an addendum is used to change the tender document. Refer to the commentary on the conditions of tendering in the MMW clause commentary DOCX, 129.24 KB for information on addenda and the location of a sample addendum.

Related resources

Refer to the related resources section at the end of the MMW clause commentary DOCX, 129.24 KB for a listing of other useful guidance.

Find more resources on the construction category page.