fidic flow charts final
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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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Section Employer/Engineer Contractors
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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Section Employer/Engineer Contractors
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
Section Employer/Engineer Contractors
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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Section Employer/Engineer Contractors
3.2
ISSUE OF TENDER DOCUMENTS
ISSUE TENDER DOCUMENTS TO CONTRACTORS ON LIST OF TENDERERS
ACKNOWLEDGEMENTRECEIPT
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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Section Employer/Engineer Contractors
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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Section Employer/Engineer Contractors
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
Section Employer/Engineer Contractors
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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Section Employer/Engineer Contractors
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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Section Employer/Engineer Contractors
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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Section Employer/Engineer Contractors
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)
ACKNOWLEDGEMENTRECEIPT
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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