Tender Package AND BC BID ADVERTISING
ChecklistforContract #
THIS checklist IS INTENDED TO BE USED IN
CONJUNCTION WITH THE PROCUREMENT PLANNING CONTROL CHECKLIST.
A complete tender package should appear in the order shown below. In most cases the forms are easily completed; where special considerations need to be addressed, it is addressedbelow.
1. / ITT NOTICE [samples found in the Sample Invitation to Tender Package (NRS1295)]2. / Introduction & TABLE OF CONTENTS (sample found inNRS1295)
- Circle: privateopening or public opening [see Figure 11-3 of the Contract Management Manual (CMM)]
- If there will be a cost for the tender package (see Figure 11-4 of the CMM)
- Prepare the Table of Contents last, after the package has been put together.
3. / INFORMATION TO BIDDERS (sample found in NRS1295)
The Information to Bidders section provides an outline of information generally considered valuable to bidders. Not all sections will be applicable. Be sure your hidden text is turned on in order to view instructional text.
4. / CONDITIONS OF TENDER(COT_Services.doc, COT_Works.doc, or FS623FRC COT.doc for BCTS road construction only but does not include stand-alone bridge and culvert installation, which utilizes the COT_Works.doc)
/ Site ViewingorInformation Meeting (not both): (see Table 11-2 of the CMM)
Mandatory:departure location or meeting address:
datetime:
Optional
/ Bidder Eligibility or Disqualification
Clause 4.01 - the bidder and/or its key personnel must meet the following in order to be eligible to bid. Note key personnel are those persons who are key to the completion of the project such as a professional engineer, project supervisor, etc. Where necessary be sure to specify eligibility of the bidder vs. eligibility of the key personnel:
- (Provide experience requirements in detail. Include type, minimum no. of years, and timeline in which experience must have been obtained.)
- (Provide experience requirements in detail. Include type, minimum no. of years, and timeline in which experience must have been obtained.)
- (provide experience requirements where the successful bidder needs to have experience and ability to function as a prime contractor)
Clause 4.02 – the bidder must provide the following: / Not Applicable / With Tender
(Not recommended)
COT needs to be specifically worded / Upon Request
(Best practice)
(list items required to be submitted as proof of eligibility – e.g., proof of technical experience).
(list items required to be submitted as proof of eligibility).
Statement of Qualifications (NRS1304)(requires resumes to be attached)See *Note at end of document
Proof of SAFE Company Program requirements
Proof of adequate construction machinery and equipment
List of subcontractors (mandatory w/Tender under COT_Works, Article11)
/ Bid and Performance Security – refer to the Procurement Planning Control Checklist
Under CoT_Works.doc insert ministry name in Clause 5.02 and/or 6.01 if bonding applicable
/ Option to Renew
Not applicable
Applicable
/ Obligations of Successful Bidder– COT_Works.doconly
minor works [retains (f) and (g)]
major works [retains (h) and (i)]
/ Alternatives– COT_Works.doconly
Not allowed
Award based on original bid
Award based on adjusted price
5. /
FORM OF CONTRACT, SCHEDULES AND OPTIONAL CLAUSES
(Complete each form to the degree possible and over-stamp contractor name/address and signature areas with the words “SPECIMEN”– Page Layout – Page Background – Watermark – Custom Watermark - Text Watermark and overtype within the text dialogue box. )Main Agreement Forms
Purchasing Service Branch’s General Service Agreement (GSA) – not used by FLNRO-see FS1
Ministry of Forests, Lands and Natural Resource Operation’s Consulting & General Services (FS1)
Operational Services (FS1000)
Minor Works (NRS780)
Major Works (NRS625)
Major Works (FS623FRC - BCTS only and only for road construction)
Activity-specific (specify) ______
Commonly Used Schedules(see Chapter 9 of the CMM)
ServicesSchedule (use FS1-a if FLNRO Consulting & General Services used)
Payment Schedules
Payment Schedule (use FS1-b if FLNRO Consulting & General Services used)
- Travel Expenses Payable to Service Contractors (rare as most bid rates a tendered all-found)
- Lump Sum (Clause 3.01 - no additional schedule required)
- Schedule of Approximate Quantities and Unit Price Table OR
- Price per Phase
- Coast Bank Height
- Volume Unit Price
- Linear Unit Price
- Unit Price by Road Section
Management consulting/information technology schedule (use FS1-m if FLNRO Consulting & General Services used)
Privacy Protection Schedule (use FS1-p if FLNRO Consulting & General Services used)
Security Schedule (use FS1-s if FLNRO Consulting & General Services used)
British Columbia Public University - ONLY for research work w/BC public universities(use FS1-u if FLNRO Consulting & General Services used) (
Employee/Researcher Confidentiality Agreement - ONLY w/BC public universities(use FS1331 if FLNRO Consulting & General Services used)
Safety Conditions Schedule (NRS1313)
Prime Contractor Agreement (NRS1354)
SAFE Certification Requirements (if adopted by your ministry or program area, use FS1315)
Subcontracting Terms and Conditions (NRS999)
Camp Standards (NRS776) (staff to use the NRS776a when inspecting a camp)
Environmental Management System (FS11) - ONLY for BCTS
Project Specifications (BCTS -useFS623FRC Schd C)
General Specifications (BCTS -useFS623FRC Schd D)
Works Completion (BCTS- useFS623FRC Schd F)
Bridge Installation General Specifications (BCTS - useFS623FRC Schd I)
Maps, drawings, diagrams - ______
Guidebooks, proposals, ministry standards - FS #______
Other – FS#______
Optional Clauses(see Chapter 9.12 of the CMM)
Insert into the existing Services Schedule or if there are many, create an Additional Terms Schedule
Option-to-Renew(see also performance security below)
Protection of Province’s property (already written into FS1000, FS623FRC, and NRS625)
Liquidated Damages
Warranties and Guarantees
Performance security for insertion into the services schedule:
Standard (already written into FS1000, FS623 FRC, NRS625)
Dual 3rd party claims & performance security (not for works contracts);
Multi-year (circle one): Declining, Split Option #1; Split Option #2, or Annual;
Option-to-renew
Security Services Licencing
Holdbacks - other than where the clause is pre-printed in standard ministry contract agreements:
3rd party claims
Warranty holdback
Performance security holdback
Holdback on multi-year or long-term contract
No interest & disposition of holdback (used with any of the preceding clauses)
WorkSafe BC extended to contractor –RARE, EXCEPTIONAL CIRCUMSTANCES - SELECT OR DIRECTINVITATION ONLY –Approved by manager of the responsibility centre (see Chapter 8.11 of CMM)
Ownership/Loan of Ministry equipment or property:
Ownership of purchased equipment;
Loan of ministry-owned equipment/property;
Ministry supplied software
Order of Precedence (when there is a possibility of conflict between documents):
two documents;
more than two documents
Waiver of Copyright and Grant of Licence –exceptional circumstances only (contact a Procurement Specialist)
Key Personnel
6. / TENDER OFFER FORM (select one as appropriate)
NRS629 OR FS623FRC TNDR (BCTS road construction only)
- The Tender Price Schedule MUST not be changed. The payment schedule of the specimen contract isnot to be usedin place of the Tender Offer Form’s pricing schedule.
- Be sure the pricing schedule accurately depicts a Total Bid Price versus a Total Estimated Bid Price – THIS IS ESSENTIAL.
7. / TENDER ENVELOPE (NRS423)
ADDITIONAL INFORMATION FOR THE BC BID ADVERTISMENT
Publish Date and Time (used to post-date the ad)
Comments or additional information:
ADDITIONAL INFORMATION FOR OPTIONAL ADVERTISEMENT
Policy requires the Public Affairs Bureau place newspapers ads (see Chapter 11 of the CMM for advertising deadlines). See form APO - Advertising Placement Order and/or CPA – Communications Project Approval on the forms index.
Local Newspapers
(See Tables 11-5, 11-6, 11-7, and 11-8 of the CMM)
Journal of Commerce (works contracts $100,000 or greater)
Other
Advertising Dates:
Advertise once only on (date); or
Advertise between and (datesinclusive); or
Advertise on and (dates)
Prepared by:Approved by:
Date:Date:
(Place this checklist on the contract/project case file)
NOTE:
- Where an addendum to a tender package is required, use the Example Format of Addendum (NRS1293) for hardcopy tenders and use essential contents for BC Bid’s Summary Details.
- Use the Tender Opening Review Checklist (NRS1294) to prepare for the tender opening(tailor to suite your needs)
- Use the Questions for Reference Checks (NRS1305) to confirm qualifications, resources and abilities