Physical Infrastructure Construction Procedures, 2077

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Annex 4:
BIDDING PROCESS FORMS

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[Note: The specimens of various forms, which are required to be used during the bidding
process, are given herewith. These sample forms shall be used as basis in preparing the
specific notices and letters as necessary.]

Final Version 01_January, 2021

Table of Content

Form No. Description Page No.

1 Notice of Invitation for Bid (IFB) 1

2 Record of Sale of Bid Document 7
3 Receipt of Bids 8
4 Record of the Opening of Bids 9
5 Notice of Opening of Price Bids 11
6 Notice of Intention of Award 12

1.

Final Version 01_January, 2021

Form # 1: Notice of Invitation for Bid (IFB)
[Note:
1. It is recommended that generally the IFB as given in respective Bid Document shall be
used also for publication in the newspaper.
2. However in case that at the same time single IFB notice for more than one contracts
have to be published than the versions given here can also be used for IFB.
3. While preparing notice the notes for preparing IFBs given in the template of Bid Documents
(Annexes 1, 2 and 3) shall be taken into consideration.]

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A: Invitation for Sealed Quotations
Province Government
Ministry of Physical Infrastructure Development
[Name of Public Entity]
Province No.1, Nepal

Invitation for Quotations

IFQ No.: [insert no.]
Date of publication: [insert date]
1. The [Name of the Public Entity] invites sealed quotations for contracts for the construction of Works as
described in following table:
S.No. Contract ID No. Contract Description Engineers Estimate (incl. Bid Security
VAT) Amount

2. Eligible Bidders may obtain further information and inspect the Bidding Documents at the office of [insert
Name, location, mailing address, telephone and facsimile numbers and email address of the Public Entity]
[or may visit PPMO website www.bolpatra.gov.np.]
3. A complete set of Bidding Documents for each contract may be purchased from the office [insert name
and address] and the office [insert name and address] by eligible Bidders on the submission
of a written application, along with the copy of company/firm registration certificate, and upon
submission of receipt of deposit of Rs. 1,000.00 (One Thousand) as the cost of bidding document till
[Insert last date and time of submission as given in BDS]. The detail of bank account is:
Name of the Bank: ………………….. Name of Office: …………………………..
Office Code no. :…………….. Office Account no.: ……………………….
Rajaswa (revenue) Shirshak no. : ………………………….”]
[if electronic bid is allowed, insert the following text : “Bidder who chooses to submit their bid
electronically may download the bidding documents for e-submission from PPMO’s e-GP [insert the name
of e-GP system i.e www.bopatra.gov.np/egp].
Sealed bids must be submitted to the office [insert Name and address of Public Entity] by hand [or
through www.bopatra.gov.np/egp]on or before 12:00 hrs on [insert last date of submission as given in
BDS]. Bids received after this deadline will be rejected.
4. The bids will be opened in the presence of Bidders' representatives who choose to attend at [Insert date
and time as in BDS] at the office of [insert the office address]. Bids must be valid for a period of 45 days
after bid opening and must be accompanied by a bid security amounting to a minimum of as given in
clause 1, which shall be valid for 30 days beyond the validity period of the bid (i.e. [insert the date]).
5. If the last date of purchasing and /or submission falls on a government holiday, then the next working day
shall be considered as the last date. In such case the validity period of the bid security shall remain the
same as specified for the original last date of bid submission.
6. The employer reserves the right to accept or reject, wholly or partly any or all the bids without assigning
any reason, whatsoever.

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B: Invitation for Bids (1s1e Bidding Procedures)

Province Government
Ministry of Physical Infrastructure Development
[Name of Public Entity]
Province No.1, Nepal
Invitation for Bids
IFB No.: [insert invitation no.]
Date of publication: [insert first date of publication]
1. The [Name of the Public Entity] invites sealed and/or electronic bids [insert only] from Nepalese
eligible bidders for the contracts for construction of works following Single stage One envelope National
Competitive Bidding procedures as given in following table.

S.No. Contract ID No. Contract Description Engineers Estimate (incl. Bid Security
VAT) Amount

2. Eligible Bidders may obtain further information and inspect the Bidding Documents at the office
of [Name, location, mailing address, telephone and facsimile numbers and email address of the
Public Entity] or may visit PPMO website www.bolpatra.gov.np/egp.
3. A complete set of Bidding Documents for each contract may be purchased from the office [insert
name and address] and the office [insert name and address] by eligible Bidders on the submission
of a written application, along with the copy of company/firm registration certificate, and upon
payment of a non-refundable fee of [Insert amount as given in BDS] till [Insert date]1during office
hours.
Or
Bidder who chooses to submit their bid electronically may purchase the hard copy of the bidding
documents as mentioned above or can download the bidding documents for e-submission from
PPMO’s Web Site www.bolpatra.gov.np./egp,. Bidders, submitting their bid electronically, should
deposit the cost(as specified above) of bidding document in the Office’s Rajaswa (revenue)
account as specified below and the scanned copy (pdf format) of the Bank deposit voucher
shall be uploaded by the bidder at the time of electronic submission of the bids. Information to
deposit the cost of bidding document in Bank:

Name of the Bank: ………………. Name of Office: ………………………..

Office Code no. :…………….. Office Account no.: ……………………….
Rajaswa (revenue) Shirshak no. : ………………………….
4. Pre-bid meeting shall be held at [Insert Name of Public Entity and address] at [Insert Date and
time as per BDS].
5. Sealed or Electronic bids must be submitted to the office [Insert Name of Public Entity and
address] by hand or courier or through PPMO website www.bolpatra.gov.np/egpon or before
1
.

5
 [Insert Time as stated in BDS] on [Date as stated in BDS]. Bids received after this deadline will be
rejected.
6. The bids will be opened in the presence of Bidders' representatives who choose to attend at [Insert
Time and date as stated in BDS] at the office of [Insert the name of The Public Entity and
Address]. Bids must be valid for a period of 90 days after bid opening and must be accompanied
by a bid security or scanned copy of the bid security in .pdf format in case of e-bid, amounting to a
minimum of as mentioned in clause 1, which shall be valid for 30 days beyond the validity period
of the bid i.e. [Insert Date].
7. If the last date of purchasing and /or submission falls on a government holiday, then the next
working day shall be considered as the last date. In such case the validity period of the bid security
shall remain the same as specified for the original last date of bid submission.
8. The employer reserves the right to accept or reject, wholly or partly any or all the bids without
assigning any reason, whatsoever.

6
C: Invitation for Bids (1s2e Bidding Procedures)

Province Government
Ministry of Physical Infrastructure Development
[Name of Public Entity]
Province No.1, Nepal

Invitation for Bids

IFB No.: [Insert No.]
Date of publication: [Insert Date]
1. The Province Government, Province No.1 has allocated funds from Provincial
Government towards the cost of Contracts mentioned in Clause 2 below and intends to
apply part of the funds to cover eligible payments under the Contracts Nos. mentioned in the
clause 2. Bidding is open to all eligible as per Section V of bidding document.
2. The [Insert name of the Office] invites electronic bids only from eligible bidders for the
Project under National Competitive Bidding – Single Stage Two Envelope Bidding
Procedures.
Only eligible bidders for the following projects with the key qualifications should participate in
this bidding as in the table below:

S.No Contract Contract Description Minimum Average Minimum Bid Cost of

. Id. Annual Experi Sec Bid
No: Construction ence in urit Docu
Turnover of the similar y ment
best 3 years works Am
(NRs.)
within the last oun
10 years t
(NR
s.)

3. Under the Single Stage, Two Envelope Procedure, Bidders are required to submit simultaneously
two separate sealed envelopes, one containing (i) the Technical Bid and the other (ii) the Price
Bid, both in turn enclosed in one sealed envelope as per the provision of ITB 21 of the Bidding
Document.
4. Eligible Bidders may obtain further information and inspect the Bidding Documents at the
office of [Insert name of the Office] or may visit PPMO e-GP system

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 www.bolpatra.gov.np/egp.
5. A complete set of bidding documents can be downloaded from PPMO’s e-GP system
www.bolpatra.gov.np/egp. Bidders, should deposit the cost of bidding document as given
in the table above in the Office’s Rajaswa (revenue) account as specified below and the
scanned copy (pdf format) of the bank deposit voucher shall be uploaded by the bidder at the
time of electronic submission of the bids.
Information to deposit the cost of bidding document in Bank: [Fill the details]
Name of the Bank:
Revenue Account No:
Account Operating Office:
Office Code No:
Revenue Heading No:
Amount to be deposited in the name of Office: [Insert name of the Office]
6. Pre-bid meeting shall be held at [Insert name of the Office] at 13:00 hrs on [Insert Date]
7. Electronic bids (one Technical Bid and other Price Bid) must be submitted through PPMO’s
e-GP system www.bolpatra.gov.np/egp on or before 12:00 Hrs. on insert date]. Bids received
after this deadline will be rejected.
8. The Technical bids will be opened electronically in the presence of Bidders' representatives
who choose to attend at 13:00 Hrs. at the office of [Insert name of the Office]. Bids must
be valid for a period of 120 days after bid opening and must be accompanied by a bid
security or scanned copy of the bid security in pdf format in case of e-bid, amounting to a
minimum of as mentioned in clause 2 which shall be valid for 30 days beyond the validity
period of the bid i.e. [insert date].
9. If the last date of purchasing and /or submission falls on a government holiday, then the
next working day shall be considered as the last date. In such case the validity period of the
bid security shall remain the same as specified for the original last date of bid submission.
10. The Employer reserves the right to accept or reject, wholly or partly any or all the bids without
assigning any reason, whatsoever.

Note: The above format is suggested for publication of the notice in national newspaper. Normally,
it is recommended to use the specimen of IFB as given in the respective bid document.

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Form # 2: Record of Sale of Bid Document
In case the hard copy of the bid documents are made available the record of sales shall be kept in the
following format:

IFB No. .
Contract ID No
Contract Description
Sale open up to [time] on [date]

S.No Date and Time Name and address Registration Details of bank Name, Name,
. of Sale of the prospective number of the voucher/ cash Designation Designation
bidder prospective deposit of the cost & &
bidder's of bid document Signature Signature
application, of person of person
receiving selling the
the bid bid
document document

Note:
1. It is recommended that a single sales register is maintained to record the sale of bid documents for all
procurements in a financial year.
2. For record of the sale of each contract a separate page shall be used.
3. Immediately after the expiry of the period specified for the sale of the Bid Document the record of sales
shall be closed and certified by Office Chief.
4. In case of e-bidding it is necessary only to keep the record of the vouchers submitted by the bidders for
the cost of the bid document

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Form # 2: Record of the Submission of Bids

Only in case the hard copy of the bids is allowed to be submitted, the record of the submission
(receipt) of bids shall be kept in the following format:

IFB No. .
Contract ID No
Contract Description
Submission open up to [time] on [date]

S.No Date and Time Registration Name and address Remarks Name, Name,
. of Submission number of the of the bidder Designation Designation
Submitted Bid & &
Signature Signature
of person of person
submitting receiving
the Bid the Bid

Note:

1. It is recommended that a single register is maintained to record receipt of the Bids from the bidders of all
procurements in a financial year.
2. For record of the submission of bids of each contract a separate page shall be used.
3. After the expiry of the period specified for the submission of the Bids, the Office Chief shall close the
register after the details of all bids received in time have been entered.
4. It is further recommended that the following procedures is followed on the last date of the submission of
bids:
a. Specify the section / room and designate the person in the office responsible to receive the bids
personally. Put signs so that the bidders have no difficulty in finding the designated place and person
to submit their bids.
b. Notify the general reception desk of the Office and other sections of the Office not to accept any bids
there. Put a notice to that effect in the reception and also any other places in the Office used for
similar purpose.
c. Have a sign outside the room used for the receipt of the bids giving detail of the invitation to Bid
Notice No., Contract Nos., and Last date and time for submission.
d. Make sure the seals on the envelope of the bid document are intact at the time of receipt.
e. On the last date for submission just before the expiry of the time specified for receipt, inform all
present in the vicinity about the time left for the submission and request all those waiting to submit
the bids to enter the designated room.
f. Also make note of the last entry in the reception receipt register at the last date and time specified
for bid submission.

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Form # 4.1: Record of the Opening of Bids

The recommended format for recording the public opening of bids for hard copy submission is as
follows

1. Pursuant to IFB No…….. for Contract Description…………….having the Contract ID No……………

following bids have been received by the closing deadline for submission on .(date)... at..(time).......hrs the
bids have been received from:
I. M/s…. [mention full name & address of the bidder]
II. M/s…..[mention full name & address of the bidder]
III. M/s,,,,,
2. The received Bids were publicly opened and read at ...... on same date in.......(Place) and following is the
record of opening:
I. Bid of M/s……

S.No. Document Submitted/ Data Remarks

1 Bidder's Data
Corporate Registration
Construction Entrepreneur
Registration
VAT Registration
2 Authorisation
Letter of Authorisation
JV Agreement
3 Bid Security Details
Cash/ Bank Guarantee
Bank/ Branch
Reference No.
Amount:
Issue Date
Validity Period
4 Letter of Bid Detail
Bid Price
Bid Validity
Signature
5 Priced Bill of Quantity

6 Other

Bidder's Representative
Signature
Name & Designation
……
II. Bid of M/s…… (similar format as above)
III. Bid of M/s…… (similar format as above)

3. Any Other Matters transpiring during the opening of bids. (Any modifications, bid withdrawals, complaints
received and clarifications made or announced by the bid opening committee should be mentioned.

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4. The attendance of the persons who attended the public opening of bids is attached herewith. (Note: Attach
the list of person who attended in the following format.)

S.No. Name Organisation Designation Signature

5. Reading and the record of the opening of bids was made by the members of the bid opening committee
mentioned below and was completed at .........hrs on……..

Members of the Bid Opening Committee:

S.No Name Organisation Designation Signature

.

Form # 4.2: Record of the Opening of Bids (e-bidding)

1. The record of the bid opening will be generated by the system.

2. Attached to it the following details:
a. Following person attended the opening of the e-bids:

S.No. Name Organisation Designation Signature

b. The reading and recording of the opening of by the e-bids was conducted by the members of the
bid opening committee mentioned below and was completed at .........hrs on……..

S.No. Name Organisation Designation Signature

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13
Form # 5: Notice for the Opening of Price Bids

[Name and Address of the Office]

Notice of the Opening of Price Bids

Date of First Publication: ………….

This notice is published to notify all concerned, including the bidders, who have submitted the bids in
response to the IFB published in the national daily newspaper "[insert name of the newspaper]" and
PPMO's e-portal www.bolpatra.gov.np/egp for contracts as detailed in the following table.

Following the evaluation of the submitted Technical Bids, the Technical Bids submitted by the bidders
mentioned in following table have been determined as substantially responsive and they are invited to
attend the opening of Price Bids.

IFB No. & Contract ID & Description Substantially Responsive Bidders

Publication Date

The date, time and location of the opening of Price Bids are as follows:
Date:
Time:
Location:

[Office Chief]

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Form # 6: Notice of Intent to Award the Contract

Letter Head

Notice of Intent to Award the Contract

Date of First Publication:

This notice is published to inform all concerned, including the bidders, of our intention to award the
contract(s) having details as given in the following table below to the corresponding bidder(s)
mentioned in the following table as their bid(s) have been selected as substantially responsive lowest
evaluated bid(s) respectively.

The notice is published for the purpose of Clause 27 and 47 of Public Procurement Act, 2063 of Nepal.

S.No. Invitation for Contract No. Contract Name of Substantially Accepted Bid
Bid No. and Description Responsive Lowest Price
Date Evaluated Bidder including
VAT and PS
(Rupees)
1

Office Chief

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