Standard Procurement Document Summary Specific Procurement Notice Notice of Request for Bids (RFB) for Prequalified Bidders The template is the notice of Request for Bids for a Bidding process after prequalification. Bidding Document: Request for Bids – Management Services Bidding Process) (After Prequalification) PART 1 – BIDDING PROCEDURES Section I - Instructions to Bidders (ITB) This Section provides information to help Bidders prepare their Bids. It is based on a two envelope Bidding process. Information is also provided on the submission, opening, and evaluation of Bids and on the award of Contracts. Section I contains provisions that are to be used without modification. Section II - Bid Data (BDS) This Section includes provisions that are specific to each procurement and that supplement Section I, Instructions to Bidders. Section III - Evaluation and Qualification Criteria This Section specifies the methodology to determine the Most Advantageous Bid. The Most Advantageous Bid is the Bid of the Bidder that meets the qualification criteria and whose Bid is: substantially responsive, and lowest evaluated cost; or the best evaluated Bid determined based on the selection method applied i.e. Quality and Cost Based Selection (QCBS) or Fixed Budget Selection (FBS) as specified in the applicable Regulations for IPF Borrowers (Procurement Regulations). Section IV - Bidding Forms This Section contains the forms for the Bid Submission, Price Schedules and Bid Security to be completed and submitted by the Bidder as part of its Bid.
the Employer attending the Bid opening in the manner specified in the BDS. At the Bid opening the Employer shall neither discuss the merits of any Bid nor reject any envelopes marked “FINANCIAL PROPOSAL”. The Employer shall prepare a record of the Financial Proposal of the Bid opening that shall include, as a minimum: the name of the Bidder whose Financial Proposal was opened; the Bid price, per lot (contract) if applicable, including any discounts. The Bidders whose envelopes marked ‘FINANCIAL PROPOSAL” have been opened or their representatives who are present shall be requested to sign the record. The omission of a Bidder’s signature on the record shall not invalidate the contents and effect of the record. A copy of the record shall be distributed to all Bidders. Confidentiality Information relating to the evaluation of Bids and recommendation of contract shall not be disclosed to Bidders or any other persons not officially concerned with the Bidding process until the Notification of Intention to Award the Contract is transmitted to all Bidders in accordance with ITB 42. Any attempt by a Bidder to influence the Employer in the evaluation of the Bids or Contract decisions may result in the rejection of its Bid. Notwithstanding ITB 28.2, from the time of Bid opening to the time of Contract award, if any Bidder wishes to contact the Employer on any matter related to the Bidding process, it may do so in writing. General Clarification of Bids To assist in the examination, evaluation, and comparison of the Bids, and qualification of the Bidders, the Employer may, at its discretion, ask any Bidder for a clarification of its Bid. Any clarification submitted by a Bidder that is not in response to a request by the Employer shall not be considered, and the Employer’s request for clarification and the response shall be in writing. If the Bid includes a financial proposal, no change in the prices or substance of the Bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors
Section III - Evaluation and Qualification Criteria This Section contains all the criteria that the Employer shall use to evaluate Bids and qualify the Bidders. No other factors, methods or criteria shall be used other than specified in this Bidding Document. The Bidder shall provide all the information requested in the forms included in Section IV, Bidding Forms and/or update any information submitted during Prequalification using the relevant forms included in Section III. Most Advantageous Bid - Evaluation Methodology This Section specifies the methodology to determine the Most Advantageous Bid. The Most Advantageous Bid is the Bid of the Bidder that meets the qualification criteria and whose Bid is: Substantially responsive, and lowest evaluated cost or the best evaluated Bid determined based on the selection method applied i.e. Quality and Cost Based Selection (QCBS) or Fixed Budget Selection (FBS) as specified in the applicable Regulations. for IPF Borrowers (“Procurement Regulations”) 1. Evaluation Criteria The Employer will evaluate the Technical Proposals using the following criteria: Methodology and Workplan [Percentage for, or must meet each criterion with separate row for each criterion] Methodology and Workplan [Criteria for evaluating Methodology and Workplan. See User’s Guide for Examples] Submission Requirement: TECH Form Staffing Plan [Percentage for, or must meet each criterion with separate row for each criterion] Staffing Plan [Criteria for evaluating Staffing Plan. See User’s for Examples] Submission Requirement: TECH Form 2. Selection Method In the case of Lowest-Evaluated Cost Selection, the Employer shall compare all substantially responsive Bids to determine the lowest-evaluated cost. The Bid of the Bidder with the lowest-evaluated cost will be the Most Advantageous Bid. In the case of QCBS, the financial scores (Sf) of each Financial Proposal will be computed as indicated in the BDS. Bids will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical proposal; P = the weight given to the Financial
Risk Insuring Party Amount per occurrence Minimum Total Limit Detailed description of risk Protection of Contractor’s Personnel Professional Indemnity Public Liability Motor Vehicle Schedule M: Insurance Required (continued) Periods for submission of insurance: (a) evidence of insurance. (b) relevant policies [Insert period for submission of evidence of insurance and policy. Period may be from 14 days to 28 days.] _____days _____days Maximum amount of deductibles for insurance of the Employer's risks [Insert maximum amount of deductibles] Schedule N: Extension and Subsequent Bidding [See Section VIII, General Conditions, Sub-Clause 19.5]
Section X - Contract Forms Table of Forms Notification of Intention to Award [This Notification of Intention to Award shall be sent to each Bidder whose Financial Proposal was opened. Send this Notification to the authorized representative of the Bidder]. For the attention of Bidder’s authorized representative Name: [insert authorized representative’s name] Address: [insert authorized representative’s address] Telephone/Fax numbers: [insert authorized representative’s telephone/fax numbers] Email Address: [insert authorized representative’s email address]
Bidders [INSTRUCTIONS: insert names of all Bidders. As applicable, insert prices, technical scores and combined scores. Where the selection method requires it, state the price offered by each Bidder as read out, and as evaluated. Include overall technical scores and scores assigned for each criterion and sub-criterion.] Name of Bidder Technical scores (if applicable) Financial Proposal price Financial Proposal Cost Combined score and ranking (if applicable) [insert name] Criterion (i): [insert score] Criterion (ii): [insert score] Criterion (iii): [insert score] Sub-criterion a: 1: [insert score] 2: [insert score] Sub-criterion b: 1: [insert 2: [insert score] Total score: [insert score] [Proposal price] [evaluated price] Combined Score: [combined score] Ranking: [ranking] [insert name] Criterion (i): [insert score] Criterion (ii): [insert score] Criterion (iii): [insert score] Sub-criterion a: 1: [insert score] 2: [insert score] Sub-criterion b: 1: [insert 2: [insert score] Total score: [insert score] [Proposal price] [evaluated price] Combined Score: [combined score] Ranking: [ranking] [insert name] …