WORLD BANK
BIDDING DOCUMENTS
AND
MAIN FEATURES
1
BIDDING DOCUMENTS
 Purpose




Instruct bidders on procedure for submission of bids
Describe goods or works to be produced
Inform the bidders of criteria for evaluation
Define conditions of contract
 Components






Invitation for bids
Instruction to bidders (ITB), ITB data sheet
General conditions of contract (GCC); GCC data sheet/special
(SCC)
Technical specifications
Schedule of requirements
Bidding and contract forms and attachments
2
INSTRUCTIONS TO
BIDDERS
 Eligibility qualification
 Procedure for clarifications
 Bid preparation - form
 Number of copies, addressee
 Language
 Pricing and currencies
 Modification and withdrawal
 Bid securities, sureties, etc.
3
INSTRUCTIONS TO
BIDDERS
 Bid evaluation criteria and procedures
 Domestic preferences
 Closing date
 Bid submission procedures
 Corrections
 Bid validity
 Opening of bids
4
BIDDING DOCUMENTS
SALIENT FEATURES
 Language


Official language of Bank (English, French, Spanish) except
bidding at national level
For bank review all documentation shall be in one of the official
Bank languages
 Bid Prices

Goods (Excludes custom/import/other levies on finished goods)



Mandatory
Optional
Works (Include all taxes and duties paid or payable)



CIF/CIP/EXW
FOB/CFR
Unit Price
Lump Sum
Turnkey

Erected at site
(Including all duties, taxes, except on imported equipment quoted
CIF/CIP)
5
BIDDING DOCUMENTS
SALIENT FEATURES
 Bid Currency

Goods



Borrower may ask bidders to state local costs in currency of
country
Bidders have option to state foreign currency amount in any
Bank member currency but not more than three foreign
currencies
Works


Borrower may ask bidders to state price entirely in local
currency and allow payments in up to three foreign
currencies for inputs from abroad
Alternatively provisions similar to goods
6
BIDDING DOCUMENTS
SALIENT FEATURES
 Payment Conditions





Fixed price (contracts/delivery up to 18 months)
Price Adjustment (contracts delivery beyond 18 months)
Advance payments
Letter of credit
Direct payment
 Bid Security



Should not be too high
1 to 5 percent of price
Fixed amount preferable
7
BIDDING DOCUMENTS
SALIENT FEATURES
 Performance Security


Goods: 5-10 percent
Works: 10 percent
 Advance Payment

Bank guarantee for equal amount
 Retention Money

5 percent of contract value
8
TECHNICAL
SPECIFICATIONS
 General



Sufficiently specific to elicit responsive bids
Enable participation by any qualified bidder, without
technical prejudice
Display technical criteria for evaluation of bids
 Particular (Goods)




Technical features (Mandatory, desirable/optional)
Performance requirements/design criteria
Reference to Design drawings
Applicable standards and codes internationally
acceptable (substantial equivalence acceptable)
9
TECHNICAL
SPECIFICATIONS



Requirements for commissioning and operating
conditions
Guarantee requirements
Discourage specific brand requirements or trade
marks
 Particular (works)




Reference to Working Drawings
Bill of quantities
Industry standards
Locally applicable codes
10
GENERAL CONDITIONS
OF CONTRACT












Rights and obligations of both parties
Procedure for shipment, insurance inspection, documentation
Procedure for measurement
Procedure for alterations
Price adjustment procedure
Procedure, terms and currencies of payment
Procedure for performance securities
Force majeure
Procedure for damages, penalties for delay
Procedure for termination
Mode and form for settling disputes
11
Applicable law
SPECIAL CONDITIONS OF
CONTRACT







Definition of the purchaser/supplier
Specific amount of performance security
Specific procedures for inspection testing
Special requirements for insurance
Specific payment terms/currency
Price adjustment mechanism
Other deletions/additions to general conditions
12
LIST OF DOCUMENTS
AVAILABLE
 Bank’s standard bidding documents for
procurement










Goods - Yes
Works - Yes
Prequalification
Supply and Installation
Commodity
Health Sector Goods (Pharmaceuticals, Vaccines and
Condoms)
Textbooks
Information Technology
Petroleum Products
Bid Evaluation Report - Yes
13
LIST OF DOCUMENTS
AVAILABLE
 Other documents as approved by region
for use


NCB (goods, works, minor works, etc.) - Yes
Standard requests for quotes
 International Shopping - Yes
 National Shopping
 Evaluation reports for NCB, IS, NS and
minor works - Yes
14
BIDDING DOCUMENTS
COMMON ISSUES
 No changes in certain sections of document
 Fill in bid and contract data sheets
 No changes after Bank’s no-objection or obtain Bank’s clearance before
making changes in bid documents
 Always send to Bank copy of the bid document and amendments as
issued to bidders
 Send to Bank minutes of pre-bid meeting, if any
 Prepare project specific SBDs based on Bank’s SBD (ICB and NonICB)
 Mix of documents (using clauses of different documents) is unacceptable
 Use of Bank’s standard Bid Evaluation Report
15
BIDDING DOCUMENTS
COMMON ISSUES





Bid closing and opening at same time
Cost of bid document
Bidding time
Language
Commercial deviations (law-liquidated damagestaxes-termination-warranty-arbitration)
 Certifications/authorizations/registration
 Bid and performance security (period-value)
16
BIDDING DOCUMENTS
COMMON ISSUES
 Bid evaluation criteria (goods/works/information technology/
supply and install)
 Bid validity extension – should be avoided – Bank approval
required before second and subsequent extensions or for extension
after 60 days from original validity – for fixed price contracts
extension beyond 60 days requires increase in price by
predetermined factors
 Payments and delays
 Incidental and after-sales services
 Spare parts
 Appropriate review of bidding documents and bids (establish
substantial responsiveness in evaluation reports)
17