1. RPA1 Standard Bidding Documents for the Supply and Installation of Information Systems Walkthrough February 27 – Mar 3, 2006, Zagreb, ECA.

2. RPA2 BIDDING DOCUMENTS PURPOSE –INSTRUCT BIDDERS ON BID SUBMISSION PROCEDURE –DESCRIBE INFORMATION SYSTEMS TO BE DEVELOPED, SUPPLIED AND INSTALLED –INFORM THE BIDDERS OF CRITERIA FOR EVALUATION –DEFINE CONDITIONS OF CONTRACT COMPONENTS –INVITATION FOR BIDS –INSTRUCTION TO BIDDERS (ITB), ITB DATA SHEET –GENERAL CONDITIONS OF CONTRACT (GCC) AND SPECIAL CONDITIONS OF CONTRACT (SCC) –TECHNICAL REQUIREMENTS –TECHNICAL RESPONSIVENESS CHECKLIST –BIDDING AND CONTRACT FORMS AND ATTACHMENTS

3. RPA3 PROCEDURE (Steps Overview) Bidding Documents (issued by Purchaser) First Stage Bid (submitted by Bidder) Instructions to Bidders Bid Data Sheet Eligibility for the Provision of Goods, Works and Services in Bank-Financed Procurement General Conditions of Contract Special Conditions of Contract Technical Requirements Sample Forms  Bid Form--1st Stage Authorization to sign (& any Joint Venture documents) Attachments: 1. Bidder’s eligibility 2. Bidder’s qualifications (incl. manufact. authorizations) 3.Eligibility of goods and services 4. Conformity of the information system (incl. technical bid and project plan) 5. Proposed Subcontractors 6. Intellectual property 7. Deviations 8. Alternative technical bids If procedure two stage: Clarification Phase and 2nd Stage Invitation (issued by Purchaser)

4. RPA4 PROCEDURE (Steps Overview) Second Stage Bid (submitted by Bidder) Contract Documents Bid Form--2 nd Stage Authorization to sign (& any Jt. Vent. docs.) Bid Security Price Schedules Attachments: 1. Bidder eligibility 2. Bidder qualifications (incl. manufacturer authorizations) 3. Eligibility of goods and services 4. Conformity of the information system (including updated technical bid, and updated preliminary project plan) 5. Proposed Subcontractors 6. Intellectual property  Notification of Award Bid Form Price Schedules General Conditions of Contract Special Conditions of Contract Contract Agreement and Appendixes: 1.Supplier’s Representative 2.Adjudicator 3.Approved Subcontractors 4.Categories of Software 5.Custom Materials 6.Revised Price Schedules (if any) 7.Minutes of Contract Finalization 8. Change order procedures and forms Updated Technical Bid Any other documents agreed as forming a part of the Contract

5. RPA5 Leave unchanged throughout: ITB, Eligibility (make sure use most recent), GCC Customize for each BD: IFB, BDS, SCC, TRs including: Tables, Sample Forms Used by Bidders: Tables in TR and some of the Forms Used during contract execution: Some of the Forms  SBDs address three different stages: tendering, contract formation, contract implementation Use of Standard Bidding Documents (SBDs)

6. RPA6 Describe package concisely to attract the right bidders Repeat main commercial bidder qualifications from ITB Pre-bid conference usually a good idea (will lead to better quality Bids) Invitation for Bids

7. RPA7 Where indicated, modified by Bid Data Sheet ITB regulates: Bidder eligibility and qualification Bid content Pre-bid communications incl. pre-bid conference Bid submission Bid evaluation (preliminary and detailed) Bid clarification (Unusual) Domestic preference clause Post-qualification and award Instructions to Bidders (ITB)

8. RPA8 Instructions to Bidders (ITB) A.GENERAL (includes qualification criteria) B.BIDDING DOCUMENTS (includes Clarification meeting) C.PREPARATION OF FIRST STAGE BIDS (includes Language, No. of copies and Project Plan) D.SUBMISSION OF FIRST STAGE BIDS E.OPENING AND EVALUATION OF FIRST STAGE BIDS F.FIRST STAGE BID CLARIFICATION MEETINGS (this may include live demonstrations) G.PREPARATION OF SECOND STAGE BIDS H.SUBMISSION OF SECOND STAGE BIDS I.OPENING AND EVALUATION OF SECOND STAGE BIDS (includes evaluation criteria, domestic preferance) J.POST QUALIFICATION AND AWARD OF CONTRACT

9. RPA9 Modifies ITB Focus on: Commercial qualifications of bidders/subcontractors Pricing instructions Possible packaging in lots, slices or subsystems Treatment of brand names (if needed) Quality scoring instructions (separate session) Post-qualification measures Adjudicator proposal Bid Data Sheet (BDS)

10. RPA10 CONDITIONS OF CONTRACT A.CONTRACT AND INTERPRETATION (includes: Interpretation, Notices, Governing Law and Settlement of Disputes) B.SUBJECT MATTER OF CONTRACT (includes Scope, Times for Completion and Responsibilities – supplier and purchaser) C.PAYMENT (Price, Terms, Securities and Taxes) D.INTELLECTUAL PROPERTY (Copyright and Licensing) E.SUPPLY, INSTALLATION, TESTING, COMMISSIONING AND ACCEPTANCE OF SYSTEM (Project Plan, Subcontracting, delivery, upgrades, Installation, Testing, Commissioning and Operational Acceptance) F.GUARANTEES AND LIABILITIES (includes: Liabilities, Guarantees and Warranties) G.RISK DISTRIBUTION (Transfer of Ownership, Care od system, Insurances, Force Majeure H.CHANGE IN CONTRACT ELEMENTS (Extensions, termination Assignment)

11. RPA11 The SCC modify GCC clauses Focus on: Adjudication/arbitration provisions Recurrent cost items Terms of Payment (incl. attention to Letter of Credit) Advance Payment Security Performance Security after Operational Acceptance Intellectual Property Rights/Software licensing issues Timeframes for Project Plan Right to receive product upgrades/maintenance period Special Conditions of Contract (SCC)

12. RPA12 PAYMENT CONDITIONS PAYMENT IS DIVIDED AMONG 7 CATEGORIES –ADVANCE (USUALLY 10% excl. Recurrent Costs) –INFORMATION TECHNOLOGIES, MATERIALS AND OTHER GOODS (not custom software or custom materials) usually 60% delivery, 10% installation, 10% Op. Accept. –CUSTOM SOFTWARE AND CUSTOM MATERIALS usually 60% installation, 20% Op. Accept. –SERVICES`OTHER THAN TRAINING (usually 80% monthly in arrears against services performed) –TRAINING (usually 30% at start of training and 50% monthly in arrears) –COMPLETE SYSTEM INTEGRATION (usually 10% of entire contract excl. Recurrent Costs) –RECURRENT COSTS (100% monthly in arrears against services delivered)

13. RPA13 Assume advance is x% (e.g., 10%) of total contract price Amount P has been paid to contractor (all payments combined, excluding advance payment) Reduction of advance amount still guaranteed is: R = P*x/(100-x) Reduction of the advance security

14. RPA14 Usually customized in their entirety Focus on: Providing as complete a picture as possible; Describing all required services, besides products etc. Distinguishing “Bidder” and “Supplier” responsibilities; Addressing any major operational acceptance needs; Presenting informative Schedule and Inventory tables; Building in technical quality criteria linked to BDS; Including as competitive content as feasible; Fill out Technical Responsiveness Checklist; Technical Requirements

15. RPA15 Most forms need customization (for Purchaser and Tender information) Bid Form needs customization for the name of the proposed Adjudicator Price schedules need much attention and customization in order to guide Bidders to the level of detail the Purchaser wants to see in the bid pricing Recurrent cost tables require special attention toward being made meaningful Sample Forms