Tendering Process in Govt Organizations: 1. Project Definition & Scoping a.

Consultation & Market testing to ensure that procurement strategy and contracting practices are conducive to securing an effective competitive response. b. Project definition and design, including initial drafting of bid specifications c. Determination of contract award criteria, weighting and quantity price ratio d. Appointment of assessment and selection panel e. Review of contractor/tenderer database, registration and pre-qualification information 2. Notification and Pre-Qualification a. Invitation to Prequalify: i. Initial advertisement and tender notice, inviting expression of interest (EOI/RFI) ; ii. Outline of the Project (Scope, location, programme, source of finance) iii. Date of issue/receipt iv. Instructions for prequalification v. Minimum requirements for prequalification vi. Submission date for contractors prequalification data. b. Issue and Submission of pre-qualification documents. i. Organization and Structure ii. Experience in the intended type of work iii. Resources Managerial, Technical, Labour, Plant & Equipment iv. Financial Statements v. Current Contract Commitments vi. Litigation History c. Analysis of Prequalification documents. i. Company or joint venture structure ii. Experience iii. Resources iv. Financial Capabilities v. General Suitability vi. Normally: 1. Selection I: filter EOIs and reduce list. 2. Selection II: detailed assessment of prospective tenderers; Interviews d. Definition of Shortlist. 3. Tendering: Invitation to Tender and Preparation of Tender Documents a. Preparation of Tender Document i. Letter of Invitation to tender ii. Instruction to tenderers iii. Conditions of Contract iv. Form of tender and appendices v. Drawings and Bill of Quantities

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vi. Schedule of additionaol information vii. Any other information data viii. Finalization of work specification b. Issue of Tender Documents i. Issue tender documents to tenderers who are selected for issue ii. Issue of proposal invitations(RFT/RFQ) Tendering: Tender Clarification & Addenda Phase: a. Clarifications/Queries/Correspondence i. Pre bid meetings ii. Replies & clarifications iii. Issue of Minutes, common set of deviations b. Site Visits and Briefings if needed. i. Arrange date and time for visit ii. Employer/engineer to accompany the site visits c. Addenda/Amendments of tender doc.(possibility) i. Issue addenda/amendments in time and allow sufficient time for submission of tenders Tendering: Tender Offer/Submission Phase a. Submission of Tenders b. Receipt of tenders i. Record date and time of receipt of tenders ii. Acknowledge receipt or return unopened tenders received late c. Closing of Tender Tendering: Opening a. Opening of tenders by public or restricted opening b. Formal tender opening ; checks for compliance c. Announce and record names of tenderers and prices d. Announce and record names of tenderers disqualified due to late or non arrival of tender Tendering: Evaluation & Analysis a. Tender Evaluation and Scrutiny i. Assess tenders in accordance with evaluation criteria ii. Raise further points requiring clarification iii. (Arrangement for presentations by lead contenders; Preparation of format and questions for presentations; Assessment of presentations) iv. Prepare comparative statement of tenders v. Complete evaluation b. Check with funding agency c. Selection of most economically advantageous tender d. Reject non-conforming tenders Contract Award

a. Notification to successful bidder(including any conditions to be discussed at a further contract negotiation stage) i. Issue letter of acceptance ii. Obtain performance security b. Notification to unsuccessful bidders ( including placing a reserve or hold on the bidder ranked 2nd in case contract negotiations fails for the 1st one.) i. Return Tender security/ earnest money c. Mandatory Standstill period before entering into contract d. Preparation of Contract documents and signing

If the Govt. Organization does not require inputs/time for the preparation of tender documents, i.e, it has already prepared its tender documents then: 1. Project Definition & Scoping a. Along with earlier steps, the entire tender documentation is prepared. b. Approval of bid documents by competent authority. 2. Notification and Pre-Qualification a. Invitation to Prequalify( where relevant) b. Issue and Submission of pre-qualification documents. c. Analysis of Prequalification documents. 3. Tendering: Invitation to Tender( No preparation of documents) a. Invitation for tenders/bids (Invitation to prequalify and invitation to tender through RFT/IFB etc is usually a single step, in which the advertisement mentions the min. prequel criteria, min. specifications; means to acquire the tender document, submission of tender security, submission and last date of tender) b. Issue of Tender Documents/Bid documents to prospective bidders 4. Tendering: Tender Clarification & Addenda Phase: 5. Tendering: Tender Offer/Submission Phase 6. Tendering: Opening 7. Tendering: Evaluation & Analysis 8. Contract Award