STANDARD TENDER EVALUATION REPORT FORMAT

FOR
PROCUREMENT OF WORKS
(MAJOR CONTRACTS)

Tender Reference: ………………….

Issue Date: Day/Month/Year

Name of Entity

December, 2019
 Table of Contents
Section I. Procedures Leading to Evaluation of Tenders

Section II. Evaluation of Tenders and Recommendation for Award

Section III. Tables of Evaluation

1. Project Identification
2. Tender Process
3. Tender Submission and Opening
4. Record of Tender Prices (as Read Out at Opening)
5A Preliminary Examination of Tenders
5B Completeness of Tender Documents
5C Eligibility Assessment
6A Technical Compliance Summary
6B.1 Environmental and Social
6B.2 Health and Safety
6C1 (a) Work Method
6C1 (b) Work Schedule
6C.2 Cash flow
6D.1 Equipment
6D.2 Key Personnel
7. Submitted and Corrected Tender Prices and Errors
8. Evaluated Tender Prices
9 Verification of Market Reasonableness of Tender Prices
10C Similar Contracts awarded by Employer
10D Similar Contracts executed Employer
11A Qualification Assessment Summary
11B.1 Historical Financial Performance
11B.2 Annual Construction Turnover
11B.3 Financial Resources
11C.1 General Construction Experience
11C.2 Similar Construction Experience
11C.3 Specific Construction Experience

Section IV. Annexes

Annex 1 Copy of Letter of Invitation for Tenders

Annex 2 Copy of Minutes of Pre-Tender Meeting &
Clarification Questions and Answers
Annex 3 Records of Tender Prices
Annex 4 Register of Tender Opening Panel
Annex 5 Register of Contractors’ Representatives
Annex 6 Minutes of Tender Opening
Annex 7 Tender Submission Form
Annex 8 Copy of Letter establishing TEP

Attachment 1: Past Performance Database Check

Attachment 2: Letters of Concurrence of Arithmetic Errors & Tenderers’ Responses
Attachment 3: Letters for Rate Breakdown and Tenderer’s Responses

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 Section I. Procedure Leading to Evaluation of Tenders

1.1 Introduction 1.1.1

1.1.2 The Government acting through the [insert relevant agency] intends to
apply a portion of the proceeds of [insert source of Funding] Funding to
eligible payments under the Contract for [insert Contract info].
Project Identification is provided in Table 1.
1.2 The Selection 1.2.1 The Employer issued a General Procurement Notice on [insert relevant
Process media] advertising this object of procurement and advised all interested
parties on [insert date].
Data on the Tender Process is provided in Table 2.
1.2.2 Invitation for Tenders (IFT) was issued on the PPA website
(http://www.ppaghana.org ) on [insert date]. This was followed by a
local advertisement in the [insert relevant print media] on [insert date].
Tenderers were informed in all the above advertisements that the Tender
Documents would be available for collection from [insert address], and
inviting them to submit sealed Tenders on or before [insert date and
time].
A Copy of the Invitation For Tenders is provided as Annex 1.
1.3 Amendments to the 1.3.1 There were [insert number] amendments to the Tender Documents.
Tender Documents [indicate whether or not any amendments were made]
1.3.2 The Tender Documents were amended on [insert date]
1.4 Pre-Tender 1.4.1 The Tender Documents indicated that a Pre-Tender Meeting (PTM) would
Meeting be held on [insert date], commencing at [insert time], in the [insert
location].

1.4.2 The PTM was held at [insert time] on [insert date]. [insert number]
Persons participated, during which questions were asked by prospective
Tenderers and clarifications given by the Employer.
Site visit was undertaken during the PTM.

1.4.3 Deadline for formal written requests for clarifications from the Tenderers
was scheduled for [insert date] not later than [insert time]. Written
responses were issued with the Minutes of the PTM on [insert date].
A copy of the Minutes of the Pre-Tender Meeting and of the Clarification
Questions and Answers is provided as Annex 2.
1.5 Subsequent Events 1.5.1 There [insert “were/were no”] withdrawals during the Tender process.

1.6 Submission and 1.6.1 Prior to the Tender Opening, Tenderers’ representatives present were
Opening of informed that the Tenders were closed at xx am local time and the Tender
Tenders boxes brought in sealed for appropriate action.

1.6.2 Tenderers submitted their Tenders by [insert time] local time on the
[insert date] and the Public Tender Opening commenced shortly
afterwards in the [insert location]. The Tender Opening was chaired by
[insert name and designation] assisted by [insert name and
designation] and in the presence of representatives of the interested
Tenderers and [insert number] staff.

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 Tenders were received from [insert number] Tenderers:

[Insert list of Tenderers here]

Data on the Tender Submission and Opening is provided in Table 3.

The originals of the Tenders were kept in a safe location and the copies
kept separately and used for evaluation.

The Records of Tender Prices is provided as Annex 3.

The Register of Tender Opening Panel is provided as Annex 4

The Register of Contractors Representatives at the Tender opening is

shown in Annex 5

The Minutes of the Tender Opening is provided as Annex 6.

Data on Tender Submission Form is provided as Annex 7.

1.7 Tender Evaluation 1.7.1 The Employer on [insert date] approved a [insert number] member
Panel (TEP) Tender Evaluation Panel (TEP) to evaluate the [insert number] Tenders
received.

The list of the TEP members selected for this evaluation are:

[insert list of minimum of 5 TEP members here]

A copy of the letter establishing the TEP is provided as Annex 8.

The evaluation took place at the [insert location] from [insert date] to
[insert date]. Each member of the Evaluation Panel completed and signed
the confidentiality and impartiality forms before the start of the
evaluation.

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 Section II. Evaluation of Tenders and Recommendation for Award

1.8 Summary of The procedures for the Evaluation of Tenders and Recommendation for
Procedures for Award is set down in Clauses 31 to 39 of the Instructions To Tenderers
Evaluation of (ITT), which is summarized below:
Tenders
Stage I – Preliminary Examination of Tenders, and Detailed Examination of the
Tenderers’ Technical Submission to determine Responsiveness of
Tenders (ITT Clause 31).
Tenders which fulfilled the full requirements of the Tender Documents as
summarised in Stage I will be considered Substantially Responsive and will
progress to Stage II.

Stage II – Financial Evaluation of Tenders

Substantially Responsive Tenders will be subjected to a Financial Evaluation
involving the following steps:
a) Arithmetic Errors Checks (ITT 33);
b) Seeking Confirmation of Correction of Arithmetical Errors (ITT 33.2);
c) Evaluation and comparison of Tenders after Arithmetic checks taking
into account adjustment due to discounts (ITT 36);
d) d) Verification of Market Reasonableness of Tender prices in respect to
unit rates of major works items.e) The outcome of the evaluation at this
Stage II was used to rank the Tenderers and therefore determine the
Lowest priced Tenderfor this Contract.

Stage III – Qualification Assessment(ITT 37)

Tenders were further assessed, from the 1st ranked, to determine whether they
meet the qualification criteria requirements as stated in Section III: B of Vol.
1 of the Tender Documents. This involves examination of the following
documentary evidence:
(i) Financial Resources as required by Section III :Table B.3 of the Tender
Documents;
(ii) Construction Experience as required by Section III: Table B 4 of the
Tender Documents
The assessment is repeated for the next lowest ranked tender. The exercise is
continued until a tender meets all the award criteria set out in the Tender
Documents. The tender meeting all the Qualification criteria is the lowest
evaluated tender.
The tenderer that submitted the lowest evaluated tender will be recommended
for the award of contract.
1.9 Recommendatio On the basis of the details provided in the evaluation and in accordance with
n for Award of ITT Clause 37, recommendation for Award of the Contract is to be placed
Contract with the Tenderer whose offer is substantially responsive, is the Lowest
Ranked Tenderer as determined in paragraph 2.1 above and who is
determined to be eligible, qualified and capable to perform the Contract
satisfactorily in accordance with the Conditions of the Contract.

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 DETAILS OF STAGE I – EXAMINATION OF TENDERS AND
DETERMINATION OF RESPONSIVENESS

1.10 Stage I – 1.10.1 Examination of each Tender was carried out to confirm if each Tender meets
Examination of the following requirements prescribed in ITT Clause 31.1:
Tenders and
(iii) Verification of submissions;
Determination
of (iv) Eligibility criteria (ITT Clause 4&6);
Responsiveness (v) Tender has been properly signed (ITT Clause19);
(vi) Tender is accompanied by the requisite Tender Security (ITT Clause
20); and
(vii) Tender is substantially responsive to the requirements of the Tendering
Documents (ITT 5, 12, 13 & 14).

The following checks were applied at the examination of Tenders and

Determination of Responsiveness:
(a) Verification: Attention was directed toward deficiencies that, if accepted,
would provide unfair advantages to the Tenderer. Simple omissions or
mistakes occasioned by human error were ignored and were not grounds
for rejection of Tenders. Tenders were checked for validity and signatures
of authorized persons authenticated. Tenderers in joint venture were
checked for joint venture agreement. All copies of the Tender were
compared with the original and corrected accordingly, where necessary.
(b) Eligibility: The Tenderers and all their partners to a joint venture, and
related goods and services were checked for nationality or a juridical
entity from an eligible source country as defined in the ITT Clause 4. In
the case of plant and equipment, this eligibility test was applied only to
the finished product offered in the Tender and to its major and clearly
identifiable components. The Tenderer (including all members of a joint
venture and subcontractors) were checked for any relationship with the
firm that has provided related consulting services on the project.
(c) Tender Security: the Tender security was checked for conformity to the
requirements of the ITT Clause 20 in terms of validity and amount.
The Tender security was checked for consistency with the wording of the
Tender security form provided in the Tender Documents. Copies of
the Tender security or submissions of a counter guarantee were rejected.
Furthermore, Tender securities of an amount smaller or for a period
shorter than the one specified in the ITT were rejected. A Tender security
submitted by a joint venture not in the name of all partners of the joint
venture was also rejected.
(d) Completeness of Tender: Tenders were checked for completeness of
required items and documentation (ITT 5 &13). Tenders were checked
for any erasures, interlineations, additions, or other changes that have
been made and verified that they were appropriately initialed by the
Authorized Representative. Deviations were treated as material or minor
deviations.
(e) Technical Compliance: Tenders were further examined to determine
whether the Tenderers submitted the necessary Technical Offer as
specified in Section IV 3 of Vol. 1 of Tender Documents to demonstrate
their adequacy to meet the work requirements and completion time. This
involved examination of the following:

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(i) Environmental, Social, Health and Safety Requirements.
(ii) Program
a) Work Programme;
• Work Method
• Construction Schedule
b) Cash Flow Projection;
(iii) Resources
a) Equipment as required by Section III: Table B.5 of the Tender
Documents
b) Key Personnel as required by Section III: Table B.6 of the Tender
Documents.
(f) Substantial Responsiveness: ITT Clause 31 defines a substantially
responsive Tender as one which conforms to all the terms, conditions,
and specifications of the Tender Documents, without material
deviation or reservation. Material deviations to the commercial
requirements and technical specifications of Tenders led to the
rejection of those Tenders.
As a general rule, material deviations are those that, if accepted,
would not fulfill the purposes for which the Tender is requested, or
would prevent a fair comparison with Tenders that are properly
compliant with the Tender Documents.

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1.10.2 The complete results of Preliminary Examination of Tenders have been
presented in Table 4. If the Tender failed the Preliminary Examination, the
reasons were clearly explained in footnotes as necessary per Table 5A.
Tenders that did not meet the requirements as set out in Paragraph 2.3.1
above were determined not to be substantially responsive and were not
considered for further Evaluation.

The following Tenders were not substantially responsive :

[List Tenderers and reasons for rejection here]

Tenders that met the requirements as set out in Paragraph 2.3.1 for the
Preliminary Examination above were treated as substantially responsive and
considered for Technical examination.

The following Tenders were determined substantially responsive:

[List substantially responsive Tenderers here]

1.10.3 The complete details of Technical compliance examination have been

presented in Table 6A. The summary of the technical compliance
examination are as follows:

{Fill this section for each Tender}

[insert Tenderer’s name here]

A. Environmental, Health and Safety Document

A(i) Environmental and Social (refer to Table 6B.1 )

{Here, insert summary on Tenderer’s submission and what was checked to
ensure that requirements as spelt out in Section IV 3 of Vol. 1 of Tender
Documents were met and if the Tenderer is capable of works implementation
based on the adequacy of plans, track record, staffing, approach to
managing E&S impacts and mitigation measures.}

A(ii) Health and Safety (refer to Table 6B.2)

{Here, insert summary on Tenderer’s submission and what was checked to
ensure that requirements as spelt out in Section IV 3 of Vol. 1 of Tender
Documents were met and if the Tenderer has fully integrated health and
safety considerations into the offer and method statement.}

B. Programme
B(i) Method Statement
{Here, state whether or not the Method statement provided meets
requirements as set out in the Tender documents.}

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(refer to Table 6C.1(a))

B(ii) Work Schedule

{Here, state whether the Work Schedule provided meets requirements as set
out in the Tender documents.}
(refer to Table 6C.1(b))
B (iii) Cash Flow Projections
{Here, state whether the The Tenderer’s Cash Flow Projections meet the
requirements of the Tender documents.}
(Refer to Table 6C.2)

C. Resources
C(i) Equipment (ITT 5.3h)
The Tenderer [furnished/did not furnish] all of the Equipment as per the
minimum requirements of the Tender Document. (Refer to Table 6D.2).
The Tenderer [met/or did not meet] the Equipment requirements.

C(ii) Key Personnel (ITT 5.3i)

The Tenderer submitted CVs of the following Key Personnel, (refer to Table
6D.2):

[Insert list of Key Personnel here]

From the CVs, all the Key Personnel of the Tenderer were assessed to have
the requisite experience for the Works as stated in the Tender Documents.
{if any of Key Personnel does not meet requirements, change sentence to
read “From the CVs, [insert number] out of [insert number] Key
Personnel of the Tenderer were assessed to have the requisite experience
for the Works as stated in the Tender Documents.”}

The Tenderer [met/did not meet] the requirements for Key Personnel.

The outcome of the Technical compliance Evaluation of M/s [insert Tenderer

name here] is summarised in the Table below:

No. Qualification Criteria Responsiveness (Yes/No)

A Environmental, Health and Safety
B Program
(i) Work Method
(ii) Work Schedule
(iii) Cash flow projections
C Resources
(i) Equipment
(ii) Key Personnel

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 From the above evaluation, the Tenderer [was/was not] considered
substantially responsive to the technical compliance requirements of the
Tender documents and was considered for further evaluation.
1.10.4 OUTCOME OF STAGE I – PRERLIMINARY EXAMINATION 0F
TENDERS AND TECHNICAL COMPLIANCE
[Insert number, in words and figures] out of [insert number, in words
and figures] Tenders from the Tenderers were determined to be substantially
responsive and therefore considered for further evaluation.
A summary is provided in Table 6.

DETAILS OF STAGE II – FINANCIAL EVALUATION

1.11 Stage II - 1.11.1CHECK FOR ARITHMETICAL ERRORS

Financial
The [insert number] responsive Tenders were checked for Arithmetical
Evaluation
Errors in extensions, summations, transfers and summaries in accordance with
ITT Clause 33 to arrive at the corrected Tender Price.

[Insert number] Tenderers had no errors and [insert number] had errors as
discussed below:

[Insert list of Tenderers and their respective errors recorded]

Additional data is provided in Table 7. Table 7(a) provides data on details of

arithmetic errors detected in the Tenders.
1.11.2 SEEKING CONFIRMATION OF ARITHMETICAL ERRORS
Confirmations for arithmetical errors in writing were requested from the
[Insert number] Tenderers who had errors.
Attachment 2 shows copies of letters written to Tenderers with arithmetic
errors for confirmation of the arithmetic errors detected.
Attachment 3 shows the Tenderers’ responses.
1.11.3 EVALUATION OF TENDERS (Evaluated Tender Price)
The Evaluated Tender Prices of the responsive Tenders are as follows:

[Insert Tenderer’s name]{fill for each Tenderer at this stage}

The consequent Ranking of the Tenderers and Additional data is provided in

Table 8.

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 VERIFICATION OF MARKET REASONABLENESS
Table 9 shows the comparison of Evaluated Tender Prices of the
Responsive Tenders with the Consultant’s Estimates in respect of major
work items.

Comments on the reasonableness of the rates.

1.11.4 OUTCOME OF STAGE II - FINANCIAL EVALUATION

In light of the above analyses it was concluded that the Tender Prices of the
[Insert number] highest ranked Tenderers are [reasonable/high].

STAGE III – QUALIFICATION ASSESSMENT

1.12 Stage III - {Fill these ensuing sections for all Tenderers at this stage of evaluation}
Qualification
Assessment
M/s [Insert Tenderer name] (Tenderer Ranked No. 1)

A(i) Historical Financial Performance

[insert summary of information provided]

The Tenderer [met/did not meet] the requirements of Historical Financial

Performance.

A(ii) Annual Average Construction Turnover

The Tenderer’s average Annual Turnover in the last [insert number] years
was [insert amount] which is [more than/equal to/less than] the
specified minimum average Annual Turnover of [insert amount] as shown
in Table 11B.2.
The Tenderer [met/did not meet] requirement for annual average
construction turnover.
A(iii) Access to Financial Resources
The Tenderer submitted Line of Credit of [insert amount] from [insert

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 financial institution] which is [more than/equal to/less than] the minimum
requirement of [insert amount] as shown in Table 11B.3.
The Tenderer [met/did not meet] the requirement for access to financial
resources.

B Experience (ITT 5.3g)

B(i) General Experience
The Tenderer demonstrated to have experience in [insert number] related
construction contracts in the role of contractor for each of the last [insert
number] years. The details are shown Table 11C.1
The Tenderer [met/did not meet] the general experience requirement.
B(ii) Similar Experience
The Tenderer listed [insert number] contracts of similar nature they
participated as contractor each with values [insert amount], [insert
amount]and [insert amount]as shown in Table 11C.2. The Tenderer was
required to demonstrate to have undertaken at least [insert number]
contracts of similar nature of a value at least [insert amount] or equivalent.
The Tenderer was assessed to [have/have not] met the requirement for
similar experience.
B(iii) Specific Construction experience in Key Activities
The Tenderer’s monthly rates of production for each of the [insert
number] projects undertaken [exceed/do not exceed] the minimum
monthly rates of production as required by the Tender Document. The
details are shown in Table 11C.3
The Tenderer [met/did not meet] the requirement for specific construction
experience in key activities.
The outcome of the Post Qualification Assessment of M/s [insert Tenderer
name] is as follows
No Post Qualification Criteria Assessment Overall
. Assessment
A Financial Situation
I. Historical Financial Met/did not
Performance meet
requirement
II. Annual Average
Construction Turnover Met/did not
meet Met post
III. Access to Financial requirement qualification
Resources requirements /
Met/did not failed to meet
meet requirements
requirement
B Experience
I. General Met/did not
II. Similar meet
requirement
III. Specific

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1.13 Conclusion 1.13.1 OUTCOME OF STAGE I - PRELIMINARY EXAMINATION AND
TECHNICAL COMPLIANCE AND DETERMINATION OF
RESPONSIVENESS
[insert number] Tenders out of [insert number] were determined responsive
and considered for further evaluation.

1.13.2 OUTCOME OF STAGE II - FINANCIAL EVALUATION

The variances in the rates of some of the major cost items could be
attributed to the firm’s pricing method/strategy. The observed deviations
between the Tender Prices of the Tenderers and the Consultant’s Estimate
were considered [reasonable/unreasonable] relative to market trend.

1.13.3 OUTCOME OF STAGE III - QUALIFICATION ASSESSMENT

[Insert names of Tenderers] met all the requirements of the qualification
assessment.

RANKING OF TENDERERS AFTER QUALIFICATION ASSESSMENT

Ranking Tenderer Read-out Tender Evaluated Tender
Price (GHS) Price (GHS)
1
2
3

M/s [insert Tenderer name] was determined to be the Lowest Evaluated

Tenderer.
1.14 Recommendati On the basis of the evaluation which was carried out in accordance with the
ons criteria in the Tender Documents, it is recommended that M/s [insert
Tenderer name] who has been determined as qualified and capable of
performing the Contract be awarded the Contract at the corrected Tender
Price of [insert amount] for completion in [insert completion time]
calendar months.

Names Signatures Date

…………………. ……………………

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 …………………. ……………………

…………………. ……………………

…………………. ……………………

…………………. ……………………

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Section III. Tables of Evaluation

1. Project Identification
2. Tender Process
3. Tender Submission and Opening
4. Record of Tender Prices (as Read Out at Opening)
5A Preliminary Examination of Tenders
5B Completeness of Tender Documents
5C Eligibility Assessment
6A Technical Compliance Summary
6B.1 Environmental and Social
6B.2 Health and Safety
6C1 (a) Work Method
6C1 (b) Work Schedule
6C.2 Cash flow
6D.1 Equipment
6D.2 Key Personnel
7. Submitted and Corrected Tender Prices and Errors
8. Evaluated Tender Prices
9 Verification of Market Reasonableness of Tender Prices
10C Similar Contracts awarded by MiDA
10D Similar Contracts executed for Department of Feeder Roads
11A Qualification Assessment Summary
11B.1 Historical Financial Performance
11B.2 Annual Construction Turnover
11B.3 Financial Resources
11C.1 General Construction Experience
11C.2 Similar Construction Experience
11C.3 Specific Construction Experience

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 Table 1: Project Identification

1.1 Name of Country and of the Ghana and

Government receiving Funding The Government of Ghana, represented by [insert name
of procuring entity]
1.2 Funding Amount

Dates of
1.3 Signing of Compact
1.4 Entry into Force of Compact

1.5 Termination of Compact

1.7 Name of Project
1.8 Employer ‘s Address

1.9 Contract number (identification)

1.10 Contract description
1.11 Budget
1.12 Method of Procurement

1.13 Prior review required

1.14 Domestic preference allowed
1.15 Fixed price contract
1.16 Co-financing, if any:

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 Table 2: Tender Process
2.1 General Procurement Notice
(a) first issue date
(b) latest update

2.2 Prequalification
(a) number of firms
(b) date of no-objection to Pre-Qual Evaluation
Report
2.3 Specific Procurement Notice

(a) name of national newspaper [insert name of print [insert name of print
media] media]
(b) issue date

(c) name of international publication

(d) issue date

(e) number of firms notified

2.4 Standard Tender Document

(a) title, publication date

(b) date of no-objection
(c) date of issue to Tenderers
2.5 Number of firms to whom documents issued

2.6 Amendments to Tender Documents

(a) list all issue dates
(b) date(s) of no-objection
2.7 Pre-Tender Meeting (PTM)
Date of PTM
Date Minutes of PTM and Q&A for
Clarifications sent to Tenderers and Employer

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 Table 3: Tender Submission and Opening

3.1 Tender submission deadline

(a) original time and date

3.2 Tender opening time and date

3.3 Record of Tender opening issued

3.4 Number of Tenders submitted

3.5 Tender validity period

(a) as specified in Tender
Documents
(b) extensions
(c ) date of no objection

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Section IV. Annexes

Annex 1 Copy of Letter of Invitation for Tenders

Annex 2 Copy of Minutes of Pre-Tender Meeting &
Clarification Questions and Answers
Annex 3 Records of Tender Prices
Annex 4 Register of Tender Opening Panel
Annex 5 Register of Contractors’ Representatives
Annex 6 Minutes of Tender Opening
Annex 7 Tender Submission Form
Annex 8 Copy of Letter establishing BEP

Attachments
Attachment 1: Letters of Concurrence of Arithmetic Errors & Tenderers’ Responses
Attachment 2: Letters for Rate Breakdown and Tenderer’s Responses

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Annex 1 Copy of Letter of Invitation for Tenders

19
Annex 2 Copy of Minutes of Pre-Tender Meeting & Clarification Questions and Answers

20
Annex 3 Records of Tender Prices

21
Annex 4 Register of Tender Opening Panel

22
Annex 5 Register of Contractors’ Representatives

23
Annex 6 Minutes of Tender Opening

24
Annex 7 Tender Submission Form

25
Annex 8 Copy of Letter establishing TEP

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Attachments
Attachment 1: Letters of Concurrence of Arithmetic Errors & Tenderers’ Responses

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Attachment 2: Letters for Rate Breakdown and Tenderer’s Responses

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TABLES

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