bid & proposal guidelines-toc & outline.pdf

8/14/2019 Bid & Proposal Guidelines-TOC & Outline.pdf

1/14

BID AND PROPOSAL GUIDELINES

CONFIDENTIAL Page 1 of 124 2010-07-09-18


2/14



Table of Contents1 Purpose and Scope 102 Authorities 102.1 Statutory Authority 102.2 Federal Government Regulations, Standards, and Other Guidance 102.3 Related DCT Policies and Procedures 103 Effective Date 104 Guidelines 101 Part 1. Conduct and Administration of Procurement 111.1 Section 1.A. Program Procurement Guidelines: Procurement ofGoods, Works, and Non-Consultant Services111.1.1I. Introduction 111.1.1.1 Applicability of Section 1.A of these Guidelines 111.1.1.2 General Considerations 111.1.1.3 Conflict of Interest 121.1.1.4 Eligibility 121.1.1.5 Advance Contracting and Retroactive Financing131.1.1.6 Joint Ventures 141.1.1.7 DCT Review 141.1.1.8 Misprocurement 141.1.1.9 References to DCT 141.1.1.10 Fraud and Corruption 151.1.1.11 Price-Reasonableness Analysis 161.1.2II. Competitive Bidding 161.1.2.1 A. General 161.1.2.1.1

Introduction 16

1.1.2.1.2 Type and Size of Contracts 161.1.2.1.3 Two-Stage Bidding 171.1.2.1.4 Notification and Advertising 171.1.2.1.5 Pre-qualification of Bidders 181.1.2.2 B. Bidding Documents 191.1.2.2.1 General 191.1.2.2.2 Validity of Bids and Bid Security 191.1.2.2.3 Language 201.1.2.2.4 Clarity of Bidding Documents 201.1.2.2.5 Standards and Technical Specification 211.1.2.2.6 Use of Brand Names 211.1.2.2.7 Over-Specification 211.1.2.2.7.1 Definition 211.1.2.2.7.2 Procedures for Verifying Proper Specification 211.1.2.2.7.3 Consequences of Over-Specification 221.1.2.2.8 Pricing 221.1.2.2.9 Price Adjustment 221.1.2.2.10 Transportation and Insurance 231.1.2.2.11 Allowable Currencies for Bids 231.1.2.2.12 Currency Conversion for Bid Comparison 231.1.2.2.13 Allowable Currencies for Contract Denomination andPayment 24


3/14



1.1.2.2.14 Terms and Methods of Payment 241.1.2.2.15 Advance Payments 241.1.2.2.16 Advance Payment Security Guarantees 251.1.2.2.17 Progress Payments 251.1.2.2.18 Final payment 261.1.2.2.19

Performance Guarantees 26

1.1.2.2.20 Interest on Late Payments 261.1.2.2.21 Alternative Bids 261.1.2.2.22 Performance Security 261.1.2.2.23 Liquidated Damages and Bonus Clauses 271.1.2.2.24 Force Majeure 271.1.2.2.25 Applicable Law and Settlement of Disputes 271.1.2.3 C. Bid Opening, Evaluation, and Award of Contract 271.1.2.3.1 Time for Preparation of Bids 271.1.2.3.2 Bid Opening Procedures 271.1.2.3.3 Clarifications or Alterations of Bids 281.1.2.3.4 Confidentiality 281.1.2.3.5 Examination of Bids 281.1.2.3.6 Evaluation and Comparison of Bids 281.1.2.3.7 Domestic Preferences 291.1.2.3.8 Extension of Validity of Bids 291.1.2.3.9 Post-qualification of Bidders 301.1.2.3.10 Award of Contract 301.1.2.3.11 Publication of the Award of Contract 301.1.2.3.12 Rejection of All Bids 301.1.2.3.13 Debriefing 311.1.2.4

D. Modified Competitive Bidding 31

1.1.2.4.1 Procurement of Commodities 311.1.3III. Other Methods of Procurement 321.1.3.1 General 321.1.3.2 Limited Bidding 321.1.3.3 National Competitive Bidding 321.1.3.4 Shopping 321.1.3.5 Direct Contracting 321.1.3.6 Force Account 331.1.3.7 Procurement Agents and Fiscal Agents 331.1.3.8 Inspection Agents 341.1.3.9 Procurement under BOO/BOT/BOOT, Concessions and SimilarPrivate Sector Arrangements 341.1.3.10 Performance Based Procurement / Output Based Procurement 341.2 Section 1.B. Program Procurement Guidelines: Procurement ofConsultants and Consultant Services 351.2.1I. Introduction 351.2.1.1 Purpose 351.2.1.2 General Considerations 361.2.1.3 Applicability of Section 1.B of these Guidelines 361.2.1.4 Conflict of Interest 361.2.1.5

Unfair Competitive Advantage 37

1.2.1.6 Eligibility 38


4/14



1.2.1.7 Advance Contracting and Retroactive Financing 381.2.1.8 Associations between Consultants 391.2.1.9 DCT Review, Assistance, and Monitoring 391.2.1.10 Misprocurement 391.2.1.11 References to DCT 401.2.1.12 Training or Transfer of Knowledge 401.2.1.13 Language 401.2.1.14 Fraud and Corruption 411.2.1.15 Price-Reasonableness Analysis 421.2.2II. Quality and Cost Based Selection 431.2.2.1 The Selection Process 431.2.2.2 Terms of Reference 431.2.2.3 Budget 431.2.2.4 Advertising 431.2.2.5 Short List of Consultants 441.2.2.6 Preparation and Issuance of the Request for Proposals 441.2.2.7 Receipt of Proposals 451.2.2.8 Evaluation of Proposals: Consideration of Technical Quality andCost 451.2.2.9 Evaluation of Financial Proposals 451.2.2.10 Combined Technical Quality and Price Evaluation 461.2.2.11 Negotiations and Award of Contract 461.2.2.12 Publication of the Award of Contract 471.2.2.13 Debriefing 471.2.2.14 Rejection of All Proposals, and Re-invitation 481.2.2.15 Confidentiality 481.2.3

III. Other Methods of Selection 48

1.2.3.1 General 481.2.3.2 Quality Based Selection 481.2.3.3 Selection under a Fixed Budget 491.2.3.4 Least-Cost Selection 491.2.3.5 Selection Based on the Consultants Qualifications 501.2.3.6 Individual Consultants 501.2.3.7 Sole Source Selection 511.2.4IV. Types of Contracts and Important Provisions 511.2.4.1 Types of Contracts 511.2.4.1.1 Fixed-Price Contract 511.2.4.1.2 Time-Based Contract 521.2.4.1.3 Reimbursable-Cost Contracts 521.2.4.1.4 Percentage Contract 521.2.4.1.5 Indefinite Delivery and Indefinite Quantity Contract 521.2.4.1.6 Requirements and Blanket Purchase Agreements Contracts 531.2.4.2 Allowable Currencies for Proposals 531.2.4.3 Currency Conversion for Proposal Comparison 531.2.4.4 Allowable Currencies for Contract Denomination and Payment 531.2.4.5 Terms and Methods of Payment 531.2.4.5.1

Advance Payments 54

1.2.4.5.2 Advance Payment Security Guarantees 54


5/14



1.2.4.5.3 Progress Payments 541.2.4.5.4 Final Payment 551.2.4.6 Performance Guarantees 551.2.4.7 Interest on Late Payments 551.2.4.8 Staff Substitutions 551.2.4.9 Professional Liability 551.2.4.10 Applicable Law and Settlement of Disputes 552 Part 2. Procurement Planning, Implementation, and Reporting 562.1 P2.1 Procurement Plan 562.1.1Purpose 562.1.2Requirements and Approvals 562.1.3Period Covered 562.1.4Contents and Organization 562.1.5Direct Contracting/Sole Source Procurement 562.1.6Amendment 572.2 P2.2 Procurement Implementation Plan 572.2.1Purpose and Requirement: 572.2.2Contents and Organization 572.2.3PIP Checklist 582.3 P2.3 Procurement Performance Report 592.3.1Purpose 592.3.2Submission Requirements 592.4 P2.4 Contractor Past Performance Reporting System (CPPRS) 592.4.1Policy 592.4.2Applicability 593 Part 3. Standard Bidding Documents 614 Part 4. Review and Approval Requirements 625 Part 5. Bid Challenge System 635.1 P5.1 Introduction 635.2 P5.2 Bid Challenge System 635.3 P5.3 First Level of Review by the DCA Entity 635.3.1Checklist for Necessary Elements of BCS Review Process by DCAEntity 635.3.2Language 645.3.3Filing Eligibility, Deadline, and Fees 645.3.4Content of Bid Challenge 645.3.5

Suspension of Procurement 64

5.3.6Issues Subject to Review 645.3.7Written Decision, Deadline, and Remedies 645.4 P5.4 Appeal Process 655.4.1Checklist for Necessary Elements of BCS Appeal Process 655.4.1.1 Independent Appeal Body655.5 P5.5 Report to DCT 655.6 P5.6 Interim Bid Challenge System 665.6.1Bid Challenges 665.6.2Appeals 666 Part 6. Subcontracting 677 Part 7. Amendments and Waivers 687.1 7.1 Amendments 68


6/14



7.2 7.2 Waivers 688 Part 8. Publication of DCT Program Procurement Guidelines andAdditional Information 708.1 Publication by DCA Entity 708.2 Additional Information 709 Part 9. Language 719.1 Official Language 719.2 Advertising Documents Solicitation, Procurement and ContractDocuments 719.3 Procurement Records and Reports 719.4 Waivers 7110 Part 10. Eligibility Verification Procedures 7210.1 P10.1 Introduction 7210.2 P10.2 Eligibility Verification Procedures 7210.2.1Partial Eligibility Verification7210.2.2P10.2Full Eligibility Verification 7210.2.3Periodic Eligibility Verification 7310.2.4 Documentation of Eligibility Verification 7311 Part 11. Choice of Contract Types 7512 Part 12. Property Leasing 7713 Part 13. Records and Post Review 7813.1 Procurement Records 7813.2 Post Review 781 Attachment 1. Approval Requirements 791.1 Schedule A 5678 791.2 Schedule B - Programs/Compacts in Oversight 123456 862 Attachment 2. Glossary of Terms 933 Attachment 3. Director of Procurement Model Position Description 963.1 Major Responsibilities and Duties 963.2 Required Qualifications and Experience 964 Attachment 4. Eligibility Verification Template 985 Attachment 5. Sample Technical Evaluation Panel ConfidentialityAgreement 996 Attachment 6. Sample Procurement Plan and Amendment Form 1017 Attachment 7. Guidance on Writing and Reviewing Terms ofReference 1037.1 Purpose and Function of the Terms of Reference 1037.2 State the objective or purpose of the procurement: 1037.3 Provide a clear description of the background and context: 1037.4 Clearly describe deliverables and required resources: 1047.5 Special guidance for procurement of Monitoring and Evaluationservices: 1047.6 Editing: 1048 Attachment 8. Sample General Procurement Notice 1059 Attachment 9. Sample Specific Procurement Notice (SPN) 10710 Attachment 10. Sample DCT Program Procurement Guidelines WaiverRequest Form 10811 Attachment 11. Guidance on the Price-Reasonableness Analysis 109


7/14



11.1 Responsibility and Documentation 10911.2 Definition and Purpose 10911.3 Methods for Conducting a Price-Reasonableness Analysis 10912 Attachment 12. Financial Eligibility Criteria for Pre and PostQualification of Large Works Contractors 11112.1 Introduction 11112.1.1CFMA Annual Survey 11212.1.2Overview of current financial eligibility Criteria ranges 11212.1.2.1 Liquidity: Current Ratio and Cash Flow Requirements 11212.1.2.2 Cash Flow Requirement 11312.1.2.3 Access to Capital: Debt-Equity Ratio 11412.1.2.4 Average Annual Construction Turnover 11512.1.2.5 Value of Comparable Contracts 11512.1.2.6 Additional Financial Criteria 11512.1.2.6.1 Times Interest Earned 11512.1.2.6.2 Backlog to Working Capital 11612.1.2.6.3 Quick Ratio 11712.1.2.6.4 Backlog Months 11812.1.2.7 Notes 11913 Attachment 13. Contract File Index Sample 12014 Attachment 14. Bid Review and Technical Evaluation Panels 12214.1 Technical Members 12214.2 Auxiliary Member 12214.3 Observers 12214.4 Approval of Panel Members 12314.5 Confidentiality 12314.6 Conflict of Interest of Panel Members 12314.7 Payments to Panel Members 12314.8 Bid Review or Technical Evaluation 12414.9 Bid Review or Technical Evaluation Report 124

1 Purpose and ScopeThe principles, rules, and procedures set out in these Program Procurement

Guidelines (Guidelines) shall govern the conduct and administration by the

DCA Entity or other entity( excluding DCT) of the procurement of the goods,

works, consultant, and non-consultant services that need to be acquired to

implement the projects funded by DCT (Project or Projects) under DigitalCity Tender Compacts and grant and implementation agreements entered into

pursuant to Section 609(g) of the Digital City Tender Act unless the Digital

City Tender Corporation (DCT) specifically agrees to the application of

alternative procurement procedures.1These guidelines do not apply to DCT

threshold programs funded pursuant to Section 616 of such Act.

2 Authorities2.1 Statutory Authority

Section 609(b)(1)(I) of the Digital City Tender Act of 2003, as

amended (P.L. No. 108-199, codified at 22 U.S. C. 7701, et seq.)

2.2 Federal Government Regulations, Standards, andOther Guidance


8/14



Not applicable

2.3 Related DCT Policies and Proceduresa. Guidance on Reporting and Considering Past Performance by

Contractors in DCA Entity Program Procurements

b. Cost Principles for Cost-Reimbursement Contracts under DCT-

Financed Grants

c. Cost Principles for Government Affiliates Involved in DCT CompactImplementation

d. Policy on Preventing, Detecting, and Remediating Fraud and

Corruption in DCT Operations

e. Guidelines for Accountable Entities and Implementation Structures1 The DCT Program Procurement Guidelines are based on Guidelines: Procurement Under IBRD Loans

and IDA Credits May 2004, revised October

2006 and Guidelines: Selection and Employment of Consultants by World Bank Borrowers, May 2004,

revised October 2006. 2004 by the International

Bank for Reconstruction and Development/The World Bank. All rights reserved. For further information,

please visit http://www.worldbank.org.

3 Effective Date

These guidelines shall become effective on the date approved and shallsupersede all previous versions.

4 Guidelines1 Part 1. Conduct and Administration ofProcurement

1.1 Section 1.A. Program Procurement Guidelines:Procurement of Goods, Works, and Non-ConsultantServices

1.1.1 I. Introduction!"!"!"! #$$%&'()&%&*+ -. /0'*&-1 !"# -. *2030

Guidelines1.1.1.2 40105(% 6-13&705(*&-13

1.1.1.3 6-1.%&'* -. 81*0503*

1.1.1.4 9%&:&)&%&*+

1.1.1.5 #7;(1'0 6-1*5('*&1: (17 -&1* ?01*@503

1.1.1.7 A6B &?0$#)7)";

1.1.2.1.5 @$0:A'2B)5)(2#)%" %5


9/14



*+*+,+,+8 E2";'2;0

*+*+,+,+F 6B2$)#. %5 &?2"(0 @2.H0"#7

1.1.2.2.16>&?2"(0 @2.H0"# 30('$)#. C'2$2"#007

1.1.2.2.17@$%;$077 @2.H0"#7

1.1.2.2.18Q)"2B /2.H0"#

1.1.2.2.19@0$5%$H2"(0 C'2$2"#007

*+*+,+,+,R !"#0$07# %" E2#0 @2.H0"#7

*+*+,+,+,*>B#0$"2#)?0


10/14



!"!"N"! 40105(%

!"!"N"J O&F&*07 K&77&1:

1.1.3.3 P(*&-1(% 6-F$0*&*&;0 K&77&1:

!"!"N"Q /2-$$&1:

!"!"N"R A&50'* 6-1*5('*&1:

!"!"N"S

=-5'0 #''-@1*1.1.3.7 H5-'@50F01* #:01*3 (17 =&3'(% #:01*3

1.1.3.8 813$0'*&-1 #:01*3

!"!"N"T H5-'@50F01* @1705 KLLUKLBUKLLBM

6-1'033&-13 (17 /&F&%(5 H5&;(*0 /0'*-5 #55(1:0F01*3

1.1.3.10 H05.-5F(1'0 K(307 H5-'@50F01* U L@*$@*

K(307 H5-'@50F01*

1.2 Section 1.B. Program Procurement Guidelines:Procurement of Consultants and Consultant Services

1.2.1 I. Introduction1.2.1.1 H@5$-30

1.2.1.2 40105(% 6-13&705(*&-13

1.2.1.3 #$$%&'()&%&*+ -. /0'*&-1 !"K -. *2030 4@&70%&103

1.2.1.4 6-1.%&'* -. 81*0503*

!"J"!"R V1.(&5 6-F$0*&*&;0 #7;(1*(:0

1.2.1.6 9%&:&)&%&*+

1.2.1.7 #7;(1'0 6-1*5('*&1: (17


11/14



1.2.2.14 ;$00H0"#7 6%"#$2(#7

1.2.4.2 #%%-C()%0 6@5501'&03 .-5 H5-$-3(%3

1.2.4.3 6@5501'+ 6-1;053&-1 .-5 H5-$-3(% 6-F$(5&3-1

1.2.4.4 #%%-C()%0 6@5501'&03 .-5 6-1*5('*

A01-F&1(*&-1 (17 H(+F01*

1.2.4.5 B05F3 (17 E0*2-73 -. H(+F01*

1.2.4.5.1 >&?2"(0 @2.H0"#7

1.2.4.5.2 >&?2"(0 @2.H0"# 30('$)#. C'2$2"#007

1.2.4.5.3 @$%;$077 @2.H0"#7

1.2.4.5.4 Q)"2B @2.H0"#

1.2.4.6 H05.-5F(1'0 4@(5(1*003

1.2.4.7 81*0503* -1 O(*0 H(+F01*3

1.2.4.8 /*(.. /@)3*&*@*&-13

1.2.4.9 H5-.033&-1(% O&()&%&*+

1.2.4.10 #$$%&'()%0 O(C (17 /0**%0F01* -. A&3$@*03

2 Part 2. Procurement Planning, Implementation,and Reporting

2.1 P2.1 Procurement Plan2.1.1 Purpose

2.1.2 Requirements and Approvals2.1.3 Period Covered2.1.4 Contents and Organization

2.1.5 Direct Contracting/Sole Source Procurement2.1.6 Amendment

2.2 P2.2 Procurement Implementation Plan2.2.1 Purpose and Requirement:


12/14



2.2.2 Contents and Organization2.2.3 PIP Checklist

2.3 P2.3 Procurement Performance Report2.3.1 Purpose2.3.2 Submission Requirements

2.4 P2.4 Contractor Past Performance ReportingSystem (CPPRS)

2.4.1 Policy

2.4.2 Applicability

3 Part 3. Standard Bidding Documents

4 Part 4. Review and Approval Requirements5 Part 5. Bid Challenge System

5.1 P5.1 Introduction5.2 P5.2 Bid Challenge System

5.3 P5.3 First Level of Review by the DCA Entity5.3.1 Checklist for Necessary Elements of BCSReview Process by DCA Entity5.3.2 Language5.3.3 Filing Eligibility, Deadline, and Fees

5.3.4 Content of Bid Challenge5.3.5 Suspension of Procurement5.3.6 Issues Subject to Review

5.3.7 Written Decision, Deadline, and Remedies

5.4 P5.4 Appeal Process5.4.1 Checklist for Necessary Elements of BCS

Appeal Process5.4.1.1 8170$01701* #$$0(% K-7+

5.5 P5.5 Report to DCT

5.6 P5.6 Interim Bid Challenge System5.6.1 Bid Challenges

5.6.2 Appeals

6 Part 6. Subcontracting7 Part 7. Amendments and Waivers

7.1 7.1 Amendments

7.2 7.2 Waivers

8 Part 8. Publication of DCT Program ProcurementGuidelines and Additional Information

8.1 Publication by DCA Entity

8.2 Additional Information

9 Part 9. Language9.1 Official Language

9.2 Advertising Documents Solicitation,Procurement and Contract Documents9.3 Procurement Records and Reports9.4 Waivers


13/14



10 Part 10. Eligibility Verification Procedures10.1 P10.1 Introduction

10.2 P10.2 Eligibility Verification Procedures10.2.1 Partial Eligibility Verification10.2.2

P10.2Full Eligibility Verification

10.2.3 Periodic Eligibility Verification10.2.4 Documentation of Eligibility Verification

11Part 11. Choice of Contract Types

12Part 12. Property Leasing13 Part 13. Records and Post Review

13.1 Procurement Records

13.2 Post Review

1 Attachment 1. Approval Requirements1.1

Schedule A 5678

1.2 Schedule B - Programs/Compacts in Oversight123456

2 Attachment 2. Glossary of Terms3 Attachment 3. Director of Procurement ModelPosition Description

3.1 Major Responsibilities and Duties

3.2 Required Qualifications and Experience

4 Attachment 4. Eligibility Verification Template

5 Attachment 5. Sample Technical Evaluation PanelConfidentiality Agreement

6 Attachment 6. Sample Procurement Plan andAmendment Form7 Attachment 7. Guidance on Writing andReviewing Terms of Reference

7.1 Purpose and Function of the Terms of Reference

7.2 State the objective or purpose of theprocurement:

7.3 Provide a clear description of the backgroundand context:7.4 Clearly describe deliverables and requiredresources:7.5 Special guidance for procurement of Monitoringand Evaluation services:7.6 Editing:

8 Attachment 8. Sample General ProcurementNotice

9 Attachment 9. Sample Specific ProcurementNotice (SPN)


14/14



10 Attachment 10. Sample DCT ProgramProcurement Guidelines Waiver Request Form

11Attachment 11. Guidance on the Price-Reasonableness Analysis

11.1 Responsibility and Documentation

11.2 Definition and Purpose11.3 Methods for Conducting a Price-ReasonablenessAnalysis

12Attachment 12. Financial Eligibility Criteria forPre and Post Qualification of Large WorksContractors

12.1 Introduction12.1.1 CFMA Annual Survey

12.1.2 Overview of current financial eligibility Criteriaranges

12.1.2.1 O&X@&7&*+Z 6@5501*