Building Capacity of SMEs for Participation in Public Procurement Draft Presentation for Training of Trainers June 2014

Outline of the Training Module Public Procurement is an opportunity for doing business (Session 1) How to Participate in Public Procurement (Session 2) How to Prepare a Good (Winning) Bid (Session 3) Important aspects of contract performance (insurance, payments, disputes) (Session 4) 2

Outline of Session 3 The Procuring Entity’s Requirements Preparing the Bid Meeting Qualification Requirements Bid Security and Other Securities Appeal Mechanism (if available) 3

Be responsive to the Procuring Entity’s Requirements! The BD contains: – The applicable rules (eligibility, how to prepare and submit the bid, evaluation criteria, qualification criteria, etc…) – A description of the goods, works or services to be procured – The future Contract, including terms of payment, time for completion, liabilities, insurance requirements, procedure for performance acceptance, etc… 4

How to prepare a good Bid Usually, the BD contains forms to be filled for most information to be provided as part of the Bid (including a Bid Form) Use these forms adequately or your bid may be rejected! 5

The Bid Fill the Bid Form, Price Schedules just as requested Indicate bid price Indicate bid validity period Name the Procuring Entity and the future Contract (and any lot specification) as in the Bidding Document Provide any technical documents as required (catalogue or description of the goods offered, technical proposal for works or services) 6

Qualification Documents Provide all documents as requested, together with the Bid Administrative documents: certified copy of firm’s status – Tax document – Social security and/or – Other documents (if required) 7

Qualification Documents (cont’d) Financial documents (documenting firm turnover and financial results during the past years) For works and services: evidence that your firm has sufficient liquidities, in the form of liquid assets or bank credit facilities, so that your firm will be able to work while awaiting for contractual payment by the Procuring Entities 8

Qualification Documents (cont’d 2) Documents on past experience of bidder – Provide specific data on contracts performed by your firm (dates, duration, name of procuring entity, amount of part of contract performed by your firm, satisfactory completion certificates), all in required format – Such experience may have been acquired under work for private sector clients, or as a subcontractor Equipment, Personnel as required (including by filling any forms as requested) 9

Qualification Documents (cont’d 3) All documents submitted must be sincere and accurate! False statements will result in sanctions, disbarment! 10

How to prepare a good Bid (cont’d ) Do not hesitate to seek clarifications on the BD from the Procuring Entity if needed (follow the procedure as stated in the BD) Be responsive! Meet all the requirements (documents to be filled or provided, product specifications and / or descriptions, qualification requirements) Submit your Bid on time, in right format, signed by a right (empowered) person! Submitting your bid late = you wasted your time and resources preparing it! 11

How to prepare a good Bid (cont’d 2) Provide a conforming bid security, if such is required This may be in the form of a guarantee from a commercial bank, or an insurance company if permitted 12

Obtaining Securities What is the purpose of a Security? Where to get a Bid or a Performance Security? How much do they cost? What happens to the Security once it has expired? – It should be returned to the Bidder or Contractor which should return it to the institution that issued it. 13

Appeal Mechanism A bidder has the right to know the reasons for not having been successful! Bidder may seek debriefing in writing to the Procuring Entity If not satisfied, Bidder may file an appeal with an Appeals Committee 14