Procurement of works. "The project is co-funded by EU trough the Bulgaria – Serbia IPA Cross-border Programme”. Single tender (< or equal to 10 ,000 Euro) Competitive Negotiated procedure (> 10,000 Euro < 300,000 Euro) Local open tender (> or equal to 300,000 Euro and < 5,000,000 Euro)
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"The project is co-funded by EU trough the Bulgaria – Serbia IPA Cross-border Programme”.
Single tender (< or equal to 10,000 Euro)
Competitive Negotiated procedure (>10,000Euro < 300,000 Euro)
Local open tender (> or equal to 300,000 Euro and < 5,000,000 Euro)
International open tender (> 5,000,000 Euro)Budget v/s Procedure
Minimum of one company required
Letter of invitation and tender dossier sent
Evaluation to follow the procedure for openworks tenders
No procurement notice needs to be published
Minimum of three contractors to be consulted
Letter of invitation and tender dossier sent
A minimum of three technically compliant offers must be received
Evaluation to follow the procedure for open works tenders
Procurement forecast & notice published only in beneficiary country.
ECpublishes reference on the Internet with address from which interested companies can obtainfurther information
Tender dossiers either picked up at CA or sent to interestedtenderers
A fee can be charged to cover the cost of the preparation of the tender dossier
Often the tender dossier, particularly the Technical Specifications, will be prepared by an external expert
Clarification or site meetings may be foreseen
Variant solutions may be taken into account if permitted by the Contracting Authority, and are:
Submitted by tenderer with the least expensive compliant offer, and
They meet the required technical specifications
Bids formally evaluated (minimum of 3 voting members required)
o Submitted by tenderer with the least expensive compliant offer, and
o They meet the required technical specifications
Where there is an urgency incompatible with the appropriate tendering/contractingtimetable
For unforeseen additional works becoming necessary to be carried out byexistingcontractor
Where such works cannot be separated from main contract
Where such works can be separated but are absolutely necessary
Aggregate cost of contracts awarded for additional works cannot exceed 50% oforiginal contract
Where a tender has been unsuccessful
Section 1 : instructions to tenderers
Section 2 : Tender Form and Appendix to the tender
Section 3 : tender guarantee form
Section 4 : questionnaire
Section 5 : Administrative Compliance Grid and Evaluation grid
Section 1 : contract form
Section 2 : general conditions for works contracts FIDIC
Section 3 : particular conditions
Section 4 : specimen performance guarantee
Section 5 : specimen prefinancing payment guarantee
Section 6 : specimen retention guarantee
Section 7: tax and customs arrangements
Financial Interpretative Note
Financial offer lump sum contracts / financial offer unit price contracts
Design documents, including drawings
Federation Internationale des Ingenieurs-Conseils
Short Form Construction EPC Turnkey Plant and Design Build
Is there any risk on design or process?
Is it a straightforward and simple project?
Are the market and the unprecedented risks high?
Fixed price – turn key
Restricted client contribution
High market risks
Correct according to Client`s requisitions and then create a modified contract
Conditions of Contract (CC) – part of the Tender Dossier, respectively of the future contract that are addressing specific issues, required for the contract implementation.
General C – are establishing a set of rules, generally valid in all EU financed contracts
Special C – are modifying, amending, supplementing the General C, for including in the contract the specificities of a certain country, or of a certain project.
Addenda shall have the order of precedence of teh document
they are modifying
Applicable law and language
Documents/ Drawings/ Specifications/ Manuals
Patents and licences
Variations of contracted quantities
Inspection/ Testing at the delivery, Testing after installation
Payments methods/ schedules
Delivery – place, risks, related documents and procedures
Warranty/ After-sales services
The objectives of BoQs are;
for use inthe periodic evaluation of Works executed.
In order to attain these objectives, Works should be itemized in the (BOQ) in sufficientdetail to distinguish between the different classes of Works, or between Works of thesame nature carried out in different locations or in other circumstances which may giverise to different considerations of cost.
Consistent with these requirements, the layout andcontent of the (BOQ) should be as simple and brief as possible.
The Bill of Quantities should be divided generally into
the following sections:
b. Work Items (grouped into parts);
c. Daywork Schedule; and
The Preamble should indicate the inclusiveness of the unit prices, and should state the methods of measurementthat have been adopted in the preparation of the Bill of Quantities and that are to be used for themeasurement of any part of the Works.
The items in the Bill of Quantities should be grouped into sections to distinguish between those parts ofthe Works that by nature, location, access, timing, or any other special characteristics may give rise todifferent methods of construction, phasing of the Works, or considerations of cost.
General items commonto all parts of the Works may be grouped as a separate section in the Bill of Quantities. When a family ofPrice Adjustment Formulae are used, they should relate to appropriate sections in the Bill of Quantities.
The Bill of Quantities usually contains the following part Bills, which have been grouped accordingto the nature or timing of the work:
Daywork Schedule should be included if the probability of unforeseen work, outside the items includedin the Bill of Quantities, is relatively high. To facilitate checking by the Employer of the realism of ratesquoted by the bidders, the Daywork Schedule should normally comprise:
The Summary should contain a tabulation of the separate parts of the Bill of Quantities carried forward,with provisional sums for Daywork, for physical (quantity) contingencies, and for price contingencies(upward price adjustment) where applicable.
A general provision for physical contingencies (quantity overruns) may be made byincluding a provisional sum in the Summary Bill of Quantities. The inclusion of suchprovisional sums often facilitates budgetary approval by avoiding the need to requestperiodic supplementary approvals as the future need arise.
Where such provisional sumsor contingency allowances are used, the Particular Conditions of Contract should state themanner in which they will be used, and under whose authority (usually the Engineer’s but here is the CA)
Evaluations are held in phases:
Administrative Compliance Grid:
Be careful about criteria for tenderers tendering for multiple Lots
by the lowest compliant offer