Receipt of Bids - Free Essay Example

The bidder is needed to make a registration in the system of e-GP https://www.bolpatra.gov.np/egp adhering to the e-GP specified procedure.

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The bidders who are interested can download the bidding and the attached document from the system.

The registered bidders are required to uphold their profile information needed in bids preparation.

For the bid to be submitted, the bidding document cost can be submitted as authorized. Besides, an electronic scanned copy of the deposit voucher or cash receipt is required to be submitted together with the bid.

The bidder can formulate their technical as well as the price bids using information and documents sustained in the profile of the bidder and format or forms provided in the document of the bidding. The bids should be submitted as a joint endeavor or a single entity. The bid that is submitted in a joint venture is expected to have a joint venture agreement uploaded and the identification offered during the registration of the bidder.

After providing the documents and details needed, two different documents are produced, and these include price bid and a technical bid which are produced from the system. Bidders should download as well as verify the retort documents before submitting the bid.

For authentic user verification, a one-time password is sent by the system in the bidder’s registered email address. The system will authorize the OPT as well as allow the submission of the bid by the bidder.

The bids that are submitted through electronic can be withdrawn or modified through the system. The bid may be modified online by the bidder many times within the submission date of the bid, as well as the time specified in the system.

The bid or bidder is expected to meet some requirements as well as e-submission of bids, and these requirements are as follows:

The submitted bids must be readable via a PDF reader.

The facility for bid submission electronically by e-submission is to enhance transparency, equality of access, non-discrimination, as well as open opposition in the process of bidding.

After submission of the bid through the portal, the recipient assumes that the bidder prepares the bid by examining as well as studying the bidding document’s complete set including drawings, specifications, along with the condition of the contract.

The bids shall be sent to the company’s email and addressed to the manager or the concerned department to ensure they are not addressed to the wrong receipts.

The receiving email shall be encrypted with the company’s email password only available to the authorized personnel that is TC Secretary and the personal assistance of the TC Chairman.

Bids shall remain in the company’s email until the closing date when all bids shall be opened and printed at the same time by the TC Secretary and one witness from the Contacts Department of Procurement Section. Other bids whose bid closing dates are late shall remain in the email until their applicable closing date(s).

In case of delay in submission due to technical challenges, the bidder can address the issue to the TC Secretary detailing the main problem and seek for assistance concerning the issue.

Upon the receipt of such a complaint, the secretary should respond to the bidder on how to solve the problem for the bidder’s application to be successful.

Un-Priced Bids

A member of the TC shall participate in opening Un-Priced Bids along with the TC Secretary.

Un-Priced Bids shall be opened and shall be thoroughly checked for any priced information sheets/proposals that could have been included therein. TC Secretary shall extract all Priced Bid/information from the Un-Priced Bid and put it in a separate file.

Both TC Member and the TC Secretary shall sign the opening routing slip.

TC Secretary shall complete a “Tender Committee-Un-Priced Bids Opening Record” (MA-CON-SFM-00-0004)

TC Secretary for filing shall retain the originals soft copy, and copies shall be forwarded to Procurement or Contracts for further forwarding to the cross-functional evaluation team formed by the user department.

The signed Technical Evaluation, including input from HSE and other concerned departments, which shall be the responsibility of the user department in coordination with the Contracts/Materials Department. Finance Department should carry out bidders’ financial evaluation for services with the estimated value above US$ 2,000,000. This may not apply to a single/sole source/OEM services.

Requests for Technical Clarification from tenderers are to be done in writing via email by Contracts/Materials Department and a copy put on file. Care must be taken to ensure that resulting clarifications are documented and communicated to all tenderers. Replies are also to be received by email, and any cost implications resulting from a clarification are to be submitted to TC Secretary via the email.

Contracts/Materials Department shall prepare the TC submission, addressed to the TC Secretary.

Priced Bids

Once the TC has approved the Technical Evaluation submission, the TC Secretary shall open the Priced Bids of the technically acceptable bidder/s only, in the presence of 2 TC members. They shall initial all pages of the original Commercial Proposals, which contains priced information and will be recorded in the same preformatted sheet, namely Tender Committee - Priced Bids Opening Record (MA-CON-SFM-00-0003), and shall be verified and signed by the TC Members participating in the priced bid opening.

Originals plus all copies of the opened Priced Bids of the technically acceptable bidders shall be forwarded to the concerned section of Contracts/Materials Department for Commercial Evaluation.

The concerned section of Contracts/Materials Department shall carry out the Commercial Evaluation and, in consultation, if necessary, with the user department and will prepare the TC submission documents, addressed to the TC Secretary.

Press Advertisement

Open Tenders shall be advertised in local Arabic and English newspapers or shall be published on the Company website.

Tender Documents

Tender documents consist of the contract document that shall be signed upon award, Company general terms and conditions, any specifications that may apply to the contract, and the instructions to tenderers on how to complete the tender documents. Besides, tender documents shall include copies of the Company’s Quality Policy, Operational Excellence Policy, Responsible Care Procedure, Tenets of Operations, and Mission/Vision/Values/ Operational Goals.

Tender documents (electronic copies) for Open Tenders shall be available at the Company Office in Doha. Tender documents (electronic copies) will be available to all interested tenderers against a non-refundable fee. Interested tenderers shall pay the tender fee to the bank, which will provide a receipt. They shall then handover the ticket to TC Secretary/nominated representative, in exchange for the tender documents. The details shall then be entered in the “Bid Sales Form” (MA-CON-SFM-00-0006). Alternatively, tender documents may be available for downloading from the Q-Chem website through the e-tendering process following the instructions provided on the Q-Chem Web e-tendering portal.

The tender documents (electronic copies) sales period is usually five working days. However, the sales period may be extended for up to extra five working days in the event of Insufficient tender response/participation with prior approval of Materials/Contracts Manager

Finance is responsible for reconciling the accounts relating to the sale of tenders.

Tender documents for Limited Tenderers (Short-listed or single/sole source) shall be sent directly by Contracts/Materials Department to the approved list of tenderers by courier or email if needed. Tender fee may be required.

Tender Closing Date

Generally, Tender Closing timing will be at noon of the Closing Date. Bids received after the Tender Closing Date may be received and recorded in Bid Opening Sheet. TC shall decide whether or not to consider such proposals.

However, late bids received from Overseas Bidders after the Bid Closing Date but prior to the Bid Opening shall be considered, provided proof of posting prior to the Bid Closing Date is received or with written approval from Contracts/Materials Manager.

Any extension of Bid Closing Date shall be communicated in writing to all bidders by Procurement or Contracts (as appropriate) and can only be granted prior to the opening of any bid. Extension of Closing Date shall be communicated to TC Secretary. Procurement or Contracts (as appropriate) shall advise the tenderers that the Tender Bond must be extended accordingly.

Tender Clarifications

During the tendering period, tenderers may submit via email, letter, or fax requests for clarifications on technical requirements/price schedule/breakdown.

After consultation with the user department, Contracts/Materials Department shall prepare any such responses in the form of a Tender Addendum or Tender Clarification, which shall be issued to all tenderers via emails, letters, or faxes as applicable.

Tender Clarifications, as well as any other communications with tenderers, shall be documented and filed. Tender Clarifications shall be used to notify all tenderers of any changes to the scope and technical requirements after the release of the invitation to tender.

No tenderer shall be given information that would favor or handicap the tenderer concerning such tender.