Guide to Tendering process in the GCC

Course Overview

The Tendering process is typically the same in any country or region as the principles of this
process are depending on the respective organizations’ procedures and policies. The purpose
of highlighting the tendering practice in the GCC countries namely, Kingdom of Saudi Arabia,
Qatar, Kuwait, United Arab Emirates, Sultanate of Oman and Bahrain is to specifically explain
how the functioning of tender process works here. The author has outlined each stage with
detailed description in order to make the learner understand and practice the roles of a
contracts professional and perform the assigned tasks with great confidence.

Who should attend this course?

Contracts Managers
Procurement Managers
Procurement Engineers
Supply Chain Managers
Strategic Sourcing Executives
Contracts engineers
Contracts executives
Contracts administrators
Contracts specialists
Contracts assistants
Cost engineers
Fresher in the field of contracts
Individuals interested to maximize their knowledge skills

Course Content

Chapter Title Description

Tender  Definition of a tender or bid

 Purpose of a Tender
 Definition of a tendering
process
 Purpose of tendering process
 Definition of a tenderer or
bidder
 Tender numbering
Tender committee  What is tender committee
 Roles and responsibilities of
Tender committee
 Financial threshold of a
tender
Pre-qualification Process
Prequalification documents
Objectives of Tendering
Scope initiation
Types of Tenders
Types of Contracts
Pros and cons of each type
Methodology in choosing the right
type of Contract
 What is prequalification
 Prequalification
advertisement
 Prequalification documents
 criteria
 Evaluation
 Notification
 Contractors General
Information
 Company Organization
 Site/Project Organization
 Project Facilities, Plant and
Equipment
 Proposed Suppliers
 Subcontractors
 Procedures, QA/QC, HSE,
 WORKLOAD
 Purpose of a Tender
 Definition of a tendering
process
 Purpose of tendering process
 Importance of the tender
process
 Definition of a tenderer or
bidder
 Scope receipt
 Scope finalization
 What are the types of tenders
 Open or competitive
 Short listed or Restricted
 Single source
 Sole source
 Advantages and
disadvantages of each type
 what are the types
 lumpsum
 measurable
 cost plus
 time and material
 unit rate
 advantages of each type
 scope
 duration
 examples
 Definition
 Need
 Tender Plan format
Tender Strategy
Contents of a Tender document
Instructions to Tenderers
Issuing Draft Tender internal
review
Finalizing the Tender document
Issuance of Tender
Mid Tender meeting/site visit
 Contract Request form
 templates
 Invitation to Tender
 RFQ, RFP and RFI
 Instruction to tenderers, ITT
 Terms and conditions
 Scope of work
 BoQ
 Payment terms
 Insurance requirements
 Administrative instructions
 Contractor resources
 Materials provided by client
 Facilities provided by client
 Drawings
 Plans HSE, Quality, engg,
execution plan
 templates
 introduction
 scope
 submission details
 tender bond, template
 when the tender bond is not
applicable
 Acknowledgement
 intent to submit
 tenderer check list
 tender decline/accept
 templates
 Prepare draft tender
 Issue for internal review to
finance, legal and end user
 Incorporate comments
 Finalize the tender document
 Make the tender ready
 Whom to issue
 Advertisement form
 How to issue
 Invitation to Tender
 Collection of Tender
 Record of issuing the tender
 what is mid tender meeting
 when to call for a mid-tender
meeting
 format for mid tender meeting
invite
 site visit invitation
  process of conducting site
visit
 what is tender bulletin
 when to issue
Tender bulletins  Tender Bulletin Format

 definition of bid closing date

 approval of bid closing date
Bid closing date  extension of bid closing date

 bid receipt
 bid log
 bid opening procedures
 commercial bids
Receipt of Bids
 technical bids
 bid forwarding memo
 custody of bids
 distribution of bids
Distribution of Bids  copies of bids