Tendering For Transportation Services: Procedures And Criteria For Proposal Evaluation

Technical Proposal Submission

The tenders are invited to hand over their Financial and Technical Proposal for transportation services needed. The submission of a technical report may be done in case the client has intentions to apply standard conditions of engagement and scales of fees for professional services.

The price to be charged for tender document shall not exceed 5000/=

The tenderer will not be allowed to review the tender document free of charge before making the purchase.

Please note that the cost involves in preparation of the proposal and negotiating the contract is not recognized as a direct cost of the assignment.

1. Clarification and Amendments to RFP Document
   • Any request by the tenderers concerning RFP documents should take place 7 days before the proposed date of submission. The clarification request should be sent in the writing paper mail, facsimile, electronic mail, and telex.

1. Preparation of technical Proposal

The proposal of the tenderers shall be written in English.

Examination of the documents constituting this RFP in detail during the preparation of the Technical Proposal (Rees, 2012, p. 45).

During preparation of the technical proposal, the tenderers must give attention to the following;

1. If the firm considers that it does not have all the expertise for the assignment
2. Alternative professional staff shall not be proposed and only one Curriculum Vitae may be submitted for each position(Moelmann, 2009, p. 178)

The Technical Proposal shall provide the following information using the attached standard form

1. A brief description of the firm organization and an outline of the recent experience of assignment of a similar nature.
2. A description of the methodology and work plan for performing the assignment.

• The list of a proposed staff team

1. CVs recently signed by the proposed professional staff and authorized representatives submitting the proposal.
2. Estimates of the total staff inputs

 The Technical Proposal shall not include any financial information

During the preparation of the technical proposal, the tenderers shall express the prices of their services in figures, commissions, and gratuities to be paid if there is any. The proposal must remain valid for 60 days after the submission date.

1. Submission, Receipt, and Opening of Proposals

The tenderers to prepare the number of copies of the proposal as indicated.

The original and all copies of Technical Proposal shall be placed in a sealed envelope labeled TECHNICAL PROPOSAL (Seyeres, 2009, p. 321)

The completed financial and technical proposal must be delivered to the address given above on or before the submission date and LATE submission of a proposal will not be accepted and it will be returned to the owner.

The evaluators shall have no access on to the financial proposal until the conclusion of technical evaluation (Uher, 2009, p. 96).

The following criteria will be used during the evaluation of the proposals by the appointed committee.

	POINTS
Specific experience of the tenderer related to the assignment	20
Adequacy of the proposed work plan and methodology in responding to the terms of reference.	30
Qualifications and competence of the key staff for the assignment	30
Sustainability to the transfer of Technology program	20
Total Points	100

 Public opening and evaluation of Financial Proposal

The clients selected by the tenderer will notify the tenderer in case the proposal did not meet the required marks after carrying out technical proposal evaluation. Their financial process will also be returned to them immediately after completion of the selection process thereafter, the remaining tenderers will be invited to attend the opening of the financial proposals.

The financial proposals shall be opened in the presence of all the representatives representing the tenderers. The prices and the name of every tenderer will be announced loudly when the financial proposal is opened.

Evaluation Criteria for Proposal

The finance committee will assist in determining whether the financial proposals are complete.

The formula for determining the financial score will be Sf= 100X^FM/f whereof is the financial score; F is the proposal price.

The evaluation of the tender will be done within 21 days commencing from the date of opening the tender.

The variations of the contract price shall not be allowed for the contracts not exceeding 12 months or one year.

The processing of price variations will be done by procuring entity within 30 days.

1. • The negotiation will entail discussing the technical proposal, work plan or proposed methodology and any suggestions.
   • The negotiation will also include the contract draft form.

For the purpose of the negotiation, a team will be appointed by the procuring entity.

The awarding of the contract will be done based on the negotiation. The tenderer who won the contract will be shortlisted while those who will not qualify, their financial proposal will be returned to them.

The tenderer selected is expected to commence the assignment on the date and location specified in the document

The parties involved in the contract shall have it signed within 30 days from the date of notification of the contract award (Kiiver, 2014, p. 19).

Cost	Currency	Amount
Subtotal Taxes Total Amount of Financial Proposal		………………………….. …………………………… …………………………..

The agreement made on …………………………………. (day/month and year) between……………………………. (the client name) whose registered office is situated at ……………………………… (a place where the office is located).

Whereas

1. The client has requested for the provision of transportation services during mining
2. The client has demonstrated professional skills that are capable to offer the services needed.

Therefore, the parties agree as follows

• The following attached documents shall form an integral part of this contract;

1. The general condition of the contract
2. The specific condition of the contract

• The mutual rights and obligations of the Client and tenderer shall be set forth in the contract.

1. The tenderer shall carry out the services in accordance with the provision of the contract.
2. The payment shall be made to the contractor in accordance with the provision of the contract.

 In WITNESS WHEREOF, the parties have made this contract in their respective names as follows;

For and behalf of………………………………………………………………. (client name)

(full name of client representative) ………………………………………………….

(title)……………………………………………………………………………………….

Signature…………………………………………………………………………….

Date…………………………………………………………………………………………….

For and behalf of……………………………………………………………. (contractors name)

(Full name of contractor’s representative) ………………………………………….

(title)…………………………………………………………………………………………………

Signature……………………………………………………………………………………………

Date…………………………………………………………………………………………………. 

1. GENERAL CONDITIONS OF CONTRACT

Laws Governing the contract- This contract is the meaning and interpretation and the relationship between the parties and shall be governed by the Laws of Australia.

Language-The execution of the contract has been done in the English language which shall be the binding language for all matters relating to the meaning and interpretation of the contract.

Services-All the services needed shall be performed at the location specified at the beginning of the document (Kelvin, 2008, p. 56).

Authorized Representatives- Any action needed to be taken will be executed by the officials specified in the document.

Taxes and Duties- All the contractors and subcontractors shall pay their fees, taxes, and duties under the law of Australia (Greg, 2008, p. 21).

1. COMMENCEMENT, COMPLETION, MODIFICATION, AND TERMINATION OF CONTRACT

Commencement of services- the contractor will start carrying out services 30 days after the contract becomes effective.

Expiration of the contract- The termination of the contract shall take place at the end of time period, after the effective date as specified in SC.

Public Opening and Evaluation of Financial Proposal

No Breach- The failure of a party to fulfill any of its duties under the contract shall be considered to be a breach.

Payment-During the period of his inability to perform the services, the contractor shall be entitled to continue to be paid.

Termination of the contract-The client shall terminate this contract by not less than 30 days’ written notice of termination to the contractor (Downings, 2011, p. 78).

1. OBLIGATIONS OF THE CONTRACTOR

General- The contractor will carry out his duties in accordance with the SC

Prohibition of conflicting activities- The contractor shall not engage in activities conflicting to the work assigned to them.

Confidentiality-Both the parties shall not disclose any credentials information in the term of the contract and after the expiry of the contract for 2 years.

1. OBLIGATIONS OF THE CLIENT

Assistance- The client shall use his best effort to make sure he renders assistance to the contractor in case he is needed.

Services and facilities—All the services and facilities shall be made available to the contractor (Brook, 2016, p. 120).

1. PAYMENT TO THE CONTRACTOR

Lamp-Sum Remuneration- The total remuneration shall not exceed the contract price

Contract price- The price payable to local or foreign currency is set forth in the SC

Terms and Conditions of Payment-The payment will be made to the contractor’s account and the remaining payment will be made after attaining all the conditions listed in SC.

Interest on Delayed Payment-Payment shall be made within 30 days of receipt of the invoice and relevant documents and in case of delays then the contractor shall be paid simple interest for each day of delay at a rate of three percentage points (Ayeni, 2011, p. 32).

1. SETTLEMENT OF DISPUTES

Amicable Settlement- The parties shall use their best effort to settle the arising disputes amicably or in connection with contractor its interpretation  

Dispute Settlement-In case of any arising dispute which cannot be settled amicably within thirty days after receipt of one party of the other party request then for such amicable settlement maybe by either party or to the arbitration and final decision of a person to agree between the parties (Atkin, 2014, p. 34).

References

Atkin, B. (2014). Total Facilities Management. Ridders digest.

Ayeni, O. (2011). Principles of Tendering and Estimating. Hauffe Gruppe.

Brandt, T. (2007). Tendering. Wiley.

Brook, M. (2016). Estimating and Tendering for Construction. Adventure Works Press.

Collins, S. (2008). Effect of Competitive Tendering on Value in Construction. Grupo Planeta.

Downings, M. (2011). Winning Government Tenders. Gakken.

Greg, B. (2008). Construction Tendering and Estimating. Adventure Works Press.

Kelvin, C. (2008). Tendering for Civil Engineering Contracts. HarperCollins.

Kiiver, P. (2014). The Practice of Public Procurement. Cambridge University Press.

Lewis, H. (2012). Bids, Tenders and Proposals. Scholastic.

Marsh, P. (2008). The Art of Tendering. Sanoma.

Moelmann, L. (2009). The law of Performance Bonds. McGraw-Hill education.

Rees, G. (2012). Code of stimating Practice. Hachette Livre.

Sayers, P. (2012). Managing Sports and leisure Facilities. Informa.

Seyeres, P. (2009). Competitive Tendering. China Publishing Company.

Uher, T. (2009). Fundamentals of Building Contract Management. Simon & Schuster.