Professional Documents
Culture Documents
Lecture 10
Date: Aug 18, 2022
PROCUREMENT
• PROCUREMENT PLAN & PROCUREMENT DOCUMENT.
Procurement (Defin):- It is the process of obtaining goods, works, consultancy or any other services from
external sources.
According to Procurement Act 2063 (Nepal) “Procurement” means acquisition of any goods,
consultancy services or other services or carrying out or causing to be carried out any construction
works, by a public entity p ursuant to this Act”
Procurement is an important function in overall project management. Procurement like any other major
works starts from Identifying needs and planning till we obtain goods/ services or works. It is a strategic
function of obtaining works, goods or services in right quantities and quality at right place and right
time. It is a process of getting right value of money. Procurement is an overall process of;
• Identifying needs (like what exactly are needed to procure) and procurement planning (like how, when,
and where they are procured).
• Finding out the right quantity (of goods/services/works), and their estimated costs.
• Deciding required quality and standard.
• Identifying proper type, process, and procedures of procurement.
• Carrying out procurement.
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• This process starts (civil construction project) by preparing tender drawings, estimates, preparing
specifications, selecting the method of bidding (direct procurement, quotation, lump-sum contract, item
rate contract, etc) deciding selection criteria of the bidder, instruction to bidders, condition of contracts,
bidders' selection criteria, ….till final payment and handing and taking over the construction works etc,
Types of Procurements: -
• Procurement of Works:- Procurement of all Infrastructure Developments, like Roads, Bridges, Buildings,
Hydro-power, Irrigation or, canal, any types of structure etc.
• Procurement of Services:- Procurement of services of consultants for design, legal experts, financial
expert, sociological specialists, economists, environmentalists, security services etc.
1. Self-purchase: [[cdfgt]: Small works can be carried out by owner. But this is rare at present day. In such
procurements, materials, labours are procured by owners.
2. By User’s Committee [pkef]Qmf ;ldlt jf nfeu|fxL ;d'bfonfO{ ;xefuL u/fO{]: Works can be carried out by
forming user’s committee.
3. Direct purchase: - Procurements can be done through direct purchase as per organizations policy/ rule.
Direct purchase is done for small works, services or few goods with small estimated cost. GoN rule (Works
costing less than 3,00,000/-)
PROCUREMENT
2.4 Sealed Quotation:[l;naGbL b/efpkq cfx\jfgu/L] For lesser amount: As per owner’s or
organization’s policy, selected contractors are asked to submit their competitive quotations. The lowest
quoted rate or quotation is accepted and awarded the contract. In GoN’s rules, works costing less than
2.0 millions (20 lakhs), can be procured through contractors through Sealed Quotation)
2.5 National Competitive Bidding (NCB), from 2.0 to 20 millions: [/fli6«o :t/df v'Nnf af]nkq] As per
company policy /GoN-all the works estimated from 2.0 million to 20 million (20 lakhs to 2.0 crores). So,
evaluation of bidder’s qualification is not done. All bidders of Nepal can take part in the bidding.
2.6 National Competitive Bidding (NCB), above 20.0 million (2.0 crores): - All the eligible contractors
who meet the requirements/criteria can bid (or take part).
2.9 Limited International Bidding LIB):-International bidding by direct invitation without open
advertisement. This method may be appropriate in cases where few well-known
manufacturer/ supplier are in international market.
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3.0 Tender / Bid documents preparation:
After preparation and approval of the Procurement plan, Bid Document/ Tender document is
prepared for the competitive bidding from prospective bidders with the objective of procuring
quality products for a fair price. Before preparing bind the ing document we need to understand
the basic contents (essence) of the document. A standard bid document has usually the following
contents.
(on the basis of Standard Bidding Document, SBD of Public Procurement Monitoring Office)
Essential contents of Bidding Document (In Brief)
The Bidding Document consists of:
1. Instruction to Bidders (ITB):
This part instructs the bidder regarding every aspect of the bidding process. It states the
procedures that regulate (govern) the bidding process like preparation of bids, bid security,
performance bond, submission, opening and award of contract, etc.
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2. Bid Data Sheet (BDS):
•Bid Data Sheet is the data regarding the project required for bidding. This section
contains a particular bidding process for a project introduced through BDS. The BDS
contains required data like Date and time of bid submission, place of submissions,
Amount of Bid security, Pre-bid meeting date and time etc. This must be read in
conjunction with the ITB.
•[Note: The Bid Data Sheet [BDS] is read in conjunction with ITB. The ITB is general
requirements and the BDS is for particular for the project]
2. Evaluation Criteria.
•In this section evaluation criteria are mentioned that determine the lowest evaluated bid
and qualification of the bidder to perform the contract. Criteria are prepared as per the
nature and complexity of the project. Evaluation criteria are usually prepared on:
• Technical proposal
• Work experience
• Financial soundness of bidders
• Equipment and personnel to be deployed
Evaluation forms: [forms to be completed by the bidders to show the capacity to fulfill the criteria]
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4. General Conditions of Contract (GCC):
as the name suggests, this section contains all Conditions of Contracts (in descriptive form)
that will apply for the contract. Section contains almost all the conditions that are needed for
the construction works till closing of projects such as:
• Emplyer’s and constractors Risks.
• Contractor to construct the structures in accordance with the specifications and drawings.
• Access to the site; Safety and securities and Protection of the environment.
• Program (work schedule)
• Extension of Intended Completion date.
• Acceleration
• Delayed order by the project management.
• Management meeting.
• Identifying defects.
• Tests.
• Correction of defects.
• Uncorrected defects.
• Variations.
• Payment certificates (Bills).
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• Payment
• Compensation event.
• Price adjustment.
• Tax.
• Retention money.
• Liquidated damage.
• Completion of works.
• Taking over
• Final account.
• Termination of contract.
• Payment upon termination.
• Release of performance.
• Project Manager’s duty and authority. Etc.
• GCC identifies the provisions that may normally need to specify for a particular Bidding Process as
well as conditions that are required to carry out all the construction works till end of the project.
Such conditions are introduced through SCC for the project.
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5. Special Condition of Contract (SCC): The conditions that are applied for the particular contract of the
project are specified. This is in a tabular format that contains same number of clauses as in the GCC to
ease the use of conditions. SCC is read in conjunction with GCC. These are the conditions of the contract
under which construction works are carried out.[Note: SCC is to be read in conjunction with GCC]
6. Work Requirement
a. Short description about the work to be carried out: this is the description of work so that bidder may
know the nature, complexity, and types of works.
b. Bill of qualities (BOQ): All the items to be carried out are written with brief descriptions of works
against which bidders have to quote their rates both in figures and in words. [The bidders have to fill
the rates to make a Priced Bill of Quantity]
c. Drawings: Tender drawings are attached. The drawings are not very much in details as construction
drawings. The purpose of the tender drawings is to give bidders a general idea of construction.
d. Specifications: General Specifications of all items are included in the bidding documents.
PROCUREMENT
7. Sample of Contract Forms: [Different formats] This section contains sample or formats for
‘Performance Security, Letter of Intent for contract award, Letter of acceptance, Copy of
agreement, etc. [This is to let bidders know about the unconditioned bid bond,
performance bond that they should produce and the sample of agreement they will enter
into if they are selected]
8. ADDENDUM/ADDENDA: Any additional information relevant to contract is attached at the
end of document.
xxxxxxxxxxxxxx
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Details of Bid documents: Bid document preparation.
Before preparing and the binding the document we need to understand the basic contents (essence) of the document. A standard bid document has
usually the following contents.
(on the basis of Standard Bidding Document, SBD of Public Procurement Monitoring Office)
Essential contents of Bidding Document (In Detail)
1. Scope of Bid 1.1 In connection with the Invitation for Bids indicated in the Bid
Data Sheet (BDS), the Employer, as indicated in the BDS, issues this
Bidding Document for the procurement of Works as specified in
Section VI (Works Requirements). The name, identification, and
number of Contracts of the National Competitive Bidding (NCB) are
provided in the BDS.
3. Fraud and
Corruption
8.1 At any time prior to the deadline for submission of bids, the Employer
8. Amendment of may amend the Bidding Document by issuing agenda.
Bidding Document 8.2 Any addendum issued shall be part of the Bidding Document and shall
be communicated in writing to all who have obtained the Bidding
Document from the Employer in accordance with ITB 6.3.
8.3 To give prospective Bidders reasonable time in which to take an
addendum into account in preparing their Bids, the Employer may, at its
discretion, extend the deadline for the submission of Bids, pursuant to
ITB 22.2
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• Section II: Bid Data Sheet (actual Format/ Sample of Standard Bidding Document)
ITB 1.1 The number of the Invitation for Bids is: …IFB 015. ..[insert IFB (invitation for
Bid) Number]
ITB 1.1 The Employer is: …Department of Roads, Babarmahal……[insert the name of
Employer]
ITB 7.5 Time for request: Requests for clarification should be received by the Employer no
later than 10 days prior to the deadline for submission of bids.
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The Explanation of Instructions [ for understanding]
6. Sections of Bidding Document: [Contents of bidding document are given to the bidders]
7. Clarification of Bidding Document, Site Visit, Pre-Bid Meeting: [Bidders may get clarification about bid
documents in writings within the allowed period (10 days before the submission date) or in a pre-bid meeting in
writings. The clarification of the owner will also in writing and shall be informed to all bidders. The copies of the
clarification will also be attached in an addendum.
• Bidders are advised to visit site.
•Pre-bid meeting is held on the day informed by the Employers. The decisions /information at the pre-bid meeting
is minuted and informed to all bidders. Minutes are also kept in addendum.]
8. Amendment of bidding documents: [The owner may change/modify the bidding documents prior to the
submission date. Change made to be informed in writing to all bidders. Changes are included in the
addendum of document that becomes a part of the contract. The owner may have to extend the submission
date for a bidder to respond to the amendment.]
•
•Alternative bids: if provided in SBD the alternative bid to be accepted.
•Documents establishing the qualification of the bidders: All documents to be submitted by the bidders
that are asked to establish the qualification of bidders.
11. Documents Comprising the Bid : [What a Technical and Priced bid should contain are explained]
18. Period of Validity of Bids: Bids will be valid as specified in BDS (which is 90 days or 120 days from submission
date.
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12. Letter of Bid and Schedules
13. Alternative Bids:
14. Bid Prices and Discounts: [In case of Unit Rate Contracts, the Bidder shall fill in rates and prices for
all items of the Works described in the Bill of Quantities. Items against which no rate or price is
entered by the Bidder will not be paid for by the Employer when executed and shall be deemed
covered by the rates for other items and prices in the Bill of Quantities. Bidders may state the
discount in bid document or by modification]
19. Bid Security: to be furnished by bidders of the amount stated in BDS [usually 2.5% of the bid price]as
part of its bid, in original form..
19.6 Forfeiture of Bid Security in following situations
• If Bidder withdraws the bid within 24 hours before Bid Submission Deadline / Bid opening date and
time. [ Bidders are allowed to withdraw their bid before 24 hours of bid opening date and time during
which bid securities are not confiscated]
• If a bidder does not accept the corrections of arithmetic errors
• If a successful bidder does not sign a contract with owner.
• If a successful bidder does not submit the ‘Performance Security’ with stipulated date or time of
acceptance letter.]
[Release of Bid Security: Employer release all bid Security of bidders within 3days immeidiately after
signing a contract with successful bidder]
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15. Bid Prices and Discounts
Sealing marking of bid: [e.g. sealing and marking of bids ‘original’, alternative, and ‘copy’ etc]
Under the Single Stage, Two Envelope Procedure, Bidders are required to submit simultaneously two
separate sealed envelopes, one containing (i) the Technical Bid and the other (ii) the Price Bid, both in
turn enclosed in one sealed envelope as per the provision of ITB 21 of the Bidding Document.
• Submission of Bids: The date, time and place for submission of bids as mentioned in Bid Data Sheet (BDS).
16. Documents Comprising the Technical Proposal: The Bidder shall furnish a Technical Proposal including a
statement of work methods, equipment, personnel, schedule and any other information as stipulated in
Section IV (Bidding Forms),
•
16. Currency of Bid and Payment
•Withdrawal and Modification of bids: Bidders can withdraw or modify the bids before 24 hours of
submission date and time. These activities can be done through separate sealed letters submitted to owner
till submission date.
17. Documents Comprising the Technical Proposal
18. Documents Establishing the Qualifications of the Bidder
•Confidentiality: The evaluation of submitted bids to be done in confidential manner till the process is
finished.
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