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CE Laws > 4 - BIDDING AND BID DEPOSITORY > Flashcards

4 - BIDDING AND BID DEPOSITORY Flashcards

1
Q

Implementing the chosen procurement route through to the selection of the contractor / supplier and the establishment of basis for contract

A

BIDDING

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2
Q

Usually referred also as “Tendering”

A

BIDDING

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3
Q

type of bidding where bids are usually based on complete design

A

Single Stage Bidding

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4
Q

type of bidding where bids based on partially developed consultant design

A

Two Stage Bidding

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5
Q

type of bidding where contractors assists with final development of design and tender documents

A

Two Stage Bidding

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6
Q

type of bidding where first stage bidder may bid / negotiate second construction stage

A

Two Stage Bidding

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7
Q

type of bidding where contractors invited to bid for a contract through advertisements

A

Open Bidding

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8
Q

type of bidding that can result to a large number of unsuitable firms bidding for the work

A

Open Bidding

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9
Q

type of bidding that can result in wasted time and effort in selection process

A

Open Bidding

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10
Q

type of bidding where best prices by firms wanting to establish themselves

A

Open Bidding

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11
Q

type of bidding where consultants / clients will normally have a list of contractors who undertake different types of contracts

A

SELECTIVE BIDDING

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12
Q

Most common arrangement because it allow price to be the deciding criterion

A

SELECTIVE BIDDING

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13
Q

type of bidding where Contractors are invited to bid on their proven record in relation to the type and size of contract and their reliability

A

SELECTIVE BIDDING

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14
Q

type of bidding where one contractor is approached

A

Negotiated Bidding

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15
Q

type of bidding that is used mainly for specialist work, such case there are limited number of contractors to do the work in the market

A

Negotiated Bidding

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16
Q

type of bidding that is based on one to one discussion with contractor

A

Negotiated Bidding

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17
Q

type of bidding where bids are invited from a selected list on the basis of a typical bill of quantities

A

Serial Bidding

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18
Q

type of bidding where the contractor chosen normally submits the lowest price who undertakes to enter into a series of contracts to carry out the work using the rates in the Bill of Quantities

A

Serial Bidding

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19
Q

type of bidding where method reduces the bid costs and normally results in contractors quoting low rates in order to obtain a guaranteed program of work

A

Serial Bidding

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20
Q

type of bidding that usually for repetitive minor works

A

Serial Bidding

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21
Q

type of bidding that can escalate to partnering agreement

A

Serial Bidding

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22
Q

10 ELEMENTS OF A COMPLETE BIDDING SYSTEM

A
  • bid advertisement
  • invitation to bid
  • pre qualification
  • document distribution
  • addenda notification and distribution
  • creation of the bid form
  • submission of bid security
  • submission of the bid
  • bid tabulation
  • audit trail
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23
Q

If the project is not by invitation only it is important to be able to notify interested bidders that there is an opportunity to bid on. Public agencies are often mandated to advertise publicly.

A

Bid Advertisement

24
Q

For when there are bidders who are to be proactively advised of the opportunity. In addition to the ability to simply ‘send a message’ the system must help organize and manage the list of potential bidders.

A

Invitation to bid

25
Q

For some projects the bidders must demonstrate their competence and ability to complete the work prior to being invited to submit a bid.

A

Prequalification

26
Q

Distributing the drawings, specifications and any supplementary information is an essential element of the process. If properly integrated into the system there is no possibility of missing or incomplete information being used in the formulation of a bid submission.

A

Document Distribution

27
Q

All bidders must be quickly notified of any new addenda and be provided quick and easy access to the information to avoid delays or errors in the submission of bids.

A

Addenda Notification and Distribution

28
Q

including all the varied elements that make up a construction bid at a minimum including; base bid, separate prices, alternate prices, unit prices, cash allowances, stipulated sums, tax clauses, bond requirements, time to completion, labour units and other required schedules.

A

Creation of the Bid Form

29
Q

an integral and essential element of a complete bid submission and must be able to be included as part of the bid package.

A

Submission of Bid Security

30
Q

It must include the ability to; apply for and receive a bid bond, complete sections of the bid as the information is available and ready to enter, allow others in their company to work on the submission if required, withdraw the bid prior to closing time if required and of course enter all required elements of the bid call.

A

Submission of the Bid

31
Q

Once the bid closing time had been reached the recipient must be able to easily compare and evaluate the information. A tabulated set of bid responses is the most efficient means to do so and is an essential element of the complete bidding process.

A

Bid Tabulation

32
Q

A complete and accurate log of all the activities required to complete this process is essential to assist in avoiding and resolving issues of non-compliance or claims arising from missing or incomplete information. Knowing exactly who saw what and when it happened helps avoid many of the problems that arise following submission of the bids.

A

An Audit Trail

33
Q

Creation of Bid Documents content

A 
Approved Budget for the Contract
Instruction to Bidders
Terms of Reference
Eligibility Requirements
Plans and Technical Specifications
34
Q

The Invitation to Bid shall contain

A

A brief description of the subject of procurement
A general statement on the criteria to be used
Approved Budget for the Contract
Source of funds
Period and place of availability of Bidding Documents
Contract duration
Other necessary information deemed relevant
Invitation for a pre-bid conference

35
Q

At least one (1) pre-bid conference shall be conducted for each procurement.

A

RA 9184

Section 22

36
Q

What happens in a PRE-BID CONFERENCE?

A

Attended by Procuring Entity/Owner’s Representatives
Project Manager to discuss the Project Brief
Distribution of Bid Documents
Site Visit and Inspection

37
Q

All Bids shall be accompanied by a Bid security, which shall serve as a guarantee that, after receipt of the Notice of Award, the winning bidder shall enter into contract with the Procuring Entity within the stipulated time and furnish the required performance security.

A

RA 9184

Section 27

38
Q

The BAC shall determine the eligibility of prospective bidders based on the bidders’ compliance with the eligibility requirements

A

RA 9184

Section 23

39
Q

A bid shall have two components, the technical and financial components, which should be in separate sealed envelopes submitted simultaneously. Bids shall be received by the BAC on such date, time and place specified.

A

RA 9184

Section 25.

40
Q

A bidder may modify his bid, provided that this is done before the deadline for the receipt of bids

A

RA 9184

Section 26

41
Q

The BAC shall publicly open all bids at the time, date, and place specified in the bidding documents

A

RA 9184

Section 29

42
Q

The BAC shall publicly open all bids at the time, date, and place specified in the bidding documents.

A

RA 9184

Section 29

43
Q

Prior to Bid Evaluation, the BAC shall examine first the technical components of the bids using “pass/fail” criteria to determine whether it contains all bid requirements for the technical component.

A

RA 9184

Section 30

44
Q

The ABC shall be the ceiling or upper limit of bids. Bid prices exceeding this ceiling shall be outright disqualified from further evaluation. There shall be no lower limit.

A

Ceiling Price

45
Q

Post-qualification is the stage where the bidder with the LCB or HRB undergoes verification and validation whether he passed all the requirements and conditions as specified in the Bidding Documents.

A

RA 9184

Section 34

46
Q

There shall be failure of bidding if:
No bids are received
No bid qualifies as the LCRB or HRRB
When the bidder with the LCRB or HRRB refuses, without justifiable cause, to accept the award of contract.

A

RA 9184

Section 35

47
Q

to prevent questionable practice of bid peddling (shopping of subcontractors prices) by the main contractors

A

BID DEPOSITORY

48
Q

Open bid process scenario

A

Stage 1: suppliers bid to subtrades
Stage 2: subtrades bid to subcontractors
Stage 3: subcontractors bid to main contractors

49
Q

buy packages of specially printed envelopes (color-coded and in pairs) from the bid depository office (or BDO)

A

Subcontractor

50
Q

addressed to main contractor whom he wishes his bid to go (separate envelopes for each main contractor, if necessary)

A

first envelope

51
Q

addressed to the BDO

A

second envelope

52
Q

submit sealed envelopes to the bid depository office (usually __ hours) before the closing of bid

A

48

53
Q

time-stamps the receipt of the subcontractor envelopes

A

Bid depository office

54
Q

forwards (to authority who called for the bids) list of names of subcontractors who properly deposited

A

Bid depository office

55
Q

picks up their respective packages of envelopes (usually a day before closing of bid and after receipt of envelopes by BDO)

A

Main contractor

56
Q

analyze subcontractor quotations received

A

Main contractor

57
Q

select from among the subcontractor prices and use this for their bid

A

Main contractor

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