Bidders/Suppliers should submit the following bidding documents to the contract awarding Committee of Regional Independent Procurement Agency:
- A quotation or proforma Invoice covering the products to be supply
- A letter of Intent stating supplier’s ability to handle the contract
- A letter authorizing and appointing a local company as agent/representative for the tender Process
- Completed copy of the company Application/ registration form
- Proof of payment for the registration fee of $3,350 USD or its equivalent
- Certificate of standard for the product to be supplied (if any)
Quotation of Products: Bidding companies quotations must be on Ex-Works or FOB basis or CIF.
Company Profile/Introduction: Bidders should in writing officially introduce their company for the Tender Procurement Committee to know them comprehensively.
Full Description of Bidding Products and Specification/ Technical acceptable by the Tender Committee: Bidders should provide adequate information about their bidding products (Including lucid photos or drawings where necessary). Bidding Companies are to bid with their standard product specification and best quality. Bidding documents must be drawn up preferably on the Tenderer's headed paper endorsed by the company president/CEO for Authentication purposes and must be addressed to our official Address. Quotations from companies that are experiencing financial flop or non Registering with the Regional Independent Procurement Agency as a non domestic Supplier will be rejected as such company may not utilize government funds for the purpose for which it was meant for. Evidence of company registration: Each Tenderer must provide a documentary evidence of their registration or incorporation as a legal organization in their country of origin. Other relevant documents/Information that may enhance the company's chances.
TENDER DOCUMENT: All companies who wishes to have a copy of the official tender document does so buy purchasing the Tender documents through their local Agent who must be a licensed and accredited Regional Independent Procurement Agency with the sum of (US$:400.00).
COMPANY/TENDER REGISTRATION FEE: All our suppliers/contractors are under statutory legal legal obligation to be registered with this Board as our legal and non residential supplier with the sum of (US$:3,350.00) only. This is payable to the Tender Procurement Board at the time of tender offer submission through the Accredited Agent representing the company in the Bid. Company Tender Registration and Submission Fee is 100% refundable to bidding companies that do not meet nomination status for Contract Award within two days of their formal disqualification from the tender as guarantee by this Authority.
ACCOUNTABILITY AND TRANSPARENCY: In accordance with our internal procurement policy Bidding companies or supplier or Manufactures and Individuals shall note that for purposes of accountability and Transparency the procurement Authority does not receive money directly from the suppliers And contractors, all payment and levies are paid to this office through the accredited Local agent representing the supplier or contractor on the bid, they are mandated to Received it, You are advised to make every correspondence on such payment and levies Receipt available to the Tender committee through the office of the Chairman or Secretary only.
PROVINCIAL PREFERENCE POLICY: Tender evaluation and award of Contract will be done in accordance with the procedures Outlined in the latest Guidelines and Instructions for the Implementation of Provincial Preference Policy and in accordance with the Public Tender Act, 2003 (Act 663), the Provincial Preference Act and associated Regulations.
- Tenders not submitted with the completed copy of the registration form
- Tenders not submitted along with a proof of payment of the registration fee
- Tenders containing additional clauses to the Tender Application/registration form
- Tenders submitted with deviation to the requirement of this Board
NOTE: private contact between the Contracting authority and any Tender Company is Prohibited, salvage and exceptionally in cases where clarification of the tender dossier is Necessary. Should a tender company need any explanation prior to the Bid, such request? Should be called to the attention of the Tender Board through their local Representative/agent and attendant responses will be published by the Tender Board Chairman as a circular.
OPENING OF BIDS: Submitted bids will be opened by the Honorable Tender Committee Board within three working Days of the bid submission. Pre-qualified/nominated companies with realistic quotations and needed product line will be contacted for the verification of their company.
CONTRACT PAYMENT: Successful Company(s) will receive their contract payment in their preferred bank account within Five (5) working days of Contract Agreement Endorsement.
TERMS OF PAYMENT: Please note that the Regional Independent Procurement Agency (RIPA) makes an advance payment (Mobilization fee) of 80% of the contract sum by telegraphic transfer, and/or an irrevocable L/C of 20% to be confirmed by your bank before supply. The remaining 20% of the Contract Amount may also be paid to the Contractor/Supplier by Bank T/T instead of by Letter of Credit in-case opening of such Credits poses any problem to the Supplier. This can be negotiated by the Supplier and the Board. Payment will be made by Buyers designated Bank.