Fidic flow charts final

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Fidic flow charts final

  1. 1. FIDIC Tendering Procedures International Federation of Consulting Engineers
  2. 2. Procedural Flow Charts Recommended Procedure for the Prequalification of Tenderers Section Employer/Engineer Contractors 1.0 ESTABLISHMENT OF PROJECT STRATEGY <ul><li>ESTABLISH PROJECT STRATEGY COMPRISING: </li></ul><ul><li>PROCUREMENT METHOD </li></ul><ul><li>FORM OF TENDERING </li></ul><ul><li>TIME SCHEDULES (Slide 24) </li></ul>2.0 PREPARATION OF PRE-QUALIFICATION DOCUMENTS <ul><li>PREPARE PREQUALIFICATION DOCUMENTS COMPRISING: </li></ul><ul><li>LETTER OF INVITATION </li></ul><ul><li>INFORMATION ABOUT PREQUALIFICATION PROCEDURE </li></ul><ul><li>PROJECT INFORMATION </li></ul><ul><li>PREQUALIFICATION APPLICATION </li></ul>
  3. 3. Section Employer/Engineer Contractors 2.2 INVITATION TO PREQUALIFY <ul><li>PLACE PREQUALIFICATION ADVERTISEMENT IN PRESS, EMBASSIES, ETC. AS APPROPRIATE STATING: </li></ul><ul><li>EMPLOYER & ENGINEER </li></ul><ul><li>OUTLINE OF PROJECT (SCOPE, LOCATION, PROGRAMME, SOURCE OF FINANCE) </li></ul><ul><li>DATES FOR ISSUES OF TENDER DOCUMENTS & SUBMISSION OF TENDERS </li></ul><ul><li>INSTRUCTIONS FOR APPLYING FOR </li></ul><ul><li>PREQUALIFICATION </li></ul><ul><li>'MINIMUM REQUIREMENTS FOR PREQUALIFICATION </li></ul><ul><li>SUBMISSION DATE FOR CONTRACTORS' PREQUALIFICATION DATA </li></ul>
  4. 4. Section Employer/Engineer Contractors 2.3 ISSUE & SUBMISSION OF PRE-QUALIFICATION DOCUMENTS <ul><li>PREQUALIFICATION DOCUMENTS & QUESTIONNAIRES REQUESTING FROM EACH COMPANY/JOINT VENTURE: </li></ul><ul><li>ORGANISATION & STRUCTURE </li></ul><ul><li>EXPERIENCE IN THE INTENDED TYPE OF WORK & THE REGION </li></ul><ul><li>RESOURCES:-MANAGERIAL-TECHNICAL- LABOUR- PLANT </li></ul><ul><li>FINANCIAL STATEMENTS </li></ul><ul><li>CURRENT CONTRACT COMMITMENTS </li></ul><ul><li>LITIGATION HISTORY </li></ul>ACKNOWLEDGEMENT RECEIPT REQUEST PREQUALIFICATON DOCUMENTS COMPLETE & SUBMIT PQ DOCUMENTS & QUESTIONNAIRE
  5. 5. Section Employer/Engineer Contractors 2.4 ANALYSIS OF PREQUALIFICATION APPLICATIONS <ul><li>ANALYSE PREQUALIFICATION DATA: </li></ul><ul><li>COMPANY/JOINT VENTURE STRUCTURE </li></ul><ul><li>EXPERIENCE </li></ul><ul><li>RESOURCES </li></ul><ul><li>FINANCIAL CAPABILITY </li></ul><ul><li>SUITABL1TY </li></ul>2.5 SELECTION OF TENDERERS PREPARE LIST OF TENDERERS 2.6 NOTIFICATION OF APPLICANTS NOTIFY ALL SELECTED TENDERERS ACKNOWLEDGE & CONFIRM INTENTION TO SUBMIT TENDER
  6. 6. RECOMMENDED PROCEDURE FOR OBTAINING TENDERS Section Employer/Engineer Contractors 3.1 PREPARATION OF TENDER DOCUMENTS <ul><li>PREPARE TENDER DOCUMENTS </li></ul><ul><li>LETTER OF INVITATION TO TENDER </li></ul><ul><li>INSTRUCTIONS TO TENDERERS </li></ul><ul><li>CONDITIONS OF CONTRACT FORM OF TENDER AND APPENDICES </li></ul><ul><li>DRAWINGS </li></ul><ul><li>BILL OF QUANTITIES </li></ul><ul><li>SCHEDULE OF ADDITIONAL INFORMATION </li></ul><ul><li>INFORMATION DATA </li></ul>
  7. 7. 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
  8. 8. Section Employer/Engineer Contractors 3.4 TENDERERS' QUERIES A) PREPARE REPLIES A) CORRESPONDENCE METHOD B) TENDERERS' CONFERENCE METHOD <ul><li>INFORM TENDERERS PRESENT OF QUERIES AND REPLIES SUBMITTED IN WRITING </li></ul><ul><li>REPLIES TO QUERIES RAISED AT CONFERENCE </li></ul>SUBMIT QUERIES IN WRITING BY GIVEN DATE SEND MINUTES TO ALL TENDERERS ACKNOWLEDGE RECEIPT
  9. 9. Section Employer/Engineer Contractors 3.5 ADDENDA TO TENDER DOCUMENTS ISSUE ADDENDA INCLUDING REPLIES TO QUERIES TO ALL TENDERERS ACKNOWLEDGE RECEIPT RECORD DATE AND TIME OF RECEIPT SUBMIT TENDERS 3.6 SUBMISSION AND RECEIPT OF TENDERS ACKNOWLEDGE RECEIPT OR RETURN UNOPENED TENDERS RECEIVED LATE
  10. 10. RECOMMENDED PROCEDURE FOR THE OPENING AND EVALUATION OF TENDERS Section Employer/Engineer Contractors 4.1 OPENING OF TENDERS <ul><li>TENDER OPENING BY PUBLIC OR RESTRICTED OPENING </li></ul><ul><li>ANNOUNCE AND RECORD THE NAMES OF TENDERERS AND PRICES. INCLUDING PRICES FOR ALTERNATIVE TENDERS IF APPROPRIATE </li></ul><ul><li>ANNOUNCE AND RECORD NAMES OF TENDERERS (IF ANY) DISQUALIFIED DUE TO LATE OR NON-ARRIVAL OF TENDERS </li></ul>ATTEND PUBLIC/RESTRICTED OPENING IF DESIGRED
  11. 11. Section Employer/Engineer Contractors 5.1 REVIEW OF TENDERS <ul><li>ESTABLISH CONFORMITY AND COMPLETENESS OF TENDERS </li></ul><ul><li>REJECT SUBSTANTIALLY UNRESPONSISIVE TENDERS </li></ul>5.2 TENDERS CONTAINING DEVIATIONS EVALUATE DEVIATIONS, SEEK CLARIFICATION & RANK TENDERS AS EVALUATED PROVIDE CLARIFICATION
  12. 12. Section Employer/Engineer Contractors 5.3 ADJUDICATION OF TENDERS <ul><ul><li>ASSESS TENDERS IN ACCORDANCE WITH EVALUATION CRITERIA </li></ul></ul><ul><ul><li>RAISE FURTHER POINTS REQUIRING CLARIFICATION, IF ANY, </li></ul></ul><ul><ul><li>COMPLETE EVALUATION </li></ul></ul><ul><ul><li>CHECK WITH FUNDING AGENCY </li></ul></ul><ul><ul><li>REJECT NON-CONFORMING TENDERS & ADVISE TENDERERS CONCERNED </li></ul></ul>5.4 REJECTION OF ALL TENDERS PROVIDE CLARIFICATION
  13. 13. Section Employer/Engineer Contractors 6.0 AWARD OF CONTRACT DECIDE ON CONTRACT AWARD, IF NECESSARY AFTER PRE-AWARD DISCUSSIONS 6.1 ISSUE LETTER OF ACCEPTANCE 6.2 PERFORMANCE SECURITY ATTEND PRE-AWARD DISCUSSIONS, IF REQUIRED ISSUE LETTER OF ACCEPTANCE PROVIDE PERFORMANCE SECURITY 6.3 PREPARATION OF CONTRACT AGREEMENT 6.4 NOTIFICATION OF UNSUCCESSFUL TENDERERS OBTAIN PERFORMANCE SECURITY FROM CONTRACTOR PREPARE CONTRACT DOCUMENTS SIGNING OF CONTRACT ADVISE UNSUCCESSFUL TENDERERS AND RETURN TENDER SECURITY (IF PROVIDED) ACKNOWLEDGEMENT RECEIPT SIGNING OF CONTRACT UNSUCCESSFUL TENDERERS ACKNOWLEDGE RECEIPT
  14. 14. Methods of Bid Letting <ul><li>Direct Order. </li></ul><ul><li>Tendering. </li></ul><ul><li>Contest. </li></ul><ul><li>Own Work Force. </li></ul>
  15. 15. 1. Direct Order <ul><li>It is mentioned in the Egyptian law (89 fir year 98) in clauses (50) , (51) and it is used for different reasons such as: </li></ul><ul><ul><li>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. </li></ul></ul><ul><ul><li>Military projects : Which require secrecy, and are also urgent in their nature. </li></ul></ul><ul><ul><li>Urgent cases: Especially in sudden failure of infra- structures, networks, … etc. (e.g. repairing after earthquake). </li></ul></ul>
  16. 16. 2. Tendering. <ul><li>This method is indicated in law (89/98). </li></ul><ul><li>A tender is the method used by the owner to select the most appropriate proposal from prospective bidders. </li></ul>
  17. 17. Types of Tender <ul><li>Open Tender. </li></ul><ul><li>Selective Tender. </li></ul><ul><li>Negotiated Tender. </li></ul><ul><li>Serial Tender. </li></ul>
  18. 18. Main Types of Contracts in Construction according to Pricing Method Lump Sum Fixed Price Unit Price Schedule of Rates Cost Plus Fixed Price with escalation Target Cost Cost Plus Percentage Cost Plus Fixed Fee Guaranteed Maximum Guaranteed Maximum with Incentive Fee
  19. 19. Award Criteria <ul><li>One envelope System </li></ul><ul><li>Double envelope system </li></ul><ul><li>Bracketing System </li></ul><ul><li>3 – Phase System </li></ul><ul><li>A+B </li></ul><ul><li>Lane Rental </li></ul><ul><li>Others </li></ul>
  20. 20. Tender (Bid) Documents <ul><li>Invitation to bid. (Slide 20) </li></ul><ul><li>Instruction to bidder. (Slide 21) </li></ul><ul><li>Bid Form. (See Sample) </li></ul><ul><li>Agreement. (See Sample) </li></ul><ul><li>General Conditions. (FIDIC, Egyptian, …) </li></ul><ul><li>Supplementary Conditions. </li></ul><ul><li>Work included in contract. </li></ul><ul><li>Drawings. </li></ul><ul><li>Specifications and Bill of Quantities </li></ul><ul><li>Addenda* </li></ul><ul><li>Construction Schedule * </li></ul>
  21. 21. Invitation to Bid See Sample <ul><li>Objective: Attract a reasonable number of bidders to ensure competitive bidding. </li></ul><ul><li>Contents: - Project Title and Location </li></ul><ul><li>- Owner data </li></ul><ul><li>- Contact Person </li></ul><ul><li>- Place and date of getting tender documents </li></ul><ul><li>- Brief description of the project </li></ul><ul><li>- Value of Bid Bond </li></ul><ul><li>- Expected dates of construction </li></ul><ul><li>- Source of financing, if applicable </li></ul><ul><li>- Others </li></ul>
  22. 22. Instructions to Bidders See Sample <ul><li>The “Instruction to bidders” shows the following: </li></ul><ul><ul><li>Description of work </li></ul></ul><ul><ul><li>Preparation of Bids: How to prepare bids, forms to be filled, documents needed, … </li></ul></ul><ul><ul><li>Submission of Bids: Place to be submitted, no. of copies, method (one envelope, two envelopes, ...) </li></ul></ul><ul><ul><li>Examination of documents and site </li></ul></ul><ul><ul><li>Interpretation of Documents: Questionnaires, pre-bid meeting, … </li></ul></ul><ul><ul><li>Award of contract </li></ul></ul><ul><ul><li>Rejection of bid </li></ul></ul><ul><ul><li>Bid evaluation </li></ul></ul><ul><ul><li>Others </li></ul></ul>
  23. 23. Contract Documents <ul><li>Tender documents. </li></ul><ul><li>Letter of acceptance. ( See Sample) </li></ul><ul><li>Addendum </li></ul><ul><li>Any Corresponding letters. </li></ul><ul><ul><li>Note: </li></ul></ul><ul><ul><li>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. </li></ul></ul>
  24. 24. Time Schedule

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