TENDER PROCEDURE
ABBREVIATION :- The meaning of the abbreviations assigned in this Chapter of the Project Administration Handbook for Civil Engineering Works shall only apply to this Chapter. I.02 The following list shows the meaning of the abbreviations for the common terms used in this Chapter of the Project Administration Handbook for Civil Engineering Work:
Abbreviation Term
AFCD Agriculture,
Fisheries and Conservation Department
Arch SD
Architectural Services Department
ASP
Authorized
Services Providers
BJO
Beijing Office
BOQ
Bills of Quantities
Cat
Category
CTB
Central Tender Board
COLO(Unit 4) Chief Official Language Officer (Translation Unit
CIO Chief Information Officer
CEDD Civil
Engineering and Development Department
CSB Civil
Services Bureau
C&D construction and
demolition
CITA Construction
Industry Training Authority
CMIS Contractor
Management Information System
D of J Department
of Justice
D&B TCW
No Design
and Build DEVB
DEVB Technical
Circular (Works) No
D of A Director of Audit
D of Adm Director
of Administration
D of GL Director
of Government Logistics
D of GS
Director of Government Supplies
DHA Director
of Home Affairs -
DSD
Drainage Services Department
EMSTF Electrical
and Mechanical Services Trading Fund
GLOSSARY OF TERMS
1- Words and expressions to which meanings are assigned in this Chapter of the Project Administration Handbook for Civil Engineering Works (PAH) shall only apply to this Chapter.
2-
In this Chapter of the PAH the following words and expressions shall have
the meaning hereby assigned to them except when the context otherwise requires:
3-
Words importing the singular only also include the plural and vice versa
where the context requires.
TENDER PROCEDURE CHECKLIST
Item No. Procedure Reference
PRIOR TO TENDERING
1.1
Decide
method of calling for tenders
1.2
Decide method of tender evaluation
1.3
Seek policy support and obtain approval to use non-standard marking
scheme (if required)
1.4
Prepare schedule for tender procedures
1.5
Obtain authority to call for tenders
1.6
Check availability of funds
1.7
Check availability of land
1.8
Complete legal and administrative procedures
1.9
Complete tender documents
1.10
Check interfacing and handover of land
1.11
Check estimated value of the contract in need for compliance with the WTO
GPA tendering procedures
1.12
Decide if designs and alternative designs by tenderers are to be invited
1.13
Seek legal advice for restriction on the maximum number of contracts to
be undertaken by the same contractor (if imposed)
CALLING FOR TENDER
2.1 Determine categories and groups of
contractors eligible to tender
2.2 Complete routing sheet,
check-list and estimates summary
2.3 Obtain approval to proceed
with tender invitation / Complete memo requesting
publication of gazette notice (if required) .
2.4 Arrange publication of press release (if
required)
2.5 Issue tender documents
(for procurement covered by WTO GPA, forward tender documents to tenderers upon
receipt of a written request from tenderers)
2.6 Issue Electronic
Dissemination Package (EDP) with tender documents and to Authorized Service
Providers .
3. ACTION DURING TENDER
PERIOD
3.1 Arrange pre-tender meeting
3.2 Arrange tender addendum
by circulation letter
3.3 Deal with queries from
tenderers
3.4 Arrange sale of plans or
drawings
3.5 Arrange legal vetting of
substantial alteration to tender documents for contracts estimated to exceed
$300 million in value.
3.6 Arrange legal vetting of
substantial alteration to tender documents for contracts estimated to exceed
$300 million in value (if necessary).
3.7 Arrange extension of time
for tendering
3.8 Seek tenderers’ agreement to extension of
tender validity period (if necessary).
4- EXAMINATION OF AND REPORT ON TENDERS
4.1 Establish assessment panel to evaluate the technical submission for
marking scheme approach
4.2 Declaration of conflict of
interest by tender examination team.
4.3 Check if all electronic
files in the tender return has been ‘digitally signed’ (if necessary).
4.4 Check electronic submission
of tender return according to ETWB TCW No. 11/2005 (if necessary).
4.5 Check if all tenderers contain
the names and addresses of all the partners or offices as appropriate.
4.6 Seek clarification from
tenderers and request confirmation by writing (if required).
4.7 Check and correct errors in
the pricing document according to ETWB TCW No. 41/2002.
4.8 Bring to Engineer designate’ s
attention and investigate unreasonably low or high rates, missing rates and
items of which any changes in quantity would materially affect the final
contract price.
4.9 Check all tenders for eligibility
to tender.
4.10 Check tenderer’s past performance on
DEVB’s CMIS as appropriate .
Tender process flowchart – example of typical one-step process
BUYER’S key steps in process
Ø Publish
the forecast contract opportunity in your Annual Procurement Plan (APP) · If applicable, include
the opportunity in your Extended Procurement Forecast (EPF) .
COMPLETE THE PLANNING &
GET READY TO GO TO MARKET
Ø Develop
the requirements, criteria & weightings ·
Review your approach against the Principles of Procurement · Finalise procurement
plan/business case · If
applicable, submit to MBIE for review (if it is a ‘significant business case’
(SBC)) ·
Check delegated financial authority is sufficient · Obtain approval to go to market · Finalise RFx document
& supplier response form
Ø ADVERTISE
ON GETS ·
Allow sufficient time for suppliers to respond ·
Make sure this is not less than the Minimum Time Period
Ø CLARIFICATION
PERIOD ·
Deadline for suppliers’ questions ·
Deadline for buyer to answer suppliers’ questions
Ø CLOSING
DATE · Open responses and record
and witness their receipt ·
Email each supplier to acknowledge their response
Ø ASSESS
MANDATORY / PRE-CONDITIONS (if applicable) ·
Where there are mandatory / pre-conditions eliminate responses that do not meet
them · Advise suppliers whose
responses have been eliminated
Ø EVALUATE
THE RESPONSES ·
Convene evaluation panel ·
Score qualifying responses against weighted criteria · Short list based on best
value-for-money over whole-of-life ·
Advise suppliers whether or not they have been short listed · Obtain approval to negotiate
with the first preferred supplier
Ø NEGOTIATE
THE DEAL ·
Prepare negotiation plan ·
Negotiate with first preferred supplier ·
Complete due diligence ·
Award contract ·
Notify suppliers who participated in the tender of the award of contract
Ø PLAN
THE DELIVERY · Work
with the successful supplier to prepare a contract and relationship management
plan
Ø WRAP UP · Offer debriefs to all suppliers and provide debriefs · Publish Contract Award Notice on GETS · Organise and maintain records of the procurement
SUPPLIER’S key steps in process
1.
SEARCH FOR OPPORTUNITIES · Register with GETS to get
sent notification of government contract opportunities · Apply to be on qualified
supplier lists and panels ·
Check agencies’ Annual Procurement Plans (APPs) for forecast opportunities
2.
PREPARE YOUR TENDER AND SUBMIT · Download tender
information from GETS ·
Note key dates and list information you need to prepare · Seek clarification from the
buyer if anything is unclear before the deadline for questions (the
clarification period) ·
Prepare and collate your bid including pricing ·
Sign the declaration ·
Submit your bid before closing date ·
The buyer will confirm safe receipt of your bid
3.
Where there are mandatory conditions: the
buyer will advise you if these have not been met. If so, your bid is eliminated
at this stage.
4.
The buyer advises that you have not been
short listed. If so, your bid is eliminated at this stage.
5.
YOU MAKE THE SHORT LIST The buyer advises
that you have been short listed. If you are the first preferred supplier you
will be invited to negotiate a contract
6.
NEGOTIATE THE DEAL · Establish your negotiating team
and plan the negotiation ·
If successful, you will be invited to sign a contract
7.
Negotiations complete. The buyer advises you
the name of the successful supplier.
8. PLAN THE DELIVERY Work with the buyer to agree the contract management plan and how relationships will be managed .
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