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Bidders' Guide To Success in Public Procurement
Bidders' Guide To Success in Public Procurement
Public Procurement
A Hand Book
P R E F A CE
Daya Liyanage
Chairman/CEO
National Procurement Agency
1.2
1.3
1.4
1.5
Procurement
under
International
Bidding Procedure (ICB)
Competitive
2.
participating
3.
.
(b) Time: You should purchase the bidding documents only during the
perio d and time specified in the bid in vitation.
The PE will specify in the bid invita tion, durin g what time the
documents could be purchased. Generally the time will be limited to
working hours of the PE. The bidding documents should be made
availa ble for purchase at least one day prio r to closin g of bid s.
(c) Fees: You shall make the payment in an amount and manner
describ ed in th e bidding document, prior to the purchase of bid din g
document.
To purchase the bidding document the PE will specify a non
refundable nominal fee (to cover the expenditu re involve in duplicatin g
a set of documents) to be paid by the bid der.
(d) Documents: You shall produce the documentary evid ence to prove
that the specifie d fee has been paid.
The PE will request the bidders to submit documentary evid ence to
confirm that specifie d fee is paid . No oth er documents with respect to
qualification or experience will be requested as a condition for
purchase of bid ding documents.
(e) ICTAD Registration: You shall submit documentary evid ence to
prove the ICTAD registration in work contracts together with the bid .
Failure to submit this evidence may be a reason for rejection.
ICTAD registration is not a pre-requisite to purchase the bid din g
documents. However, to be eligible for contract awards under work
procurement, you should hold a valid and specified ICTAD registratio n
at the time of submissio n of bids and at the la st date of the original bid
validity period.
If there are objections regarding the specifications from any bidder 10 days
prior to closing of bids, in case of Procurements handled by CAPC, MPC & TEC
may revisit specifications. The PE shall convey its decis ion to all bidders who
have purchased the bidding documents. (Please refer to Guideline 2.6 of
Chapter 2 of GPG 2006 and 6.1 of the Procurement Manual 2006)
4.
Preparation of Bids:
You should prepare your bids followin g th e in struction provid ed in the
bidding document. You are strongly advised to study carefully the
instructions given in the bidding document with special attention to the
Instruction to Bidders and Biddin g Data. Non compliance of the conditions
given fo r preparin g th e bid in the bid din g documents may be a rejectio n of
the bid irrespective of the bid price.
A substantially responsive bid should be one which conforms to all terms,
conditio ns and specifications of the bid ding documents, without material
deviatio n or reservation.
These requirements given in first paragraph of this section will in clude (but
not limited to) the follo wing:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Bid Currency: Use only the currencie s provid ed in the bid din g
document for pricin g the bid . Use of non specifie d currency may
result the rejectio n of bid .
(h)
Bid Prices:
To avoid difficulties during the execution of the contract, your
attention should be made to the follo wing:
i.
ii.
vi. Consider effect of bid valid ity perio d to the price quoted,
especia lly when price fluctuation cla uses are not included in the
contract.
5.
Submission of Bids:
(a)
Include all rele vant Forms and other in formation requested with the
Bid:
i. Number of Copies: The bid shall comprise with the
original and number of copie s as specifie d in the bid din g
documents; (Guidelin e 6.3.1C)
ii. Bid Form: The orig inal and the copy of the Form of Bid
shall be typed or written in in delible in k and shall be
signed by a person or persons duly authorized to sign on
behalf of you. Make sure the Form of Bid is addressed to
the entity specified in the Instructions to Bidders of the
bidding document, duly filled with respect to amount and
validity period and your legal name is written correctly;
iii. Amendments if any made by you: If alteratio ns or
additio ns are made to the bid already prepared, in itial
such changes made by you signing the Bid.
iv. Authority for signature: Include documentary evidence
for authority for sig nature of the person or persons who
have signed the Bid, where requested in the bid din g
document;
v. Bid Security: Enclose the orig inal of the Bid Security
together with the orig inal of th e Bid; Make sure th e Bid
security is complying with the followin g (any critical
departure to the format given, may be a rejection of bid at
the preliminary examination itself, irrespective of the bid
price):
o
(c)
(d)
Sealing and Marking of Bids: Enclose the orig inal and copie s of
the bid as instructed and write all rele vant information in the
respective envelopes and sealed the bid s as instructed;
(e)
6.
Bid Opening:
(a)
7.
Bid Evaluation
(a) Note that the PE will consid er only the in formation, you have
submitted along with the bid, unless specifically requested by the PE;
(b) Any information received from you will not be considered for
evaluation, even if it was registered prio r to clo sing of bid s but PE
received after clo sing of bids.
(c) Be prompt to provide any further in formation or cla rificatio n
requested by the PE
(d) Any attempt made to influence the evaluation process may be a
reason for rejection of the bid ;
(e) If a request is received from the PE to extend the validity of the bid if
you decide to retain in th e competitio n, extend th e validity of the bid
before the expiry of the origin al bid;
(f)
If the valid ity of the bid is extended, it may be required to extend the
validity of the bid security;
For further details on bid evaluation, you may refer to 7.9.1 & 7.9.2 of the
Procurement Manual 2006 which is on the NPA Website.
8.
Bidders
8.1
The Chairman
Procurement Appeal Board
Presidential Secretariat
Colombo 01
A copy of the Appeal should be submitted to the Secretary of the
Ministry. A bidder making such an appeal is required to deposit
Rs.50,000/- in a deposit account maintain at the Presid ential
Secretaria t and attach a copy of the receip t together with the
appeal. The appeal shall contain all material required to support
the averment and shall be self-contained for the PAB to arrive at
a decisio n.
8.2
The determination
Committee
made
by
Ministry
Procurement
9.
Debriefing
After the notification of contract award, if you who wishes to ascertain the
grounds on which your Bid was not sele cted, should address your request
to the PE. In such a situation the PE should discuss only such Bid and not
the bids of other competitors.
10.
Agreement
Prior to expiration of the bid validity perio d, the Employer will notify the
successful bid der that his Bid has been accepted. The notification of award
in many cases will constitute the formation of the Contract.
Make sure that the contract agreement will in corporate the memorandum of
understandin g if any, between the Employer and the successful bid der,
before the contract signature.
11.
12.
SPECIAL
1.
2.
Be vigilant; Be successful
For More Information
www.npa.gov.lk