Day 6 - Bid Sale, for students Issue & Opening.ppt

For bidding sales.
This power point presentation is an essential document that will help students to gain more experience in bidding sale

1. 11
Institute of Public Administration & Institute of Public Administration &
Management.Management.
University of Sierra Leone. University of Sierra Leone.
“Diploma in Procurement &
Supply (DIPS)”
BY,
Ernest Udeh.
Monday, 14
th
Sept, 2021.

2. 22
Institute of Public Administration & Management.Institute of Public Administration & Management.
University of Sierra Leone.University of Sierra Leone.
SALE AND ISSUE OF BIDDING
DOCUMENTS

3. 3
Sale and Issue of Bidding Documents.
•Section 57 of the Regulations
•Chapter 11 of the Procurement Manual
•Cannot proceed until the procurement
committee approval / donor ‘no objection’ is
received to the following:
–Method of procurement
–Bidding document
–Shortlist / draft advertisement

4. 4
Sale and Issue of Bidding Documents
•A task for the Procurement Unit
•Two stages
–Arrange publication of advertisement (open
competitive bidding only)
–Issue/sale of bidding documents
•Publication of advertisement
–In accordance with Regulation 57 and Chapter
7 of the Procurement Manual

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Sale and Issue of Bidding Documents
•Sale (open competitive bidding only)
–Price must only cover costs – not a profit
–Bidders must be allowed to briefly inspect the
documents prior to purchase
–Receipts must be issued
–Fees deposited into the Consolidated Account
–A register of bidders kept
–Bidders must sign the ethical declaration
–If applicable, samples must be available for
inspection and the bidder must sign to confirm
they have had opportunity to inspect the
sample

6. 6
Sale and Issue of Bidding Documents
•Direct Issue
–Must be simultaneous to ensure fairness
–Can be posted, hand-delivered or emailed
–If hand delivered it should be signed for to
evidence arrival
–Registered post is preferred for the same reason
–Include the ethical declaration in the package
–Where samples are involved then bidder must
sign to confirm they have had opportunity to
inspect the sample

7. Before issue - check
•Is all necessary documentation present?
•Is the evaluation Criteria clear?
•Are the date and time of closing clear?
•Is the deadline for clarifications clear?
•Are submission instructions clear?
•Have all approvals been granted to enable
issue?
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8. Institute of Public Administration & Management.Institute of Public Administration & Management.
University of Sierra Leone.University of Sierra Leone.
RECEIVING AND OPENING BIDSRECEIVING AND OPENING BIDS ::

9. Receiving and Opening Bids:
•Refer to:
–Section 52 of the Act (Bid Opening only)
–Chapter V, section B of the Regulations
–Chapter 13 of the Manual
•Procurement Unit responsible for
responsible for receipt and secure storage
of bids until the opening time.
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10. 10
Receipt of Bids:
•Preferred method is through the use of a
locked tender box
•A tender box should be positioned in a
prominent place
•Bids too large for a tender box or samples
should be handed to the Procurement Unit in
exchange for a signed receipt showing the
time and date of submission and the name
of the officer receiving the bid

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Receipt of Bids:
–Is it a Public Opening
–Access for Bidders Representatives
–Sealed Bids?
–Where to be received?
–Where will they be opened?
–Record bids received by date and time
specified
–If public, what shall you read out?
–If Tender Board–who should participate?

12. Bid Closure
•Open tender box at the time stated in the
bidding documents
•Remove bids specific to the bid being
opened
•Close and lock the tender box
•Transfer the bids to the bid opening venue
for the official bid opening
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Bid Opening
•Bidders may be permitted to attend the
opening if stated in the bidding documents
•If a public opening:
–Bidders must be seated away from the Bid
Committee and other officials
–They must sign the register of attendance as a
record of their presence.

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Bid Opening:
Stage 1 – Checking and opening:
–Envelopes to be checked to ensure that they
are for the correct bid opening
–Chairman to explain process for the opening
–Check for any withdrawals and confirm that
withdrawal is authentic
–Bids checked for signs of tampering
–Bids opened and checked for responsiveness
–Bids stamped and allocated a registration
number
–Samples, enclosures or attachments stamped.

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What is responsiveness?
•A bid would be considered non-responsive if:
–it was late
–it was not sealed
–it was unsigned
–it did not have the correct Bid Security or other
required documentation
–it had an incorrect number of copies
–samples were not included where requested
–Procurement Unit retain all papers on
file.

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Bid Opening:
•Stage 2 – Bids are read out
•Covers pertinent issues of the bid:
–Name and domicile of bidder
–Currency of the bid
–Total bid price
–Confirmation that the bid is complete
–Any initial observations from the completeness
check
–Declaration of initial responsiveness

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Bid Opening:
•Stage 3 – Completion
•Bid read out details are recorded
•Bids are initialled by the Chairman and two
members of the Bid Opening Committee
•After all bids are read out the Chairman
declares the meeting closed
•Minutes are prepared by the Procurement
Unit.

18. Main Rules of Bid Opening
•Late bids must be rejected
•Once started, the bid opening should not
be halted or postponed once the process
begins for purposes of transparency
•For purposes of transparency, all work in
relation to bid opening for a particular
piece of procurement must be concluded
in one session.
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19. Main Rules of Bid Opening
•No bidder shall make an unsolicited
communication during the bid opening
process
•No bidder shall be allowed to interfere with
the bid opening process
•Any objections by a bidder to the
procedures or decisions of the bid opening
should be made in writing to the Head of
the Procuring Entity.
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20. Final Questions, Comments, Final Questions, Comments,
Contributions & Conclusion.Contributions & Conclusion.
The end.The end.