Fidic flow charts final

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)
2.0 PREPARATION OF PRE-QUALIFICATION DOCUMENTS
PREPARE PREQUALIFICATION DOCUMENTS COMPRISING:
LETTER OF INVITATION
INFORMATION ABOUT PREQUALIFICATION PROCEDURE
PROJECT INFORMATION
PREQUALIFICATION APPLICATION

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

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

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

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 A) PREPARE REPLIES A) CORRESPONDENCE METHOD B) TENDERERS' CONFERENCE METHOD
INFORM TENDERERS PRESENT OF QUERIES AND REPLIES SUBMITTED IN WRITING
REPLIES TO QUERIES RAISED AT CONFERENCE
SUBMIT QUERIES IN WRITING BY GIVEN DATE 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 RECORD DATE AND TIME OF RECEIPT SUBMIT TENDERS 3.6 SUBMISSION AND RECEIPT OF TENDERS ACKNOWLEDGE RECEIPT OR RETURN UNOPENED TENDERS RECEIVED LATE

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

Section Employer/Engineer Contractors 5.1 REVIEW OF TENDERS
ESTABLISH CONFORMITY AND COMPLETENESS OF TENDERS
REJECT SUBSTANTIALLY UNRESPONSISIVE 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
5.4 REJECTION OF ALL TENDERS PROVIDE CLARIFICATION

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

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 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

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.

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