1. Content of Tender Dossier - Instructions to Tenderers - Tenders

2. Content of Tender Dossier
A Works Tender Dossier will generally contain:
Volume 1:
Instructions to Tenderers
Tender Form and Appendix to Tender
Form of Tender Guarantee
Questionaires for the Tenderers
Glossary of Terms
Evaluation Grids

3. Content of Tender Dossier
A Works Tender Dossier will generally contain:
Volume 2:
Form of Contract Agreement
General Conditions of Contract
Special/Particular Conditions of Contract
Forms for Advance, Performance and Retention Money bank guarantees

4. Content of Tender Dossier
A Works Tender Dossier will generally contain:
Volume 3 – Technical Specifications/Employer Requirements
Volume 4 – Bills of Quantities/ Schedule of Prices
Volume 5 - Drawings

5. Instructions to Tenderers
Annex of the Tender Dossier that provides important details concerning preparation and submission of offers, such as:
Financing
Participation
Information to be supplied by Tenderer
Site inspection/ Clarification meeting
Law
Content and presentation of tender
Tender prices - currency of tender and payment
Period of validity of tenders
Tender guarantee
Variant solutions
Submission of tenders
Opening and evaluation of offers
Contract award – performance guarantee
Commencement of Works
Appeals

6. Instructions to Tenderers - Collective Exercise -
The exercise is aiming at improving capacity to provide in a brief but effective manner, the basic information for the potential Tenderer, for submitting their offer

7. Tender Dossiers with “Suspension Clause” (2.4.9)
In exceptional and duly justified cases, tender procedures may be published with a Suspension Clause, i.e. a tender procedure is launched before a financing decision is issued or a financing agreement signed between the European Commission and the beneficiary country.
The award of that contract is therefore subject to the conclusion of the financing agreement and the provision of funding.
Existence of a suspension clause must be explicitly mentioned in the procurement notice.
Should above pre-financing conditions not be met, the tender procedure will be annulled

8. Content of Tender
Tender Form and Appendix to Tender, in accordance with the forms provided in Volume 1, Section 2
Tender guarantee, in the form provided in Volume 1, Section 3
Eligibility certificates
Documentation as required in the questionnaire in Volume 1, Section 4, including all forms attached
Bill of quantities/Breakdown of the overall price, in the form provided in Volume 4
Modifications (if any)
Certificate of site visit, if necessary
Financial identification form
Cashflow statements
A statement to the effect that Tenderers are not in any of the situations listed in point of the Practical Guide to contracts procedures financed by the general budget of the European Communities in the context of external actions
All other requested documents

9. Clarifications concerning Tender Documents
Tenderers may submit questions in writing up to 21 days before the deadline for submission of tenders. The Contracting Authority must reply to all Tenderers' questions at least 11 days before the deadline for receipt of tenders
Copies of written responses will be sent to all known Tenderers (including the queries but without identifying the source of the enquiry). They should confirm receipt of these answers in writing within three days

10. Modifications of Tender Documents
The Contracting Authority may amend the tender documents up to 11 days before the deadline for submission of tenders
Each modification published will constitute a part of the tender documents
The Contracting Authority may extend the deadline for submission of tenders

11. Tender Presentation
All Tenders must be submitted in one original, marked “original”, and specified number of copies, marked “copy”
All Tenders must be received at specified address before specified date and time, by registered letter with acknowledgement of receipt or hand-delivered against signed receipt
All Tenders, including annexes and all supporting documents, must be submitted in a sealed envelope/package bearing only:
a) the above address;
b) the reference of the invitation to tender concerned;
c) if applicable, the number of the lot(s) to which the tender refers;
d) the words “Not to be opened before the tender opening session" in the language of the procedure and the local language;
e) the Tenderer's name.
The price bid must be placed in a sealed envelope with the technical proposal for each lot. The envelopes should then be placed in another sealed envelope/package, unless their volume requires a separate submission for each lot

12. Tender Dossier
Tender Prices
The Tender price must cover the whole of the works as described in the tender documents
The Tenderer must provide a bill of quantities/breakdown of the overall price in euro
Tenderers must quote all components of the bill of quantities/breakdown of the overall price, exclusive of taxes and customs and import duties
Separately, Tenderers must quote, in euro, the taxes, customs and import duties applicable at the time of submission
If a discount is offered by the Tenderer, it must be clearly specified in the bill of quantities/breakdown of the overall price in Volume 4 and indicated in the tender form in Volume 1, Section The discount must be quoted for the price excluding taxes and for the whole of the works
If the Tenderer offers a discount, the discount must be included on each interim payment certificate and calculated on the same basis as in the tender

13. Period of Validity of Tenders
Tenders must remain valid for a period of 90 days after the deadline for submission of tenders indicated in the procurement notice, the invitation to tender or as. Any tender valid for a shorter period will be rejected
In exceptional circumstances the Contracting Authority may request that Tenderers extend the validity of tenders, respectively tender guarantees, for a specific period, which may not exceed 40 days

14. Tender Guarantee
The Tenderer must provide, as a part of his tender, a Tender Guarantee, in the form of a bank guarantee, a banker's draft, a certified cheque, a guarantee provided by an insurance, etc
The Tender Guarantee must be valid for at least 90 days from the deadline for submission of tenders and be issued to the Contracting Authority for the requisite amount
If validity of tender is extended, before the period of validity expires, the Tender Guarantee must be extended as well
The Tender Guarantees of unsuccessful Tenderers will be released as soon as possible, but in any event, no later than 30 days after the expiry of the period of validity of the tender
The Tender Guarantee of the successful Tenderer must be maintained for a further 60 days from the date of notification of award. It will be released when the Tenderer has signed the contract and provided the requisite performance guarantee

15. Variant Solutions
Tenderers must submit a tender in accordance with the requirements of the Tender Dossier. Should the Tenderer wish to submit variant technical proposals, he may do so. Only variants proposed by the Tenderer submitting the technically admissible tender with the lowest price will be considered by the Contracting Authority
Such variant proposals must contain all the details necessary for their thorough evaluation, including drawings, design calculations, technical specifications, bills of quantities and proposed construction methods
The rates and prices inserted in the bill of quantities must tally with the conditions laid down in the tender documents

16. Modification and Withdrawal of Tenders
Tenderers may alter or withdraw their tenders by written notification prior to the above deadline. No tender may be altered after the deadline for submission
Any notification of modification or withdrawal must be prepared, sealed, marked and submitted in accordance with Clause 21 of ITT, and the envelope must also be marked with “Modification" or “Withdrawal"
The withdrawal of a tender in the period between the deadline for submission and the date of expiry of the validity of the tender will result in forfeiture of the Tender Guarantee provided for in Clause 18 of ITT