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Summary of Contracting Documentation

1 2 3 4 Constitute Bid Committee Tender Invitation Tender documents I Summary of contracting process A, Bid Committee Membership B, Code of Conduct 01 02a 02b 03a 04a 04b 04c 04d 04e 04f 04g 04h 04i 04j 04k 05a 05b 06a 06b 07

a) b) c) d) e) f) g)

Form of Bid Appendix to Form of Bid Instructions to Bidders Qualification Summary Program of Works Certificate of pre-tender site visit Statement of Insurance on Advance Payment h) Specifications i) Conditions of Contract j) Bills of Quantities k) Drawings Bid reception list Minutes of bid opening

Tender documents II

Bid Evaluation

Bid Evaluation form Bid Committee Recommendation

8 9

Select and notify contractor and stakeholders Sign Contract Monitoring Tools

Award Letter (Letter of Acceptance)

Construction Contract Progress of Works Monitoring Tool Quality of Works Monitoring Tool

08 09a 09b

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BID COMMITTEE MEMBERS

PROJECT MANAGEMENT COMMITTEE (PMC) Names 1. 2. 3. 4. 5. 6. Nationality

PARTNERS Names 1. 2. 3. Organization Nationality

IMPLEMENTING AGENCY Names 1. 2. 3. 4, Program Coordinator Program Officer Engineer Grants Officer Title

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CODE OF CONDUCT
As a member of the Bid Committee I swear that:1. I will uphold the integrity and impartiality of this bid process in spirit and in fact 2. I will not engage in corrupt practice during the procurement process ie. solicit or accept, either directly or indirectly any gift, favor, loan, kickback, payment, commission or any other thing of monetary value from a potential or actual bidder 3. I will not engage in fraudulent practice (misrepresentation or omission of facts in order to influence a procurement process) 4. I will not disclose any information I gain as a member of the Bid Committee 5. I will immediately notify the Bid Committee of any attempt to influence me Name 1 2 3 4 5 6 7 8 9 10 11 Signature Date

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Bids Reception List

Name of Company Date of Arrival Time of Arrival Name and Signature of Person Bringing Bid Name and Signature of Person Receiving Bid

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Minutes of Bid Opening Meeting

Tender opening Date________________________ Begin Time___________________________ End Time____________________ Technical information COMPANY Certificate of Pretender Site Visit Certificate of Registration Qualifications Summary Filled and Signed Form of Bid Program of Works Bill of Quantities 1 2 3 4 5 6 7 8

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Financial Information 1 Company Name 1. Contract Amount in US Dollars 2. Duration to start works (days) 3. Contract duration (days/Wks/Months) 4. Statement on Insurance of Advance Payment 2 3 4 5 6 7 8

Tender opening was attended by the following persons, who hereby confirm that all information given above is true and correct as written. By signing these Minutes, all attendees are confirming their objectivity and commitment to keep confidential data entered in this document After tender opening procedures, those present gave the following remarks

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# 1 2 3 5 6 7 8 9 10 11 12 13

Name

Company

Position

Signature

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Bid Evaluation Form

1. Technical Evaluation Possible points a. Copy of the Certificate of Registration b. Reference list and value of works executed in the last three years c. List of key personnel responsible for implementation of the Project, with CVs d. Number of local laborers e. List of equipment to be used for works, with data on model, capacity and year of manufacture f. Program of works 15 15 Bidder 1 Bidder 2 Bidder 3 Bidder 4 Bidder 5 Bidder 6 Bidder 7

10 15

15 5 15 10 100

g. Value of the works currently under contract h. Profit report for the previous year i. Extent of works to be performed by subcontractors

Total

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2..

Financial Evaluation Possible Bidder 1 points Bidder 2 Bidder 3 Bidder 4 Bidder 5 Bidder 6 Bidder 7

Bid Amount (USD)

50

3..

Other Evaluation Possible points Bidder 1 Bidder 2 Bidder 3 Bidder 4 Bidder 5 Bidder 6 Bidder 7

a. Duration to commence works (days) b. Contract duration(Months) c. Past performance d. Community rapport and integrity Subtotal

5 5 5 5 20

Possible Bidder 1 points Total Score 170

Bidder 2

Bidder 3

Bidder 4

Bidder 5

Bidder 6

Bidder 7

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# 1 2 3 4 5 6 7 8 9 10 11 12

Name

Signature

Date

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Bid Committee Recommendation

Having transparently undergone through the full contracting process as per attached documentation, the Bid Committee recommends

Ms__________________________________________________________________________ (Contractor Name) Address_____________________________________________________________________ for the implementation of this project to Pact. As a member of this Bid Committee, I swear that I do not have any financial or family interest in and will not personally or professionally gain from choosing this contractor/company. # 1 2 3 4 5 6 7 8 9 10 11 12 Full Name Signature Date

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