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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.
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