TENDERING: PROCESS and PROCEDURES

Overall Perspective of Procurement Policies

procurement systems which reflect the principles of value for money, transparency and accountability.
Efficient, effective and transparent

Rationale for Tenders Rules

The tendering process can be a minefield of potential litigation, with tenderers complaining of the lack of a fair and consistent approach to tendering and accusations of favouritism and corruption.

SIX CORNERSTONE PRINCIPLES of any tendering process

1. Transparency: candid, evident, manifest and easy to see through or understand 2. Probity: Virtue or Integrity; honesty. 3. Equity: Fairness and Impartiality
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4. Fairplay: Even playing ground; fairness in tendering. The practice of justice, unaffected by prejudice or partiality. 5. Value for Money 6. Accountability Summary 1-6 serve the objective of engendering stakeholder confidence in a tendering process.
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How these concepts are demonstrated throughout a tender process

Pre-Qualification Procedure System of fair selection of contractors with whom the company should do business. Tenders Rules and Procedures System by which tendering is governed. This system comprises standard letters of invitation, stated procedure for bidding, simultaneous notice to bidders, minuted pre tender meetings, controlled points of interaction between company and bidders, defined scope of works, specifications, terms of reference etc.
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TENDERS RULES:
Govern the process of purchasing Goods, procuring Works and Services and disposal of assets. They are usually structured around different Committees with varying levels of authorities and approvals delegated to each. For example, at eTecK, there are delegations of authority ranging from the The Board The BTC comprising directors of the Board The MTC comprising Vice Presidents of e TecK The President The Vice Presidents The Managers

USUAL FEATURES OF TENDERS RULES 1. EXEMPT SERVICES: These Services may be procured directly from the supplier subject to other purchasing procedures:-Professional Services e.g. legal, architects, medical, training; - Goods and Services not exceeding an overall value (for example TTD$25,000.00 per item);
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Exempt Services contd

Free Lance Services such as event catering, event management, audio visual production; Printing, refreshment, stationery, housekeeping items and spares; Advertisement, courier, flowers, sound system rentals, newspapers; IT equipment and spares.
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2. OVERALL REPONSIBILITIES
Generally, Tender rules are administered through the Secretary Tenders Committee. Management remains ultimately responsible for ensuring that the rules are adhered to.

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3. METHODS OF TENDERING
(i) Open or Public Tendering - Advertisement in daily newspaper. (ii) Selective Tendering - Contractors chosen from Pre-Qual Register (iii) Sole or Direct Tendering - Sole bid invited without competitive bids.
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4. 2-stage Tendering
1.

2.

Two Types of 2-stage Tendering: One Stage Two envelopes Technical and Financial Bids Two Stage Process Two envelopes post-qualification questionnaire and Technical/Financial Bids

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Selective Tendering
Tenderers are chosen from prequalification register Tenderers are short listed and approved by the President/Chairman (outside the pre-qualification register)

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Sole bid/preferred supplier

No substantially responsive bids are received; Goods comprise part of a system already in use; Consultancy service required is a special assignment or Works are of a specialized nature; Emergency works.

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TENDER PROCESS
Invitation to tender Pre/Post Qualification Questionnaire Bid Bond Site Visit mandatory and non-mandatory Tender Boxes Receipt of Tenders Withdrawal of Offer Tender Opening Evaluation of Tenders Recommendation for Award/Approvals Letter of award Conditions of award insurances and performance bond
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SECRETARY, TENDERS COMMITTEE

Administration of the Tenders Rules from invitation to contract award Maintenance of Register of Tenders Tender Meeting pre/post bid Communication with Tenderers Monitors Contractor Performance Communication of Decisions of Committees
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Other procurement processes

Purchase orders - invoices 3-quotation systems small contracts based on standard forms Petty cash procedures

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