Fidic flow charts final

FIDIC Tendering Procedures

International Federation of Consulting Engineers

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Procedural Flow ChartsRecommended Procedure for the Prequalification of

TenderersSection Employer/Engineer Contractors

1.0

ESTABLISHMENT OF PROJECT STRATEGY

ESTABLISH PROJECT STRATEGY COMPRISING:•PROCUREMENT METHOD•FORM OF TENDERING•TIME SCHEDULES (Slide 24)

2.0

PREPARATION OF PRE-QUALIFICATION DOCUMENTS

PREPARE PREQUALIFICATION DOCUMENTS COMPRISING:

• LETTER OF INVITATION

• INFORMATION ABOUT PREQUALIFICATION PROCEDURE

• PROJECT INFORMATION

• PREQUALIFICATION APPLICATION

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Section Employer/Engineer Contractors

2.2

INVITATION 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 DOCUMENTS & SUBMISSION OF TENDERS

• INSTRUCTIONS FOR APPLYING FOR• PREQUALIFICATION • 'MINIMUM REQUIREMENTS FOR

PREQUALIFICATION• SUBMISSION DATE FOR

CONTRACTORS' PREQUALIFICATION DATA

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2.3

ISSUE & 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

• CURRENT CONTRACT COMMITMENTS

• LITIGATION HISTORY

ACKNOWLEDGEMENTRECEIPT

REQUEST PREQUALIFICATON

DOCUMENTS

COMPLETE & SUBMIT PQ DOCUMENTS & QUESTIONNAIRE

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2.4

ANALYSIS OF PREQUALIFICATION APPLICATIONS

ANALYSE PREQUALIFICATION DATA:•COMPANY/JOINT VENTURE STRUCTURE•EXPERIENCE•RESOURCES•FINANCIAL CAPABILITY• SUITABL1TY

2.5

SELECTION OF TENDERERS

PREPARE LIST OF TENDERERS

2.6

NOTIFICATION OF APPLICANTS

NOTIFY ALL SELECTED TENDERERS

ACKNOWLEDGE & CONFIRM INTENTION TO SUBMIT TENDER

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RECOMMENDED PROCEDURE FOR OBTAINING TENDERS


3.1

PREPARATION OF TENDER DOCUMENTS

PREPARE TENDER DOCUMENTS • LETTER OF INVITATION TO TENDER

• INSTRUCTIONS TO TENDERERS • CONDITIONS OF CONTRACT FORM OF TENDER AND APPENDICES

• DRAWINGS• BILL OF QUANTITIES• SCHEDULE OF ADDITIONAL INFORMATION

• INFORMATION DATA

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3.2

ISSUE OF TENDER DOCUMENTS

ISSUE TENDER DOCUMENTS TO CONTRACTORS ON LIST OF TENDERERS


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

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3.4 TENDERERS' QUERIES

A) PREPARE REPLIESA)

CORRESPONDENCE METHOD

B) TENDERERS' CONFERENCE METHOD

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

SUBMIT QUERIES IN WRITING BY GIVEN DATE

SEND MINUTES TO ALL TENDERERS

ACKNOWLEDGERECEIPT

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3.5

ADDENDA TO TENDER DOCUMENTS

ISSUE ADDENDA INCLUDING REPLIES TO QUERIES TO ALL TENDERERS

ACKNOWLEDGERECEIPT

RECORD DATE AND TIME OF RECEIPT SUBMIT TENDERS

3.6SUBMISSION AND RECEIPT

OF TENDERS

ACKNOWLEDGE RECEIPT OR RETURN UNOPENED TENDERS RECEIVED LATE

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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 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

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5.1

REVIEW OF TENDERS

• ESTABLISH CONFORMITY AND COMPLETENESS OF TENDERS • REJECT SUBSTANTIALLY UNRESPONSISIVE TENDERS

5.2

TENDERS CONTAINING DEVIATIONS

EVALUATE DEVIATIONS, SEEK CLARIFICATION & RANK TENDERS AS EVALUATED

PROVIDE CLARIFICATION

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5.3 ADJUDICATION OF TENDERS

• ASSESS TENDERS IN ACCORDANCE WITH EVALUATION CRITERIA

• RAISE FURTHER POINTS REQUIRING CLARIFICATION, IF ANY,

• COMPLETE EVALUATION

• CHECK WITH FUNDING AGENCY

• REJECT NON-CONFORMING TENDERS & ADVISE TENDERERS CONCERNED

5.4 REJECTION OFALL TENDERS

PROVIDE CLARIFICATION

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6.0

AWARD OF CONTRACT

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

6.1ISSUE LETTER OF ACCEPTANCE

6.2PERFORMANCE SECURITY

ATTEND PRE-AWARD DISCUSSIONS, IF REQUIRED

ISSUE LETTER OF ACCEPTANCE

PROVIDE PERFORMANCE SECURITY

6.3 PREPARATION OF

CONTRACT AGREEMENT

6.4 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

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Methods of Bid Letting

1. Direct Order.2. Tendering.3. Contest.4. Own Work Force.

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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.

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).

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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 from prospective bidders.

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Types of Tender Open Tender. Selective Tender. Negotiated Tender. Serial Tender.

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Main Types of Contracts in Construction according to

Pricing Method

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

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Invitation to Bid See Sample

Objective: Attract a reasonable number of bidders to ensure competitive bidding.

Contents: - Project Title and Location- 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

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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, … 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

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Contract Documents

1. Tender documents.2. Letter of acceptance. (See Sample)

3. Addendum4. 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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