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Tender and Enquiry Process

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36 views6 pages

Tender and Enquiry Process

Uploaded by

jmangola05
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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TENDER AND INQUIRY PROCESS

ANGOLA PROCEDURE ............

Revision: 00
Issue Date: 04 April 2024
Author: Manuel Andrade
Approver: …………

REVISION RECORD

Revision: Date: Changes Since Last Issue:

00 04/2024 (Initial issue)

This is an uncontrolled copy when printed, unless signed by an authorised signatory.


The latest revision of this document and the official distribution list are those approved in the QHSE database.
TABLE OF CONTENT

1. Objective............................................................................................................................................................................3
2. applicability.......................................................................................................................................................................3
3. ACCOUNTABILITIES....................................................................................................................................................3
3.1. MANAGER/SUPERVISOR................................................................................................................3
3.2. QHSE DEPARTMENT.....................................................................................................................3
4. Definitions and Abbreviations.........................................................................................................................................3
4.1 Invitation to tender (ITT).................................................................................................................................................3
4.2 Activities Description (TENDERS)...............................................................................................4
4.2.1 Instruction to Tender......................................................................................................................4
4.3 Upon Decision of Bidding – Positive.............................................................................................4
4.4 Preparing the Tender......................................................................................................................4
4.5 Final Submission to Client.............................................................................................................4
4.6 Inquire Process...............................................................................................................................5

This is an uncontrolled copy when printed, unless signed by an authorised signatory.


The latest revision of this document and the official distribution list are those approved in the QHSE database.
1. OBJECTIVE
The purpose of this procedure to define the enquiry process, since the identification of customers
requirements to customer approval.

Rico Organizações requirements and good practice examples given in this document fully meet the
expectations and minimum requirements of the International Standard. This procedure is available for
use in written form, but must be modified if necessary to ensure that:
1. meets Customer and regulatory requirements;
2. is suitable for your location and activity.

2. APPLICABILITY
This document shall apply to managing director, commercial manager, marketing manager, procurement,
manager and operations, in all bidding process,

3. ACCOUNTABILITIES
All applicable personnel shall be held accountable for complying with Rico Organizações and local legal
requirements.

3.1. MANAGER/SUPERVISOR
 Ensure the review the tender documentation with which require support and help you to understand
the specific requirements from the client. This may be a pre-qualification questionnaire (PQQ) or an
invitation to tender (ITT).
 Ensure Accurate information and documentations is submitted to the client.
 Evaluate all documents before the submission.

3.2. QHSE DEPARTMENT


 It must provide support and technical advice to site management, if requested.
You should update the contents of this document,

4. DEFINITIONS AND ABBREVIATIONS


4.1 INVITATION TO TENDER (ITT)
ITT: Instruction to Tender
PO: Purchase Order
T&Cs: Terms and Conditions
Quotation: Direct consultation client without specifications written
Tender:Formal consultation customer, via tender, with specification

An invitation to tender (ITT) is the initial step in competitive tendering, in which suppliers and contractors
are invited to provide offers for supply or service contracts, the ITT is one process.
An ITT document specifies all requirements of the organization, including goods, services, and timelines,
as well as the evaluation process that will be followed. Invitations to tender are often used by public
sector organizations or private companies, which are legally obligated to offer contracts for goods or
service requirements by that process in many countries.

In an open invitation to tender, any vendor who can provide a guarantee of performance may offer. In
closed ITTs, vendors may have been preselected, screened or qualified by an expression of interest to
generate a shortlist of eligible candidates.

Often, proposals to a tender are under a double-envelope system, with separate technical and
economical envelopes provided for individual evaluation by the inviting firm.

Invitations to tender are also known as calls for bids or calls for tenders.

4.2 ACTIVITIES DESCRIPTION (TENDERS)


4.2.1 INSTRUCTION TO TENDER
Upon receipt of Tender Documents, the Tender Lead will download all documentation and store it in a
separate folder and on an external HDD. If only a hard copy of the tender document is available, make
copies and keep the original safe. Record all information on the Tenders Register.

This is an uncontrolled copy when printed, unless signed by an authorised signatory.


The latest revision of this document and the official distribution list are those approved in the QHSE database.
TENDER LEAD WILL ANSWER THE BID/NO BID QUESTIONS:

 What are the mandatory requirements (for example financial stability, quality accreditations) and can
we meet them?
 Can we show relevant experience? Have we done this type of work before? Do we need to partner?
 What is the profit potential? What impact will there be on the business cash flow?
 Do we have sufficient resource to respond professionally within the deadline?

4.3 UPON DECISION OF BIDDING – POSITIVE


Tender Lead must:
 Inform the relevant departments and circulate the key documents to them.
 Tender Lead will indicate which key documents each member should specifically read.
 Tender Lead will allocate different roles and responsibilities to each member of the proposal team
and identify
 Identify who will be responsible for contributing to each part of the document;
 Set an internal deadline.

4.4 PREPARING THE TENDER


Tender lead will manage the tender process and collate all documents in line with client regulation
guidelines. Will also look at the gaps in information and ensure that an adequate response is submitted to
client. Relevant department is to submit approved pricing (Managing Director or Rico Organizações
General Board) to the Tender Lead.
All clarifications required by the team should be sent to Tender Lead, who will action or send on to Legal
Team to communicate to the client. Tender Lead will document all tender clarifications sent and received.
Tender Lead will review all documents and send (if required) to relevant personnel in the team for final
review.

4.5 FINAL SUBMISSION TO CLIENT


Tender Lead will ensure all requirements detailed in the Bidding Documents are fulfilled, and is also
responsible for submission to client.
Upon delivery to client, a delivery note will be signed by the client and sent via email to the Managing
Director and Team informing them of successful tender delivery.

4.6 INQUIRE PROCESS

This is an uncontrolled copy when printed, unless signed by an authorised signatory.


The latest revision of this document and the official distribution list are those approved in the QHSE database.
This is an uncontrolled copy when printed, unless signed by an authorised signatory.
The latest revision of this document and the official distribution list are those approved in the QHSE database.
__________________________________________________________________________________________

** End of Document **

Controlled printed copies carry authorised signature here.........................................................


__________________________________________________________________________________________

This is an uncontrolled copy when printed, unless signed by an authorised signatory.


The latest revision of this document and the official distribution list are those approved in the QHSE database.

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