Basic procedures for bidding

Generally speaking, bidding needs to go through procedures such as bidding, tendering, bid opening, bid evaluation and calibration.

Bidding

A tender notice shall be issued for public bidding. The tender announcement shall be published through newspapers or other media. Where public bidding or invitation bidding is adopted for government procurement, the regulations on the release of government procurement information should also be followed. At present, there are three media for the release of government procurement information designated by the Ministry of Finance, namely, China Government Procurement Network, China Financial News and China Government Procurement Magazine. The tender notice shall specify the following items: (1) the name and address of the tenderer; (2) the nature and quantity of the project subject to tender; (3) the location and time requirements of the project subject to tender; (4) The method, place and time of obtaining the tender documents; (5) Fees charged for the tender documents; (6) Other matters that need to be announced.

A tenderer or an intermediary agency for tendering and bidding may prequalify a legal person or other organization interested in bidding, but it shall issue a prequalification notice through newspapers or other media. The prequalification notice shall specify the following items: (1) the name and address of the tenderer; (2) the nature and quantity of the project subject to tender; (3) the location and time requirements of the project subject to tender; (4) The method, place and time of obtaining the prequalification documents; (5) Fees charged for pre-qualification documents; (6) the place and deadline for submitting the prequalification application; (7) Pre-qualification schedule; (8) Other matters that need to be notified. The above preliminary examination shall mainly examine whether the legal person or other organization interested in bidding has the ability to successfully perform the contract. Legal persons or other organizations interested in bidding shall submit documents or materials to the tenderee or bidding agency to prove their ability to successfully perform the contract. The tenderer or the tendering and bidding intermediary institution shall make a pre-trial decision on the legal person or other organization that submitted the application for pre-qualification.

in the case of inviting tenders, the tenderee shall generally issue invitations to bid to more than three legal persons or other organizations that are interested in bidding or have passed the prequalification.

if the tender negotiation procedure is adopted, the tenderee shall generally issue a bid invitation letter to two or more legal persons or other organizations interested in bidding.

the tenderee or bidding agency shall prepare the bidding documents according to the requirements of the project subject to tender. The tender documents shall generally specify the following items: (1) Instructions to Bidders; (2) the nature and quantity of the project subject to tender; (3) technical specifications; (4) Requirements of bid price and its calculation method; (5) Criteria and methods of bid evaluation; (6) Time for delivery, completion or provision of services; (7) Relevant qualification and credit certification documents provided by the bidder; (8) the amount of bid bond or other forms of guarantee; (9) Requirements for preparation of bid documents; (11) The method, place and deadline for providing the bidding documents; (11) The schedule of bid opening, bid evaluation and bid selection; (12) Contract format and main contract terms; (13) Other matters that need to be specified.

in the tender documents, the tenderee or the tendering and bidding agency may require the bidder to submit alternative tender documents at the same time as the tender documents that meet the requirements of the tender documents, but it shall make an explanation and stipulate the corresponding evaluation and comparison methods.

the technical specifications specified in the tender documents shall adopt internationally or domestically recognized legal standards. The technical specifications specified in the tender documents shall not require or indicate a specific patent, trademark, name, design, model, country of origin or manufacturer, and shall not tend to or exclude the contents of a legal person or other organization interested in bidding.

if the tenderee or bidding agency needs to clarify or make non-substantial amendments to the sold bidding documents, it shall generally notify all buyers of the bidding documents in writing five days before the deadline for submission of bidding documents, and the clarification or amendment shall be an integral part of the bidding documents.

generally, it shall not be less than 31 days from the date when the tender announcement is issued or the invitation to bid is issued to the date when the tender documents are submitted.

for the same project subject to tender, the tenderee or the tendering and bidding agency can conduct the tender in two stages. In the first stage, the tenderee or the tendering and bidding agency shall require the legal person or other organization interested in bidding to submit the preliminary bidding documents excluding the bidding price, and list out the suggestions on the technology, quality or other aspects of the bidding project. The tenderee or bidding agency may discuss the contents of the preliminary bidding documents with the bidders. In the second stage, the tenderee or bidding agency shall provide the formal bidding documents to the bidders who submitted the preliminary bidding documents but were not rejected. The bidder or bidding agency shall submit the final bidding documents including the bidding price according to the requirements of the formal bidding documents.

bidding

the bidder shall prepare the bidding documents in accordance with the provisions of the bidding documents. The tender documents shall specify the following items: (1) Letter of tender; (2) Bidder's qualification and credit certificate; (3) bidding project scheme and description; (4) Bid price; (5) Bid bond or other forms of guarantee; (6) Other contents required by the tender documents.

the bidding documents shall be sealed and delivered to the bidding place before the specified deadline. The tenderee or bidding agency shall not open and return the bid documents received after the deadline for submission of bid documents. The tenderee or the tendering and bidding agency shall sign for the receipt of the bid documents for the record. Bidders have the right to request the tenderee or the bidding agency to provide the receipt certificate.

A bidder may withdraw, supplement or modify the submitted bid documents; However, a written notice shall be given to the tenderee or the tendering and bidding agency before the deadline for submission of bidding documents.

bid opening

bid opening shall be conducted in an open manner according to the time, place and procedures specified in the tender documents. The bid opening shall be presided over by the tenderee or bidding agency, and members of the bid evaluation committee, representatives of bidders and representatives of relevant units shall be invited to participate.

after the bidder checks the sealing condition of the bidding documents and confirms that they are correct, the relevant staff will open them in public, verify the bidding qualification, and read out the bidder's name, bid price and other main contents.

the bidder may make necessary explanations for the singing bid, but the explanations shall not exceed the scope recorded in the bid documents or change the substantive contents of the bid documents. The bid opening shall be recorded and filed for future reference.

bid evaluation and calibration

bid evaluation shall be conducted in accordance with the provisions of the tender documents.

the tenderee or bidding agency is responsible for setting up the bid evaluation committee. The bid evaluation committee is composed of representatives of the tenderee and experts in technology, economy and law hired by them, and the total number is generally an odd number of more than 5 people, among which the employed experts shall not be less than two thirds. Persons who have an interest in the bidder shall not enter the bid evaluation committee.

the bid evaluation Committee is responsible for bid evaluation. The bid evaluation committee shall examine all the bidding documents, and shall decide that the bidding documents are not in conformity with the provisions of the tender documents.

The bid evaluation committee may require the bidder to make necessary clarification on the ambiguous places in the bid documents, but the clarification shall not exceed the scope recorded in the bid documents or change the substantive contents of the bid documents.

the bid evaluation Committee shall review and compare the bidding documents in accordance with the provisions of the bidding documents, and recommend one or three successful candidates to the tenderer.

the tenderer shall determine the winning bidder from the candidates recommended by the bid evaluation Committee. The successful bidder shall meet one of the following conditions: (1) Satisfying all requirements of the tender documents, and considering various factors such as preferential treatment and taxation, the bid price quoted is the lowest under reasonable conditions; (2) It meets the comprehensive evaluation criteria specified in the tender documents to the greatest extent.

except for the bid negotiation procedure, the tenderee or the bidding agency shall not negotiate with the bidder on the bid price, bid scheme and other matters before bid selection.

the tenderee or the tendering and bidding agency shall notify all bidders in writing of the winning result. The tenderer and the winning bidder shall sign a written contract in accordance with the provisions of the tender documents and the result of winning the bid.

bidding process:

open (invited) bidding procurement method:

1. Moderator's speech: announce the opening of the bid opening meeting, and introduce the contents of the procurement project and the names of bidders. Announce the list of the host, bid supervisor, bid singer, recorder, contact person and other staff of this bidding activity.

2. Read out the Conference Discipline.

3. check the qualifications of the representatives of the tendering units: the notaries (bid supervisors and staff) check the credentials of the representatives of the tendering units.

4. Check the deposit payment. Please check with a notary (bid supervisor and staff).

5. announce the delivery time of each tender and check the seal of the tender: ask the notary (supplier representative) to check the seal of the tender documents and publish the inspection results.

6. Open the tender documents in public: ask the notary (bid supervisor and staff) to open the tender documents and make records. At the same time, all bidders are required to raise questions about the bid opening situation on the spot.

7. Transfer to the evaluation stage: the bid evaluation stage is announced, and the bidders are requested to wait at the designated place, waiting for the notice of the bid evaluation team to clarify relevant matters. Please contact the contact person of this bidding activity for all liaison work.

8. read out the notice for bid evaluation experts and introduce the members of the jury: the moderator reads out the notice for bid evaluation experts, introduces the members of the bid evaluation Committee and other staff attending the bid evaluation meeting, and asks the members of the jury to avoid their opinions.

9. Select the leader of the jury: ask the members of the jury to select the leader of the jury.

11. Discuss the bidding documents and bid evaluation methods (referring to the projects that have not been demonstrated beforehand): The purchaser will introduce the basic situation of the project and the contents of the bidding documents.

11, evaluate the technical standard and business standard.

12. Open the bid documents of price bid publicly: open the bid, and ask all bidders to confirm the bid quotation.

13. Bid award: The jury will conduct evaluation according to the bid evaluation methods specified in the tender documents and the bidders' bidding situation, and the leader of the jury will prepare a bid evaluation report according to the original bid evaluation records and evaluation results signed by the members of the evaluation committee, and the bid evaluation report will be confirmed and signed by the members of the evaluation committee.

14. Announce the bid evaluation result: The moderator will read out the bid evaluation result and the supplier's right to question at the bid opening meeting.

15. Notary's words of justice: ask the notary of the notary office to give a notarial word.

16. bid opening and bid evaluation activities are over: thank you for your participation in this government procurement bidding and for your support.

competitive negotiation procurement mode:

1. Moderator's speech: announce the start of competitive negotiation procurement meeting, introduce the contents of procurement projects and the names of negotiation suppliers. Announce the list of the host, bid supervisor, bid singer, recorder, contact person and other staff of this procurement activity.

2. Read out the Conference Discipline.

3. Check the qualifications of representatives of negotiating suppliers: the notary office (bid supervisor and staff) checks the credentials of representatives of negotiating suppliers.

4. Check the deposit payment. Please check with a notary (bid supervisor and staff).

5. announce the delivery time of each negotiation document and check the sealing condition of the negotiation document: ask the representative of the negotiation supplier to check the sealing condition of the negotiation document and announce the inspection results.

6. Open the negotiation documents in public: ask the notary (bid supervisor and staff) to open the bid evaluation documents and keep records. At the same time, all negotiating suppliers are required to raise questions about the unsealing situation on the spot.

7. Introducing the members of the negotiating team and selecting the leader of the negotiating team: The moderator reads the Notes for Experts, and the moderator introduces the members of the negotiating team one by one, asking whether there is any avoidance problem, and the members of the negotiating team recommend a leader as the main speaker.

8. Qualification evaluation of negotiation suppliers: Please ask negotiation suppliers to wait at the designated place, and wait for the negotiation team to inform them to clarify relevant matters. Please contact the contact person of this bidding activity for all liaison work.

9. determine the negotiation order: the staff will prepare the number plate for the representatives of suppliers participating in the negotiation to select, so as to determine the negotiation order and make it public.

11. Negotiating team negotiates with suppliers one by one: In the order determined by drawing lots, negotiating team negotiates with suppliers' representatives one by one.

11. final quotation: representatives of all negotiating suppliers fill in the final quotation on the quotation sheet prepared in advance and submit it to the negotiating team.

12. Review the negotiation results: The negotiation team will review the final quotation of the supplier and the review requirements in the negotiation documents, and recommend or confirm the transaction candidates.

13. Announce the negotiation result: the moderator reads out the negotiation result and the supplier's right to question.

14. negotiation and procurement activities are over: thank you for your participation in this government negotiation and procurement work, and for your support to the government procurement work.

Inquiry purchase method:

1. Moderator's speech: Announce the beginning of inquiry purchase, introduce the contents of procurement items and the names of inquiry suppliers. Announce the list of the host, bid supervisor, bid singer, recorder, contact person and other staff of this procurement activity.

2. Read out the Conference Discipline.

3. Check the qualifications of the representatives of inquiry suppliers: the notary office (bid supervisor and staff) checks the credentials of the representatives of inquiry suppliers.

4. Check the deposit payment. Please check with a notary (bid supervisor and staff).

5. announce the delivery time of each quotation document and check the sealing condition of the inquiry document: ask the representative of the inquiry supplier to check the sealing condition of the quotation document and announce the inspection results.

6. Open the inquiry procurement documents in public: ask the notary (bid supervisor and staff) to open the quotation documents and make records. At the same time, all inquiry suppliers are required to raise questions about the unsealing situation on the spot.

7. Qualification evaluation of inquiry suppliers: Please ask the inquiry suppliers to wait at the designated place, and wait for the inquiry procurement team to inform them to clarify relevant matters. Please contact the contact person of this bidding activity for all liaison work.

8. Bid singing: Please ask the staff to open the quotation book on the spot, sing the bid publicly and make records. At the same time, all bidders are required to raise questions about the bid opening situation on the spot. The bidding record form (including the names of bidders, bidding prices, price discounts and other related contents) shall be confirmed and signed by the offeror, bidder, recorder and inquiry team.

9. Announce the inquiry result: determine the supplier according to the principle of meeting the purchase demand, equal quality and service and lowest quotation, and announce the result on the spot.

11. End of inquiry procurement activity: Thank you for your participation in this government inquiry procurement work and your support for the government procurement work.

1. Identification of bidders

The tenderee and the staff shall identify the personnel participating in the bid opening according to the requirements of the tender documents. The legal representative of the bidding enterprise or the general manager and full-time trader entrusted by the company shall present the corporate card and trader card, and the project manager shall present his/her ID card before entering the site to participate in the bid opening. The bidder's representative shall arrive at the bid opening meeting place and sign in in advance according to the time specified in the tender documents, and be absent, late or not wearing legal person cards or traders without any reason.