Electromechanical Equipment Lot No27 - Bidding Documents BUON KUOP Hydropower Project

Section IV: SAMPLE FORMS

Table of Clause

A. Bid Form ................................................................................................................................1

B. Power of Attorney....................................................................................................................2
C. Bid Security Form..................................................................................................................3
D. Performance Security Form..................................................................................................4
E. Bank Guarantee for Advance Payment................................................................................5
F. Manufacturer’s Authorization Form....................................................................................6
G. Qualification Forms...............................................................................................................7

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A. Bid Form
To: [name and address of Employer]

Gentlemen and/or Ladies:

Having examined the bidding documents including Addenda Nos. [insert numbers], the receipt of
which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver [description
of goods and services including credit supply] in conformity with the said bidding documents for
the sum of [total bid amount in words and figures] and the breakdown price is attached hereto as a
integrated part of our bid document.
We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery schedule
specified in the Schedule of Requirements.

If our Bid is accepted, we will obtain the guarantee of a bank in a sum equivalent to ten (10) percent
of the Contract Price for the due performance of the Contract, in the form prescribed by the
Employer.

We agree to abide by this Bid for a period of one hundred and eighty (180) days from the date fixed
for Bid opening under Clause 18 of the Instructions to Bidders, and it shall remain binding upon us
and may be accepted at any time before the expiration of that period.

Until a formal Contract is prepared and executed, this Bid, together with your written acceptance
thereof and your notification of award, shall constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any bid you may receive.

Dated this ________________ day of ________________ 200__

[signature] [in the capacity of]

Duly authorized to sign Bid for and on behalf of

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B. Power of Attorney
To be replaced with the enclosed actual Power of Attorney issued by an authorized person(s) of the
Bidder.

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C. Bid Security Form

Whereas [name of the Bidder] (hereinafter called “the Bidder”) has submitted its bid dated [date of
submission of bid] for the supply of [name and/or description of the goods] (hereinafter called “the
Bid”).

KNOW ALL PEOPLE by these presents that WE [name of bank] of [name of country], having our
registered office at [address of bank] (hereinafter called “the Bank”), are bound unto [name of
Employer] (hereinafter called “the Employer”) in the sum of for which payment well and truly to be
made to the said Employer, the Bank binds itself, its successors, and assigns by these presents.
Sealed with the Common Seal of the said Bank this _____ day of ____________ 200____.

THE CONDITIONS of this obligation are:

1. If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder on the
Bid Form;
2. If the Bidder violate the Bidding Regulations as specified in Bidding Documents;
3. If the Bidder, having been notified of the acceptance of its Bid by the Employer during the
period of bid validity:
(a) fails or refuses to execute the Contract Form, if required; or
(b) fails or refuses to furnish the performance security, in accordance with the Instructions
to Bidders;

We undertake to pay to the Employer up to the above amount upon receipt of its first written
demand, without the Employer having to substantiate its demand, provided that in its demand the
Employer will note that the amount claimed by it is due to it, owing to the occurrence of one or both
of the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force up to and including thirty (30) days after the period of bid
validity, and any demand in respect thereof should reach the Bank not later than the above date.

[seal and signature of the bank]

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D. Performance Security Form

To: [name of Employer]

WHEREAS [name of Contractor] (hereinafter called “the Contractor”) has undertaken, in

pursuance of Contract No. [reference number of the contract] dated ____________ 200_____ to
supply [description of goods and services] (hereinafter called “the Contract”).

AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish
you with a bank guarantee by a reputable bank for the sum specified therein as security for
compliance with the Contractor’s performance obligations in accordance with the Contract.

AND WHEREAS we have agreed to give the Contractor a guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the
Contractor, up to a total of [amount of the guarantee in words and figures], and we undertake to pay
you, upon your first written demand declaring the Contractor to be in default under the Contract and
without cavil or argument, any sum or sums within the limits of [amount of guarantee] as aforesaid,
without your needing to prove or to show grounds or reasons for your demand or the sum specified
therein.

This guarantee is valid until the _____ day of __________200_____.

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

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E. Bank Guarantee for Advance Payment

To: [name of Employer]

[name of Contract]

Gentlemen and/or Ladies:

In accordance with the payment provision included in the Special Conditions of Contract, which
amends Clause 16 of the General Conditions of Contract to provide for advance payment, [name
and address of Contractor] (hereinafter called “the Contractor”) shall deposit with the Employer a
bank guarantee to guarantee its proper and faithful performance under the said Clause of the
Contract in an amount of [amount of guarantee in figures and words].

We, the [bank or financial institution], as instructed by the Contractor, agree unconditionally and
irrevocably to guarantee as primary obligator and not as surety merely, the payment to the Employer
on its first demand without whatsoever right of objection on our part and without its first claim to
the Contractor, in the amount not exceeding [amount of guarantee in figures and words].

We further agree that no change or addition to or other modification of the terms of the Contract to
be performed thereunder or of any of the Contract documents which may be made between the
Employer and the Contractor, shall in any way release us from any liability under this guarantee,
and we hereby waive notice of any such change, addition, or modification.

This guarantee shall remain valid and in full effect from the date of the advance payment received
by the Contractor under the Contract until [date].

Yours truly,

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

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F. Manufacturer’s Authorization Form

To: [name of the Employer]

WHEREAS [name of the Manufacturer] who are established and reputable manufacturers of [name
and/or description of the goods] having factories at [address of factory]

do hereby authorize [name and address of Agent] to submit a bid, and subsequently negotiate and
sign the Contract with you against IFB No. [reference of the Invitation to Bid] for the above goods
manufactured by us.

We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of
Contract for the goods offered for supply by the above firm against this Invitation for Bids.

[signature for and on behalf of Manufacturer]

Note: This letter of authority should be on the letterhead of the Manufacturer and should be signed
by a person competent and having the power of attorney to bind the Manufacturer. The
signature of the competent person should be certified by the Notary Public. It should be
included by the Bidder in its bid.

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G. Qualification Forms

G1. Qualification Form 1

PAGE ---------- OF ----------- PAGES.

GENERAL INFORMATION

All individual firm and each partner of joint venture applying for qualification are requested to completed the
information in this form. Nationality should be provided for all owners or applicants who are partnerships or
individually-owned firms.

1 Name firm:
2 Head office address:
3 Telephone: Contract:
4 Fax: Telex:
5 Place of incorporation/ registration: Year of incorporation/ registration:

Nationality of owners (1)

Name Nationality
1
2
3
4
5

(1)
To be completed by all owners of partnerships or individually-owned firms.

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G2. Qualification Form 2

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JOINT VENTURE SUMMARY

Name of all partner of joint venture:

1. Lead partner:
2. Partner:
3. Partner:
4. Partner:
Total value of annual construction turnover, in terns of work billed to client, in US$ equivalent,
converted at the rate of exchange at the end of the period reported.
Annual turnover data (US$ equivalent)
Partner Form 2 Year1 Year2 Year3
Page No.
1. Lead partner
2. Partner
3. Partner
4. Partner
Total

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G3. Qualification Form 3

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JOINT VENTURE AGREEMENT

To: Hydropower Project Management Unit 5 (HPMU No.5)
12, Le Duan St. Buon Ma Thuot City,

DakLak Province, VIETNAM

The undersigned of this declaration of cooperation are by means of attached Powers of Attorney legally
authorized to act with regard to Buon Kuop Hydropower Project an on behalf of their organization.
They here by declare:
1. That they will legalize a Joint Venture Agreement in case that Contract for Buon Kuop Hydropower
Project is awarded to their group;
2. That have nominated _________________ [name of the lead partner] as the Sponsor Firm of the group
for the purpose of this Bid.
3. That they authorized Mr./Ms. ___________ [name of the person who authorized to act as
Representative on behalf of the Joint Venture] to act as Bidder’s Representative in the name on behalf of
their group;
4. That all partner of the Joint Venture shall be liable jointly and severally for the execution of the Contract;
5. That this Joint Venture is association constituted for the purpose of the execution of the Buon Kuop
Hydropower Project under this Contract;
6. That if the Employer accepts the Bid of this Joint Venture, it shall not be modified in its composition of
Contract without the prior consent of the Employer;
7. That each partner’s share of Work, state as percentage of the total contract amount, shall be as follows;

Name of Partner Share of Work

(as percentage of the contract amount)
1. Lead partner
2. Partner
3. Partner
4. Partner
Total 100

Give names and positions of the propose Joint Venture Representative, as well as organization’s names
and addresses:

1. Name: Signature:
Position: Date:
Representative of (Organization’s names):

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2. Name: Signature:
Position: Date:
Representative of (Organization’s names):

3. Name: Signature:
Position: Date:
Representative of (Organization’s names):

4. Name: Signature:
Position: Date:
Representative of (Organization’s names):

5. Name: Signature:
Position: Date:
Representative of (Organization’s names):

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G4. Qualification Form 4

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EXPERIENCE RECORD (1)

Name of Bidder or partner of a joint venture:

All individual firms and all partner of joint venture are requested to complete the information in this form.
The information supplied should be the annual turnover of the Bidder (or each member of a joint venture), in
terms of amounts billed to clients for each year for work in progress or completed, converted to US dollars at
the rate of exchange at the end of the period reported.
Use a separate sheet for each partner of a joint venture.
Bidders are required to back up the application with audited financial statements as documentary evidences.

Annual turnover Data

Exchange rate
Year Turnover US$ equivalent
( /US$)
2001
2002
2003

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G5. Qualification Form 5

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EXPERIENCE RECORD (2)

Name of Bidder or partner of a joint venture:

Using the format of this form, the Bidder is requested to list the contracts in accordance with requirement
specified in Volume 1: Commercial Documents – Instruction to Bidder – Bid data sheet

Project Contract name/Owner Detailed description of scope of Year of

Name/country name/Contractor name supply completion

The evidence documents for the contracts listed above certified by the former client/consultant shall be
submitted respectively.

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G6. Qualification Form 6

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EXPERIENCE RECORD (3)

Name of Bidder or partner of a joint venture:

Using the format of this form, the Bidder is requested to list the contracts in accordance with requirement
specified in Volume 1: Commercial Documents – Instruction to Bidder – Bid data sheet
This application shall be backed up with evidences specified in Bid data sheet.

1.1 Francis Turbine (Vertical shaft type)

No. Country Name of Unit x Output Water Speed Year of
Project/Owner/ (MW) Head (rpm) Completion
Manufacturer (m)

1.2 Turbine Guard Valve.

No. Country Name of Unit x Water Type Year of
Project/Owner/ Diameter Head Completion
Manufacturer (m) (m)

1.3 Turbine Governor

No. Country Name of Unit x Output Speed Type Year of
Project/Owner/ (MW) (rpm) Completion
Manufacturer

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1.4 Synchronous Generator (Vertical shaft Umbrella type)

No. Country Name of Unit x Output Voltage Speed Year of
Project/Owner/ (MVA) (kV) (rpm) Completion
Manufacturer

1.5 Generator AVR

No. Country Name of Unit x Output Excitation Type Year of
Project/Owner/ (MVA) Voltage Completion
Manufacturer (V)

1.6 Control and Protection System

No. Country Name of Scope of Work Year of
Project/Owner/ Completion
Manufacturer

1.7 Main Transformer

No. Country Name of Unit x Voltage Type Year of
Project/Owner/ Capacity (kV/kV) Completion
Manufacturer (MVA)

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1.8 Generator Circuit Breaker

No. Country Name of Number Voltage Nominal Type Year of
Project/Owner/ of Unit (kV) /Short circuit Completion
Manufacturer Current
(kA)

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G7. Qualification Form 7

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PERSONNEL CAPABILITIES

Name of Bidder or partner of a joint venture:

Using the format of this form, the Bidder is requested to propose his qualified personnel required for
technical services in accordance with requirement specified in Volume 1: Commercial Documents –
Instruction to Bidder – Bid data sheet
This application shall be backed up with evidences specified in Bid data sheet.

1. Title of position: Installation of Francis Turbine

Number of prime candidate:
Name of alternate candidate:
2. Title of position: Installation of Generator
Number of prime candidate:
Name of alternate candidate:
3. Title of position: Installation of Control system for
Hydropower Plant
Number of prime candidate:
Name of alternate candidate:
4. Title of position: Commissioning of Hydropower Plant
Number of prime candidate:
Name of alternate candidate:
5. Title of position: Others
Number of prime candidate:
Name of alternate candidate:

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G8. Qualification Form 8

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LITIGATION HISTORY

Name of Bidder or partner of a joint venture:

Bidders, including each partner of a joint venture, should provide financial information on any history of
litigation or arbitration resulting from contracts executed in the last five (5) years or currently under
execution. A separate sheet should be used for each partner of a joint venture.

Year Award FOR Name of client, cause of Disputed amount

Or AGAINST Bidder litigation, and matter in dispute (current value, US$ equivalent)

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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G9. Qualification Form 9

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CONTRACT DEFAULT HISTORY

Name of Bidder or partner of a joint venture:

Bidders, including each partner of a joint venture, should provide information on any history of contract
default resulting from contracts.

Date and Place: __________________

Bidder: _________________________
Signature: ______________________

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