Fidic Tender Procedures

FIDIC Tendering Procedures

International Federation of Consulting Engineers

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Procedural Flow ChartsRecommended Procedure for the Prequalification of

TenderersSection Employer/Engineer Contractors

1.0ESTABLISHMENT OF PROJECT STRATEGY

ESTABLISH PROJECT STRATEGY COMPRISING:PROCUREMENT METHODFORM OF TENDERINGTIME SCHEDULES (Slide 24)

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TIME SCHEDULES (Slide 24)

2.0PREPARATION OF PRE-QUALIFICATION DOCUMENTS

PREPARE PREQUALIFICATION DOCUMENTS COMPRISING:

LETTER OF INVITATION INFORMATION ABOUT

PREQUALIFICATION PROCEDURE PROJECT INFORMATION PREQUALIFICATION

APPLICATION

Section Employer/Engineer Contractors

2.2INVITATION TO PREQUALIFY

PLACE PREQUALIFICATION ADVERTISEMENT IN PRESS, EMBASSIES, ETC. AS APPROPRIATE STATING:

EMPLOYER & ENGINEER OUTLINE OF PROJECT (SCOPE,

LOCATION, PROGRAMME, SOURCE OF FINANCE)

DATES FOR ISSUES OF TENDER

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OF FINANCE) DATES FOR ISSUES OF TENDER

DOCUMENTS & SUBMISSION OF TENDERS

INSTRUCTIONS FOR APPLYING FOR PREQUALIFICATION 'MINIMUM REQUIREMENTS FOR

PREQUALIFICATION SUBMISSION DATE FOR

CONTRACTORS' PREQUALIFICATION DATA


2.3ISSUE & SUBMISSION OF PRE-QUALIFICATION DOCUMENTS

PREQUALIFICATION DOCUMENTS & QUESTIONNAIRES REQUESTING FROM EACH COMPANY/JOINT VENTURE:

ORGANISATION & STRUCTURE EXPERIENCE IN THE INTENDED

TYPE OF WORK & THE REGION RESOURCES:-MANAGERIAL-

TECHNICAL- LABOUR- PLANT FINANCIAL STATEMENTS

REQUEST PREQUALIFICATON

DOCUMENTS

COMPLETE &

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FINANCIAL STATEMENTS CURRENT CONTRACT

COMMITMENTS LITIGATION HISTORY

ACKNOWLEDGEMENTRECEIPT

COMPLETE & SUBMIT PQ DOCUMENTS & QUESTIONNAIRE


2.4

ANALYSIS OF PREQUALIFICATION APPLICATIONS

ANALYSE PREQUALIFICATION DATA:COMPANY/JOINT VENTURE STRUCTUREEXPERIENCERESOURCESFINANCIAL CAPABILITY SUITABL1TY

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2.5

SELECTION OF TENDERERS

PREPARE LIST OF TENDERERS

2.6

NOTIFICATION OF APPLICANTS

NOTIFY ALL SELECTED TENDERERS

ACKNOWLEDGE & CONFIRM INTENTION TO SUBMIT TENDER

RECOMMENDED PROCEDURE FOR OBTAINING TENDERS

Section Employer/Engineer Contractors3.1PREPARATION OF TENDER DOCUMENTS

PREPARE TENDER DOCUMENTS LETTER OF INVITATION TO TENDER

INSTRUCTIONS TO TENDERERS CONDITIONS OF CONTRACT

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CONDITIONS OF CONTRACT FORM OF TENDER AND APPENDICES

DRAWINGS BILL OF QUANTITIES SCHEDULE OF ADDITIONAL INFORMATION

INFORMATION DATA


3.2

ISSUE OF TENDER DOCUMENTS

ISSUE TENDER DOCUMENTS TO CONTRACTORS ON LIST OF TENDERERS


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3.3

VISIT TO SITE BY TENDERERS

ARRANGE DATE AND TIME FOR VISIT TO SITE

APPLY FOR VISIT TO SITE IF REQUIRED

VISIT(S) TO SITE BY TENDERERS ACCOMPANIED BY EMPLOYER/ENGINEER


3.4 TENDERERS' QUERIES

A) PREPARE REPLIESA)CORRESPONDENCE METHOD B) INFORM TENDERERS PRESENT OF

SUBMIT QUERIES IN WRITING BY GIVEN DATE

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METHOD

B) TENDERERS' CONFERENCE METHOD

B) INFORM TENDERERS PRESENT OF QUERIES AND REPLIES SUBMITTED IN WRITINGREPLIES TO QUERIES RAISED AT CONFERENCE

SEND MINUTES TO ALL TENDERERS

ACKNOWLEDGERECEIPT


3.5

ADDENDA TO TENDER DOCUMENTS

ISSUE ADDENDA INCLUDING REPLIES TO QUERIES TO ALL TENDERERS

ACKNOWLEDGERECEIPT

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RECORD DATE AND TIME OF RECEIPT SUBMIT TENDERS

3.6SUBMISSION AND RECEIPT OF TENDERS

ACKNOWLEDGE RECEIPT OR RETURN UNOPENED TENDERS RECEIVED LATE

RECOMMENDED PROCEDURE FOR THE OPENING AND EVALUATION OF TENDERS


4.1

OPENING OF TENDERS

TENDER OPENING BY PUBLIC OR RESTRICTED OPENING

ANNOUNCE AND RECORD THE NAMES OF ATTEND

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TENDERS THE NAMES OF TENDERERS AND PRICES. INCLUDING PRICES FOR ALTERNATIVE TENDERS IF APPROPRIATE

ANNOUNCE AND RECORD NAMES OF TENDERERS (IF ANY) DISQUALIFIED DUE TO LATE OR NON-ARRIVAL OF TENDERS

ATTEND PUBLIC/RESTRICTED

OPENING IF DESIGRED


5.1

REVIEW OF TENDERS

ESTABLISH CONFORMITY AND COMPLETENESS OF TENDERS

REJECT SUBSTANTIALLY UNRESPONSISIVE

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TENDERS UNRESPONSISIVE TENDERS

5.2 TENDERS CONTAINING DEVIATIONS

EVALUATE DEVIATIONS, SEEK CLARIFICATION & RANK TENDERS AS EVALUATED

PROVIDE CLARIFICATION


5.3 ADJUDICATION OF TENDERS

ASSESS TENDERS IN ACCORDANCE WITH EVALUATION CRITERIA

RAISE FURTHER POINTS REQUIRING

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REQUIRING CLARIFICATION, IF ANY,

COMPLETE EVALUATION CHECK WITH FUNDING

AGENCY REJECT NON-

CONFORMING TENDERS & ADVISE TENDERERS CONCERNED

5.4 REJECTION OFALL TENDERS

PROVIDE CLARIFICATION

Section Employer/Engineer Contractors6.0AWARD OF CONTRACT

DECIDE ON CONTRACT AWARD, IF NECESSARY AFTER PRE-AWARD DISCUSSIONS

6.1ISSUE LETTER OF ACCEPTANCE

6.2PERFORMANCE

ATTEND PRE-AWARD DISCUSSIONS, IF REQUIRED

ISSUE LETTER OF ACCEPTANCE

PROVIDE PERFORMANCE SECURITY

OBTAIN PERFORMANCE

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PERFORMANCE SECURITY

6.3 PREPARATION OF CONTRACTAGREEMENT6.4 NOTIFICATION OF UNSUCCESSFUL TENDERERS

OBTAIN PERFORMANCE SECURITY FROM CONTRACTOR

PREPARE CONTRACT DOCUMENTS SIGNING OF CONTRACT

ADVISE UNSUCCESSFUL TENDERERS AND RETURN TENDER SECURITY (IF PROVIDED)


SIGNING OF CONTRACT

UNSUCCESSFUL TENDERERS ACKNOWLEDGE RECEIPT

Methods of Bid Letting

1. Direct Order.

2. Tendering.

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3. Contest.

4. Own Work Force.

1. Direct Order

It is mentioned in the Egyptian law (89 fir year 98) in clauses (50) , (51) and it is used for different reasons such as:

1. Complicated contracts: (which have a relatively high risk factor) so that the estimation of their costs will be high unless they are done by well experienced contractors, such as off shore works.

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done by well experienced contractors, such as off shore works.2. Military projects: Which require secrecy, and are also urgent in

their nature.3. Urgent cases: Especially in sudden failure of infra- structures,

networks, etc. (e.g. repairing after earthquake).

2. Tendering.

This method is indicated in law (89/98). A tender is the method used by the owner

to select the most appropriate proposal

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to select the most appropriate proposal from prospective bidders.

Types of Tender

Open Tender.

Selective Tender.

Negotiated Tender.

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Negotiated Tender.

Serial Tender.

Main Types of Contracts in Construction according to

Pricing Method

Fixed Price Cost Plus

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Lump Sum

Fixed Price

Unit PriceSchedule of Rates

Cost Plus

Fixed Price with escalation

Cost Plus Percentage

Cost Plus Fixed Fee

Guaranteed Maximum

Guaranteed Maximum with Incentive Fee

Target Cost

Award Criteria

One envelope System

Double envelope system

Bracketing System Bracketing System

3 Phase System

A+B

Lane Rental

Others

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Tender (Bid) Documents

Invitation to bid. (Slide 20) Instruction to bidder. (Slide 21) Bid Form. (See Sample) Agreement. (See Sample)

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Agreement. (See Sample) General Conditions. (FIDIC, Egyptian, ) Supplementary Conditions. Work included in contract. Drawings. Specifications and Bill of Quantities Addenda* Construction Schedule *

Invitation to Bid See Sample Objective: Attract a reasonable number of bidders to

ensure competitive bidding.

Contents: - Project Title and Location- Owner data

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- Owner data- Contact Person- Place and date of getting tender documents

- Brief description of the project- Value of Bid Bond- Expected dates of construction- Source of financing, if applicable- Others

Instructions to Bidders See Sample

The Instruction to bidders shows the following: Description of work

Preparation of Bids: How to prepare bids, forms to be filled, documents needed,

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filled, documents needed, Submission of Bids: Place to be submitted, no. of

copies, method (one envelope, two envelopes, ...) Examination of documents and site Interpretation of Documents: Questionnaires, pre-bid

meeting, Award of contract Rejection of bid Bid evaluation Others

Contract Documents

1. Tender documents.

2. Letter of acceptance. (See Sample)

3. Addendum

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3. Addendum

4. Any Corresponding letters.

Note:

Notice that contract documents have its relative importance depending upon the type of contract, e.g. in lump-sum contracts, the B.O.Q. is considered as a guide only, while in the unit price contracts it is considered of great importance.

Time Schedule

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