FIDIC Tendering Procedures International Federation of Consulting Engineers

Procedural Flow Charts Recommended Procedure for the Prequalification of Tenderers Section Employer/Engineer Contractors 1.0 ESTABLISHMENT OF PROJECT STRATEGY ESTABLISH PROJECT STRATEGY COMPRISING: PROCUREMENT METHOD FORM OF TENDERING TIME SCHEDULES (Slide 24) PREPARE PREQUALIFICATION DOCUMENTS COMPRISING: LETTER OF INVITATION INFORMATION ABOUT PREQUALIFICATION PROCEDURE PROJECT INFORMATION PREQUALIFICATION APPLICATION 2.0 PREPARATION OF PRE-QUALIFICATION DOCUMENTS

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

REQUEST PREQUALIFICATON DOCUMENTS 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 REQUEST PREQUALIFICATON DOCUMENTS COMPLETE & SUBMIT PQ DOCUMENTS & QUESTIONNAIRE ACKNOWLEDGEMENT RECEIPT

Section Employer/Engineer Contractors ANALYSE PREQUALIFICATION DATA: COMPANY/JOINT VENTURE STRUCTURE EXPERIENCE RESOURCES FINANCIAL CAPABILITY SUITABL1TY 2.4 ANALYSIS OF PREQUALIFICATION APPLICATIONS 2.5 SELECTION OF TENDERERS PREPARE LIST OF TENDERERS 2.6 NOTIFICATION OF APPLICANTS ACKNOWLEDGE & CONFIRM INTENTION TO SUBMIT TENDER NOTIFY ALL SELECTED TENDERERS

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

Section Employer/Engineer Contractors 3.2 ISSUE OF TENDER DOCUMENTS ISSUE TENDER DOCUMENTS TO CONTRACTORS ON LIST OF TENDERERS ACKNOWLEDGEMENT RECEIPT 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

Section Employer/Engineer Contractors 3.4 TENDERERS' QUERIES SUBMIT QUERIES IN WRITING BY GIVEN DATE A) CORRESPONDENCE METHOD A) PREPARE REPLIES INFORM TENDERERS PRESENT OF QUERIES AND REPLIES SUBMITTED IN WRITING REPLIES TO QUERIES RAISED AT CONFERENCE B) TENDERERS' CONFERENCE METHOD SEND MINUTES TO ALL TENDERERS ACKNOWLEDGE RECEIPT

Section Employer/Engineer Contractors 3.5 ADDENDA TO TENDER DOCUMENTS ISSUE ADDENDA INCLUDING REPLIES TO QUERIES TO ALL TENDERERS ACKNOWLEDGE RECEIPT 3.6 SUBMISSION AND RECEIPT OF TENDERS RECORD DATE AND TIME OF RECEIPT SUBMIT TENDERS ACKNOWLEDGE RECEIPT OR RETURN UNOPENED TENDERS RECEIVED LATE

RECOMMENDED PROCEDURE FOR THE OPENING AND EVALUATION OF TENDERS Section Employer/Engineer Contractors 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 4.1 OPENING OF TENDERS ATTEND PUBLIC/RESTRICTED OPENING IF DESIGRED

Section Employer/Engineer Contractors ESTABLISH CONFORMITY AND COMPLETENESS OF TENDERS REJECT SUBSTANTIALLY UNRESPONSISIVE TENDERS 5.1 REVIEW OF TENDERS 5.2 TENDERS CONTAINING DEVIATIONS EVALUATE DEVIATIONS, SEEK CLARIFICATION & RANK TENDERS AS EVALUATED PROVIDE CLARIFICATION

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 PROVIDE CLARIFICATION 5.4 REJECTION OF ALL TENDERS

Section Employer/Engineer Contractors 6.0 AWARD OF CONTRACT ATTEND PRE-AWARD DISCUSSIONS, IF REQUIRED DECIDE ON CONTRACT AWARD, IF NECESSARY AFTER PRE-AWARD DISCUSSIONS 6.1 ISSUE LETTER OF ACCEPTANCE PROVIDE PERFORMANCE SECURITY ISSUE LETTER OF ACCEPTANCE 6.2 PERFORMANCE SECURITY OBTAIN PERFORMANCE SECURITY FROM CONTRACTOR ACKNOWLEDGEMENT RECEIPT 6.3 PREPARATION OF CONTRACT AGREEMENT PREPARE CONTRACT DOCUMENTS SIGNING OF CONTRACT SIGNING OF CONTRACT 6.4 NOTIFICATION OF UNSUCCESSFUL TENDERERS ADVISE UNSUCCESSFUL TENDERERS AND RETURN TENDER SECURITY (IF PROVIDED) UNSUCCESSFUL TENDERERS ACKNOWLEDGE RECEIPT

Methods of Bid Letting Direct Order. Tendering. Contest. Own Work Force.

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: 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. Military projects: Which require secrecy, and are also urgent in their nature. Urgent cases: Especially in sudden failure of infra- structures, networks, … etc. (e.g. repairing after earthquake).

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.

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

Main Types of Contracts in Construction according to Pricing Method Fixed Price Cost Plus Lump Sum Unit Price Schedule of Rates 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

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 *

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

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

Contract Documents Tender documents. Letter of acceptance. (See Sample) Addendum 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