Page 1: Introduction to the Standard Bidding Document

Overview

• Purpose: The document serves as a guideline for public bodies in Ethiopia regarding procurement processes for works, under national competitive bidding (NCB) rules.

• Date of Issue: August 2011

• Location: Addis Ababa, Ethiopia

Note to Public Bodies

• Important functionalities of the document:

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Page 2: Table of Contents

Parts of the Document

1. Part 1: Bidding Procedures

   • Section 1: Instructions to Bidders

   • Section 2: Bid Data Sheet

   • Section 3: Evaluation Methodology and Criteria

   • Section 4: Bidding Forms

   • Section 5: Eligible Countries

2. Part 2: Schedule of Requirements

   • Section 6: Schedule of Requirements

3. Part 3: Contract

   • Section 7: General Conditions of Contract

   • Section 8: Special Conditions of Contract

   • Section 9: Contract Forms

Page 3: Part 1 - Bidding Procedures

Section 1: Instructions to Bidders

Table of Clauses

A. General

1. Introduction

   • Designated contracting authority follows Ethiopian rules for public procurement.

2. Source of Funds

   • Procurement under approved government budget.

3. Fraud and Corruption

   • High ethical standards required; several forms of misconduct defined.

4. Eligible Bidders

   • Open to natural persons or entities with formal agreements; joint ventures allowed.

5. Eligible Materials, Equipment and Services

   • Subject to restrictions noted in procurement documents.

6. Conflict of Interest

   • Guidelines for disqualification if conflict exists.

B. Contents of Bidding Documents

7. Bidding Documents

   • Essential forms and clarifications required for bidding.

8. Written Questions

   • Contact details provided for inquiries.

9. Modification to Documents

   • Procedures for amendments before the bid submission deadline.

10. Pre-Bid Conference and Site Visit

• Possible site visits before bidding to clarify requirements.

Page 4: Evaluation and Comparison of Bids

Section 1: Instructions to Bidders

Evaluation Criteria

• Confidentiality and Responsiveness: Emphasizes non-disclosure of bidding details

• Clarification of Bids: Requests for clarifications from bidders.

• Nonconformities and Omissions: Provisions to address substantial deviations in bids.

Page 5: Instructions to Bidders

Section I: General

• Introduction: Role of public bodies in procurement.

• Legal Framework: Must comply with Ethiopian Federal Procurement regulations.

• Bid Submission Guidelines: Detailed instructions on mandatory submission requirements.

Page 6: Source of Funds, Fraud, Corruption Provisions

• Source of Funds: Clarification of budget use for contracts.

• Fraud and Corruption Definition: Acts that could disqualify bidders including corrupt or coercive practices.

Page 7: Bidders Eligibility, Items Acceptable

Eligible Bidders and Items

• Definition of Eligible Bidders: Clarification on natural person and organization eligibility criteria.

• Items for Procurement: Standards required for materials and services to be provided.

Page 8: Submission of Bids

Submission Guidelines

• Sealing of Bids: Detailed instructions on how to properly seal and mark bids.

• Deadline: Importance of adhering to the deadline specified in the documents, along with consequences for late submission.

Page 9: Late Bids, Withdrawal, and Modifications

• Late Bids: Policies around late submissions emphasize rejection.

• Modifications: Action procedures for withdrawal or modifications before the final submission.

Page 10: Evaluation Procedures

• Evaluation and Comparison Processes: Testing responsiveness and evaluating against set criteria, including price and qualifications.

Pages 11 - 14: Bids Submission, Evaluation and Bidders Obligations

• Details concerning the specific requirements in each bidding section including assessment of bids and obligational standards for bidders.

Pages 15 - 38: Comprehensive Evaluation Methodology

Technical and Financial Analysis

• Technical Evaluation: Specific criteria for scoring technical submissions.

• Financial Evaluation: Collaboratively analyzing various pricing structures and costs.

Pages 39 - 42: Special and General Contract Conditions

• General Obligations of Contractors: Responsibilities towards safety, quality adherence, and compliance with local laws and regulations.

• Insurance Requirements: Implications for liability coverage and contractor responsibilities concerning public safety.

Page 43 - 50: Completion Standards and Final Acceptance Criteria

• Testing for Acceptance: Mandatory requirements for completion testing.

• Defects Liability: Points concerning time frames for addressing defects and ensuring standards of work are met.

Pages 51 - 59: Financial Security and Payment Structures

Payment Terms

• Advance Payments: Guidelines on thresholds for receiving advanced payments and the accountability towards granting such financial leeway.

• Detailed Cost Breakdown: Item listings related to financial submissions including labor costs and materials.

Final Pages: Forms Required and Eligible Countries for Procurement

Contract Forms and Eligible Countries

• Eligible Countries: A clause specifying inclusion of suppliers from eligible nations.

• Forms: A set of mandatory documents required for submission and compliance confirmation for bidders.