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RHD Operational Procedure – Planning and Maintenance Wing
 
Procurement - Contract Evaluation Division
 
OP/PC/2.2 - Preparation of Tender Documents for GoB Funded Projects
 
Purpose and Scope :

This procedure describes the process for preparation of the tender documents for GoB funded projects prepared mostly by Zones to ensure that they are prepared in a consistent manner and in accordance with RHD Standards and Guidelines.
 
Definitions :

New Contracting Procedure (NCP) – comprises Volumes 1-4 of the approved standard tender documents (Sept.2001 incorporating approved updates / amendments).

Approved updates/amendments – comprises all changes, variations, or other amendments to the NCP that have been formally authorised by the Chief Engineer, RHD, for inclusion in all NCP contracts.

Changes – comprises any modifications, additions or other amendments to the NCP documents required for a particular project, all of which will require approval from CE-RHD.

Contract System Implementation and Monitoring Team (CSIMT) – a standing committee formed by the CE, RHD for overall management of effective implementation of NCP in RHD. Additional Chief Engineer, Planning & Maintenance and the Superintending Engineer, Procurement Circle are the chairman and member-secretary of the committee respectively.
 
Responsibility :

Superintending Engineer – Zone (SE-Zone) – responsible for the preparation of Tender Documents with a contract value greater than Tk 3.0 crore.

Executive Engineer – Zone (EE-Zone) – responsible for the preparation of Tender Documents with a contract value upto Tk 3.0 crore.

Superintending Engineer – Procurement Circle (SE-PC) – as Member-Secretary of Contract System Implementation and Monitoring Team (CSIMT) is responsible for over-viewing and monitoring the overall implementation of NCP. He plays a key role in organising any amendments required to the NCP Documents through approval by the CE, RHD.

Executive Engineer – Documentation & Procurement Division (EE-DPD) – responsible for management/distribution of NCP documents as has been described in OP/PC/3.1 Management of Procurement Documentation.
 
Method :

4.1 ASSESS NEED FOR VARIATIONS TO NCP

The purpose of the NCP is to standardise all contracts to be funded by GoB. To this end it is mandatory that the NCP standard documents (Vols 1 - 4 incorporating such revisions that have been approved by the Chief Engineer, RHD, for inclusion in all contracts) are adopted for all contracts.

In exceptional circumstances variations may be needed to the NCP for a particular project. Should this be the case the SE/EE-Zone responsible for the preparation of the Tender Documents should identify the changes required and prepare a Working Paper outlining the changes required and the reasons for them for processing by SE-PC and subsequent approval by CE, RHD.

4.2 AMENDMENTS TO THE NCP TENDER DOCUMENTS

The format and wording of the various Clauses and Forms given in different Sections of “The Tender” document have been carefully prepared so that they should in their present form be applicable for use on the majority of GOB funded projects without any significant changes. If, however, for a particular project it is considered appropriate to amend or delete some of the existing clauses or forms or to insert new clauses or forms, then the approved 'Procedure for Amendments to the Tender Documents" is to be strictly followed. This 'Procedure for Amendments' was circulated through CE, RHD's office order no. Tender1/02-310-CE, date 22-05-2003. Under any circumstances, a tender, which includes changes/amendments to the approved tender documentation, which have not been approved in accordance with the above-mentioned approved procedure, is not permitted to be floated.

4.3 PREPARATION OF TENDER DOCUMENTS

An updated version of Volume 1 of 4 – The Tender – in ‘Word’ format on a floppy disc was issued by the EE-DPD under SE-PC to each Executive Engineer of a road division. This document - Volume 1 of 4 – The Tender – September 2001 included the updated amendments as well as a Bengali translation of the document. The Bengali translation should be attached with the formal English language tender document and only the English language document should be filled in by RHD staff and subsequently completed by the contractor for his submission of The Tender document. No data entries should be made in the Bengali document, which will be used for guidance only.

All Executive Engineers are required to down load the updated version of "The Tender" document onto the hard drive of their office computers to use this document to produce the scheme specific tender documents under the new contract system. The Executive engineers are also required to update their soft copy of "The Tender" in accordance with the amendments made to the documents by the CE, RHD from time to time and circulated through relevant office orders.

Subject to the approval of CE-RHD to any amendments to the NCP documents, the SE/EE –Zone will prepare the Tender Documents for the relevant project incorporating completed project-specific drawings and corresponding Bills of Quantities.

4.4 APPROVAL OF TENDER DOCUMENTS

Any officer who is authorised to call tenders is, in principle, also authorised to approve the document after being satisfied with its worthiness and correctness prior to calling of the tenders. He should however ensure timely circulation and the receipt of the tender documents among the specified offices including the office of the Superintending Officer well ahead of the date of submission of the tenders. This will facilitate to point out any major discrepancy or inconsistency in the documents and to take necessary corrective measures in time.

4.5 ARCHIVE TENDER DOCUMENTS

For all contracts a copy of the tender documents used for the calling of tenders should be forwarded to EE/ DPD for archiving.
 
References :

RHD Standard Tendering Procedures (STP) Volumes 1 - 4
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

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