Documentation

.  Bid documentation for technical evaluation should comprise in English language the technical literature, drawings, details of technical deviations, copies of statutory industrial certifications, annual production capacity, list of principal customers of product offered, reference letters from users, quality norms followed and many customers want information on the bidders safety and environmental policy.

. Towards commercial evaluation the bid documentation should consist of price schedule giving firm prices at Ex-Works, FOB, C&F, C&FO as may be stipulated in tender document. Details of commercial exclusions. Bank Guarantee or Banker's Draft must be furnished with the bid towards bid security as stipulated and from a bank acceptable to tenderer. Bidder must check with customer Packing details must indicate net weight, gross weight, export packing specifications.

. Most tenders stipulate submission under prescribed cover letter and a standard check list or tick list, it is recommended these be filled in.

  Bid Validity

. Bidders must confirm the date until which their offer is valid.

  Scope of Work

. This should be clearly spelt out, exceptions and deviations should be clearly indicated.

  Sub-contractors

. Enter into legally binding contracts with sub-contractors and ensure to replicate the tender general terms and conditions as well as any incentive and malice schemes.

  Pricing

.  Unless specified in the tender, item wise rates should be quoted. This enables easier comparison, but can sometimes be used by tenderer to leverage discounts during negotiations.

  Currency of Contract

. If customer does not specify currency, it is advisable to quote in US Dollars. Clarify the exchange rate to be used for evaluation of local bidders, if any.

. Rates quoted should be independent of external factors ie. exchange rate fluctuation.

  Payment Terms

. Specify payment terms clearly. Usually 100% irrevocable Letter of Credit is asked. Bidders mostly ask for confirmed Letter of Credit, indicating to tenderer their willingness to bear the confirmation charges.

. Avoid deductions in final payment, pending inspection or satisfaction. If such deductions are indicated by tenderer, negotiate for time frame and penalties on delay.

  Payment Incentives and Penalty

. Some tenderers use these conditions. Evaluate the implications and principle before making a commitment.

  QHSE [Quality, Health, Safety & Environment]

. Check out the tender requirements for adherence to any prescribed safety and quality norms. Mandatory safety norms for product handling must be submitted with bid.

. Check the quality assurance programs or statutory requirements of tender.