Tenders: 67 notes delay awards

  • 22 General notes on change order requests, renewal and renewal of contracts
  • 17 notes lead to the exclusion of the bid .. and 14 others influence the recommendation to award

Ahmed Maghribi – Ali Ibrahim

The Central Agency for Public Tenders for all government agencies specified the reasons for the exclusion of financial tenders, general observations on award reports and the mechanism for issuing change orders The way to preserve public money and contribute to the support of the state development plans.

In the correspondence issued by the Acting Secretary-General of the Central Agency for Public Tenders, M. Osama Ibrahim Al-Duaij, to government agencies, obtained by Al-Anbaa, the “Tenders” and in order to direct government agencies with respect to the acceleration of the bidding mechanism and the study of the tenders and the final award, has a number of observations that would delay the award, and other general remarks on requests for change orders, renewal and renewal of contracts, and other observations that lead to the exclusion of bids in the bid opening session, a total of approximately 67 notes in those aspects alone.

In detail, the Tender Authority released 22 general remarks on requests for change orders, renewal and renewal of concluded contracts submitted by public authorities, which came as follows:

1- Failure to submit all data, documents and documents required by the Agency within the requests for change orders, renewal and renewal of contracts.

2- Failure to provide a statement of all previous change, extension or renewal orders, if any, in terms of cost, periods and completion figures.

3- Not to study and compare the price categories for the different items mentioned in the concluded contract and those required in the change order in terms of price value and quantity lists on the one hand and technical specifications on the other hand, and to indicate the percentages differences, if any, and their justifications.

4- The delay of the public authorities in responding to the inquiries of the Agency, which would delay in making the necessary decision to respond to the request.

5- Lack of clarity on the nature of the change order, the required extension, the period, the name of the contracting party and the required amount.

6- Failure to verify that the scope of the change order is not covered by the scope of the concluded contract.

7- Failure to indicate the basis for calculating the fair value of the change order, extension or renewal.

8- Failure to provide alternative tender data and procedures when submitting requests for renewal and renewal orders.

9- Failure to attach the minutes of the purchasing committee, including the approval of the request.

10- Failure to indicate the details of the concluded contract, such as the name of the contractor, total amount, period, date of signing, date of commencement, expiration date, percentage of change orders and the period allowed for renewal or renewal of the contract.

11- Failure to indicate the remaining amount of the contract, the amount used of the total contract value and the remaining periods.

12- Failure to indicate the percentage of completion of the concluded contract.

13- Not to attach the schedules of contract quantities required to the change order.

14- The scope of the alternative tender does not correspond to the subject of the extension.

15- Failure to submit requests for change orders, renewal or renewal within a sufficient period before the end of the contractual completion date.

16- Issue of amendment or extension orders before obtaining the approval of the Central Public Tenders Agency and submitting the application for an expired period.

17- Failure to verify that the non-mandatory total is subject to the percentage change orders, whether by increase or decrease, to the quorum of the Central Agency for Public Tenders.

18 – Failure to explain the basis for calculating periods with extension orders.

19- Failure to indicate the availability of financial credit.

20 – Not to calculate depreciation rates in vehicle contracts.

21- Failure to verify the human effort required to fit the remaining work into the implementation oversight contracts.

22- Failure to obtain the consent of the contractor in the event that the percentage of change orders, renewal or renewal stipulated in the concluded contract exceeds.

The general observations on the award recommendation reports submitted by public authorities included 14 observations related to data and documents, to the study of tenders and analytical reports for the study of price categories. These observations were as follows:

1- Failure to submit all data, documents and documents required by the Agency within the award recommendation reports.

2- Do not study all the tenders that have been submitted.

3- Failure to attach an integrated technical report to the outcome of the entity’s study of the tenders and the extent of their fulfillment from the technical and financial aspects.

4- Failure to submit an integrated statement to match the requirements of the tender or practice, and a reference statement for the reasons for exclusion.

5- Failure to submit a financial analysis report, including detailed tables, to compare the price categories of the high and low items in the bidders’ bids, to compare them with the value estimated by the entity and the percentages of indicate differences and the reasons (if any).

6- Failure to verify the ratios and details of calculation errors of the submitted bid.

7- Do not attach the minutes of the purchasing committee meeting, including the approval of the recommendation.

8- Delay in submitting the award recommendation reports for a period exceeding that specified in the bid reference letter issued by the Agency.

9- Failure to follow up on the validity of the initial insurance and to take the necessary measures in this regard before the expiry of its term and to consult the Agency in this regard.

10- Complete the bidders’ data and documents or perform a price balancing before obtaining the Agency’s approval.

11- Not to include the award recommendation letter on the correct total price of the bid after the entity has verified that there are no accounting errors by checking the individual prices and details and applying the above to all items of the tender , when the tender is divisible.

12- Non-compliance with the controls and regulations of the support of local products and owners of small and medium enterprises.

13- Failure to provide and attach documents and minutes of meetings related to the completions with the bidders.

14- Non-compliance by the entity with the controls and criteria for selection and the conditions for the acceptance of the bid in the technical evaluation of tenders or practices presented under the two-envelope system in accordance with the bid documents.

The “Tenders” identified 17 general observations that could lead to the exclusion of the bid in the bid opening session, including those related to the bid envelopes themselves, in addition to notes related to the initial insurance, and others directly related to the bid format. in connection with. , as follows:

1- Do not complete or complete the bid form according to the conditions set out in the tender or practice documents.

2- Failure to stamp or sign the bid form by the authorized signatory at the Agency.

3- Make a change to the amount, either in letters or numbers, without signing and stamping next to the change.

4- Deposit the bid format or price lists and quantity lists in the technical envelope for tenders or practices presented in the two-envelope system (technical and financial).

5- Submit the bid form on the bidder’s papers.

6- The submission of an uncertified check or guarantee letter from a bank not approved in Kuwait.

7- The submission of the amended initial insurance without attaching the original insurance.

8- Submission of the initial insurance addressed to the relevant authority, not the Agency.

9- The submission of the initial insurance within a period of less than 90 days from the date of submission of the bid.

10- Submit the initial insurance amount at a value less than what is required according to the offer announcement.

11- The name of the initial insurance provider does not match the name of the bidder.

12- Failure to deposit the initial deposit in the technical envelope for tenders or practices offered by the two-envelope system.

13- Submit a copy of the initial insurance, not the original.

14- Incorrect numbers or descriptions of items in the initial insurance for indivisible tenders or practices.

15- Failure to deposit the tender documents in the official envelopes designated for it.

16 – To place a mark or a sign on the bid envelopes.

17 – Write the name of the bidder on the outside of the bid envelopes.

The Tenders touched on 14 general remarks on the award recommendation reports, including the failure to study all the advanced tenders, and the failure to provide an integrated technical report on the outcome of the entity’s study of the tenders and the extent of compliance. to attach to it. in technical and financial terms, while the observations came as follows:

1- Failure to submit all data, documents and documents required by the Agency within the award recommendation reports.

2- Do not study all the tenders that have been submitted.

3- Failure to attach an integrated technical report to the outcome of the entity’s study of the tenders and the extent of their fulfillment from the technical and financial aspects.

4- Failure to submit an integrated statement that complies with the requirements of the tender / practice and a reference statement for the reasons for exclusion.

5- Failure to submit a financial analysis report, including detailed tables, to compare the price categories of the high and low items in the bidders’ bids, to compare them with the value estimated by the entity and the percentages of indicate differences and the reasons (if any).

6- Failure to verify the ratios and details of calculation errors of the submitted bid.

7- Do not attach the minutes of the purchasing committee meeting, including the approval of the recommendation.

8- Delay in submitting the award recommendation reports for a period exceeding that specified in the bid reference letter issued by the Agency.

9- Failure to follow up on the validity of the initial insurance and take the necessary measures in this regard before the expiry of its term and to consult the Agency in this regard.

10- Completion of the bidders’ data and documents or perform a price balancing before obtaining the approval of the Agency.

11- Not to include the award letter of recommendation on the correct total price of the bid after the entity has verified that there are no calculation errors by checking the individual prices and details and applying the above to all items of the tender when the tender is indivisible.

12- Non-compliance with the controls and regulations of the support of local products and owners of small and medium enterprises.

13- Failure to provide and attach documents and minutes of meetings related to the completions with the bidders.

14- Non-compliance by the entity with the controls and criteria for selection and the conditions for the acceptance of the bid in the technical evaluation of tenders or practices presented under the two-envelope system in accordance with the bid documents.

Leave a Comment