tender management

8/12/2019 TENDER MANAGEMENT

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1)Terms & Definit ions2)Ethics & Principles

3)Regulations

4)Tender Process

5)Contract

6)Content of the Contract

7)Reference

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1) means to present for acceptance or rejection.

2) relates to the making of a formal offer in a sealed envelope.

3) is associated with making offers at tenders. Bid is also

commonly used in relation to any offer made.

4) means elaborating the term of reference/biddocument.

5) is a semi-formal process related to an enquiry.

6) means suggest an indicative offer rather than a formaloffer .

7) means appraisal of competency , ability and

eligibility from vendors.

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5

1) , achieving target with time that already agreed

2) , according to the organization needs and goals.

3) , open to all eligible suppliers.

4) , suppliers have access to the information andrequirement of the tender.

5) , fair treatment to all suppliers.

6) , achieve target according to the needs, financial andbenefits to avoid authority abuse.


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6

Provide adequate degree of transparency in the entireprocurement cycle.

Maximize transparency in competitive tendering andtake precautionary measures to enhance integrity.

Transparency

Ensure that public funds are used in public procurement

according to the purposes intended.Ensure that procurement officials meet high professional

standards of knowledge, skills and integrity.

Good Management

Put mechanisms in place to prevent risks to integrity.

Encourage close co-operation between governmentand the private sector.

Provide specific mechanisms to monitor public

procurement as well as to detect misconduct and applysanctions accordingly.

Prevention of Misconduct,Compliance and

Monitoring

Establish a clear chain of responsibility together witheffective control mechanisms.

Handle complaints from potential suppliers.

Empower civil society organizations, media and thewider public to scrutinize public procurement.

Accountability & Control


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1) Conducting the job based on the regulations with high responsibility attitude

to achieve target and objective.

2) Professional and independent with honesty and able to keep all documents

confidential.

3) Predispose other directly or indirectly against the unsupportive competition is

prohibited.

4) Accepting all decisions that have been agreed within parties.

5) AvoidConflict

ofInterest

.

6) Prevent and avoid authority abuse for personal intentions.

7) Do not accept any kind of bribery, commission, gift or any kind from others.

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Procurement PlanChoosing the Selection MethodQualification Method Scheduling PlanDocument Preparation and OE

Determination

Distribute Tender DocumentAanwijzing Submit Quotation EvaluationNegotiationWinner SelectionDebrief unselected participant

Based on Term of Payment

Based on Period of Contract

Content of the Contract


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Preparation

Preparation

Execution

Contract

Considering the needs of operational

Considering some factors:

Optimize procurement process

Type of Contract, quantity, quality and deadline The procurement workflow

Cost Risk

Technology

Maximize product consumption and competency in result.

Considering the rule of K3LL

Procurement Plan

Public TenderingLimited Tendering

Direct Selection

Direct Appointment

Choosing the selection method

Pre-qualification

After-qualification

Qualification Method


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Pre-qualification

11

1Advertise the

Open Tendering

Prequalification

3

Pre bidMeeting/Aanwijzi

ng

Arrange

BAP/ADDM

Submit & OpenQuotation

3

ArithmeticCorrection

AdministrationEvaluation

1

NO

TechnicalEvaluation

1

Price Evaluation

2ndNO

2ndNO

NO

2= Direct Selection 1Direct

Appointment

WinnerSelectio

n

Preparation

Execution

Contract


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After-qualification

12

Advertise theOpen Tendering

Register and

Collect

DocumentPre bid

Meeting/Aanwijzing

ArrangeBAP/ADDM

Submitting andOpen Quotation

3

ArithmeticCorrection

AdministrationEvaluation

1

NO

NO

TechnicalEvaluation

1

Price EvaluationVerify the

QualificationDocument

1

1

2ndNO

2= Direct Selection

1DirectAppointment

3 2ndNONO

WinnerSelectio

n

Preparation

Execution

Contract


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Preparation

Preparation

Execution

Contract

Creating the schedule from beginning to end

Scheduling Plan

Preparing for document

Determine Owner Estimation

Document Preparation and OE Determination


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Execution

Preparation

Execution

Contract

Register/Invited to the tender

Distribute Tender Document

Explaining and describing tender specifications

Aanwijzing

Submitting the quotation within stated periodOne Envelope

Two Envelope

Two Stage

Submit Quotation

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Execution

Preparation

Execution

Contract

Elimination System

Scoring System

Lifecycle Cost (TCO)

Evaluation

Reconditions the submitted quotation

Negotiation

Winner could be announced from website or public media

Winner Selection

Debrief Unselected Participants


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Based on Term of Payment

Preparation

Execution

Contract

The work should be accomplished within period oftime

Lump-Sum

The work should be accomplished within period oftime

Fixed price

Unit Price

Cost Plus Fee

Refers to something that is ready for immediate use

Turn key


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Based on Period of Contract

Preparation

Execution

Contract

Single Year

Multi-Year


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1) Identifying the parties

2) Description of the goods/services/capital investment

3) Contract price

4) Delivery

5) Inspection by the buyer

6) Retention of title

7) Payment conditions

8) Documents

9) Liability for late delivery, non delivery and remedies

10) Limitation of liability for nonconforming goods

11) Claims in product liability or otherwise12) Force majeure

13) Applicable law

14) Resolution of disputes

15) Language of the contract

Preparation

Execution

Contract


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16) Conditions to the entering into force of the contract

17) Definitions

18) Notices and communications

19) Exclusion of headings

20) Merger

21) Modification of the contract

22) Changes in the parties

23) Assignment

24) Termination for cause

25) Insurance

26) Warranty claims27) Void ability of the contract or part or it

28) Intellectual or industrial property

29) Taxes

30) Performance bonds, advance payment, and/or completion bonds

Preparation

Execution

Contract


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END