Srvcs SBD NCB UsrGd

User Guide for Standard Bidding Document for Non Consultancy Services (National Bidding)
User’s Guide
for
Standard Bidding Document
for the
Procurement of Non-Consultancy Services
For National Competitive Bidding (NCB)
Federal Democratic Republic of Ethiopia
January 2006
Standard Bidding Document for the Procurement of Non Consultancy Services issued by the PPA (Version 1, January 2006)
Document: User Guide Page 1 of 34 File Ref: 724897210.rtf
Table of Contents
Acronyms............................................................................................................................................3
Guidance Notes on the use of the Standard Bidding Document and User Guide........................4
Purpose of the Standard Bidding Document 4
Purpose of the User Guide 4
When to Use the Standard Bidding Documents for Non Consultancy Services 4
Structure of the Standard Bidding Documents 5
Rules for drafting Bidding Documents 5
Summary of the Bidding Process.....................................................................................................7
Selection of Bidders 7
Preparation and Issue of Bidding Documents 7
Bidding Period and Bid Receipt 8
Bid Opening 8
Bid Evaluation 9
Bid Acceptance and Contract Award and Placement 9
Guidance Notes for the preparation of Invitation to Bid Notices or Letters..............................11
Invitation to Bid Notices 11
Invitation to Bid Letters 13
Guidance Notes on the Preface Section.........................................................................................15
Guidance Notes on Section 1. Instructions to Bidders.................................................................16
Guidance Notes on Section 2. Bid Data Sheet...............................................................................17
Input of Information to be completed by Procuring Entity 18
Guidance Notes on Section 3. Evaluation and Qualification Criteria........................................21
1. Additional Evaluation Factors 21
2. Qualification Criteria 22
Guidance Notes on Section 4. Bidding Forms...............................................................................24
Guidance Notes on Section 5 Eligible Countries...........................................................................25
Guidance Notes on Section 6 Terms of Reference.........................................................................26
Input of Information to be Completed by Procuring Entity 26
Guidance Notes on Section 7. General Conditions of Contract..................................................27
Guidance Notes on Section 8. Special Conditions of Contract....................................................28
Input of Information to be completed by Procuring Entity 28
Guidance Notes on Section 9. Contract Forms.............................................................................33
Agreement 33
Contract Security 33
Guidance Notes on the Letter of Acceptance................................................................................35
Guidance Notes on Letters to Unsuccessful Bidders....................................................................36
Acronyms
BDS Bid Data Sheet

BD Bidding Document
EQC Evaluation and Qualification Criteria
GCC General Conditions of Contract
ITB Instructions to Bidders
PE Procuring Entity
SBD Standard Bidding Document
SCC Special Conditions of Contract
SOR Schedule of Requirements
TOR Terms of Reference
Guidance Notes on the use of the Standard Bidding

Document and User Guide
Purpose of the Standard Bidding Document
The purpose of the SBD is to provide Procuring Entities (PEs) with one standard draft
containing basic contractual provisions and safeguards which are required by the
Government of the Federal Democratic Republic of Ethiopia in the execution of public
procurement and the use of public funds.
The Standard Bidding Document for the Procurement of Non Consultancy Services has
been designed to:
(i) Simplify the drafting of a specific bidding document for Procurement of Non
Consultancy Services by procurement staff;
(ii) Minimise the time required by the Tender Committee to approve Bidding
Documents prior to release;
(iii) Reduce Bidders’ time and effort in the preparation of Bids; and
(iv) Facilitate and simplify the evaluation and comparison of bids and Contract award
by the Procuring Entity.
The key feature of the SBD is that it can be used with minimum changes, as it does not
contain explanations, footnotes or examples that should not form part of the Bidding
Document.
Purpose of the User Guide

This User Guide has been prepared to provide guidance to public officials in the correct
use of the Standard Bidding Documents (SBD) for Non Consultancy Services as a model
for preparing an individual Bidding Document (BD).
Users should ensure that the correct User Guide is referred to. Different User Guides have
been produced for each SBD including those for the Procurement of Goods, Works and
Consultancy Services. Users should refer to the header and footer of each page of the User
Guide to ascertain this.
The SBD contains guidance notes for Bidders (or Financial Institutions) only, which are
mainly in Sections 4, 6 and 9. These notes should not be deleted from the Bidding
document when drafting.
All the explanations and notes necessary for PEs to use the SBD are contained in this User
Guide.
All guidance notes, in both the bidding document and the user guide, are found between
square brackets in bold e.g. [insert general description of services].
This User Guide is not part of the Bidding Document and is not intended for issue to
Bidders.
When to Use the Standard Bidding Documents for Non Consultancy

Services
Procurement Method
This SBD for the Procurement of Non Consultancy is suitable for use under Open National
Tendering, either with or without pre-qualification. It is also suitable for use under
Restricted Tendering. An alternative SBD is available for Open and Restricted

International Tendering.
For procurement using the Request for Quotations method, the Request for Quotations and
Purchase Order documents should normally be used.
Type and Scope of Contract
The SBD is suitable for any scope of intended contract where the services are pre-defined
and the period of the Services are fixed enabling a total lump sum amount to be calculated
representing the total amount payable under the Contract.
Structure of the Standard Bidding Documents

The SBD is divided into nine separate Sections and a Preface. Procuring Entities are
required to use all Sections of the Standard Bidding Document to produce an individual
Bidding Document for issue to Bidders. The Standard Bidding Document comprises:
Preface
Part 1 Bidding Procedures
Section 1. Instructions to Bidders (ITB)
Section 2. Bid Data Sheet (BDS)
Section 3. Evaluation and Qualification Criteria (EQC)
Section 4. Bidding Forms
Section 5. Eligible Countries
Part 2 Schedule of Requirements
Section 6. Terms of Reference
Part 3 Contract
Section 7. General Conditions of Contract (GCC)
Section 8. Special Conditions of Contract (SCC)
Section 9. Contract Forms
Each section is provided as a separate electronic document, removing the difficulties of
drafting long documents. Collation of the sections is accomplished by reading the preface
(5 pages) and manually inserting the relevant sections into each part of the preface pages.
Rules for drafting Bidding Documents

It is important that Procuring Entities always use the original Standard Bidding Document
to commence drafting a new Bidding Document for each new procurement requirement.
Therefore, the original SBD should not be amended in any way.
The SBDs have been designed to require the minimum of input or changes to the document
so that a final Bidding Document can be produced with minimum time and effort.
Most importantly the provisions in
Section 1 Instructions to Bidders and
Section 7 General Conditions of Contract
must be used with their text unchanged.
Any data or information that Sections 1 or 7 require are to be included respectively in
Section 2 Bid Data Sheet and
Section 8 Special Conditions of Contract

Data and information contained in the remaining Sections should be modified as follows:
Section 3 Evaluation and Qualification Criteria This section must be
completed with details of any additional evaluation criteria and the
qualification criteria, to be applied. Examples are provided in this User
Guide.
Section 4 Bidding Forms The Forms in this section are to be completed by the
Bidder. No changes to the standard forms should be made by the PE.
Section 5 Eligible Countries A standard wording is included for Government
funded procurement. Changes may be made where the procurement is
subject to donor rules or where the Government has introduced any
different or additional rules on eligibility.
Section 6 Terms of Reference The tables should be completed with details of the
services required.
Section 9 Contract Forms Procuring Entities are required to include the
Contract Form in the Bidding Document. Details do not need to be
completed until the contract award stage.
This User Guide contains a section corresponding to each section of the SBD. It also includes
an initial section on how to prepare the Invitation to Bid Notice or letter.
In drafting Bidding Documents using the SBDs, users should not:
Delete any Section or page breaks,
Make any changes to the headers of the SBD,
Make any changes to the footers of the SBD.
Summary of the Bidding Process

The Public Procurement Proclamation of 2004 and the Procurement and Contracts
Directives detail the full procurement processes, rules and procedures and the procurement
methods to be followed by Procuring Entities. The Proclamation and Directives must be
complied with at all times.
The relevant parts of the bidding process are summarised here as follows:
Selection of Bidders;
Preparation and Issue of Bidding Documents;
Bidding Period and Bid Receipt;
Bid Opening;
Bid Evaluation; and
Bid Acceptance, Contract Award and placement.
Selection of Bidders
The method for selection of Bidders will depend on the procurement method being used
and whether or not a pre-qualification has been conducted.
Where Open Tendering is used without pre-qualification, the PE must publish an

Invitation to Bid notice, so that bidding is open to all interested bidders. A standard format,
with guidance notes on its completion, is provided later in this User Guide.
The notice must be published in at least one national newspaper of general circulation.
Notices should also be published on the internet, wherever possible.
PEs should also ensure that bidding documents are finalised and approved before
publishing the Invitation to Bid notice, to avoid any delays in the process.
Where Open Tendering is used with pre-qualification, the bidders invited will be those
selected during the pre-qualification process. There is therefore no need to publish an
Invitation to Bid notice, but the bidding document should be accompanied by an Invitation
to Bid letter. A sample letter, and guidance notes on completing it, are included later in this
User Guide.
Where this document is used under Restricted Tendering, the bidders invited will be those
included on the shortlist, who should be selected from among suppliers registered in the
suppliers list. There is no need to publish an Invitation to Bid notice, but the bidding
document should be accompanied by an invitation to bid letter. However, the Procuring
Entity may advertise the opportunity, to invite companies to express interest in being
invited to bid. A sample letter and guidance notes on completing an invitation to bid letter
are included later in this User Guide.
Preparation and Issue of Bidding Documents

The Procuring Entity is responsible for the preparation and issue of the Bidding Document
and must use the appropriate SBD issued by the Public Procurement Agency, as this is a
mandatory requirement for contracts to be funded by the Government of the Federal
Democratic Republic of Ethiopia.
In deciding the deadline for Bid Submission, the PE should allow Bidders sufficient time
for obtaining and studying the Bidding Document, preparing complete and responsive bids
and submitting the bids. Procuring Entities are required to comply with the minimum
bidding periods given in the Directives.
Where a Bid Notice has been published, the PE must issue Bidding Documents promptly
to all Bidders who request them and pay any required fees. A record must be kept of the
Bidders to whom Bidding Documents have been issued. Receipts must be issued for all
fees paid.
Where the Bidding Document is issued to pre-qualified or short-listed bidders, the
documents must be issued to all bidders at the same time and must be issued early enough
to ensure compliance with the minimum bidding period given in the Directives. A record
must be kept of the issue of all bidding documents.
Bidding Period and Bid Receipt

The Bidder is responsible for the preparation and submission of its Bid. During the bidding
period, the Procuring Entity shall:
Hold any pre bid meeting, if one is required, and issue minutes promptly;
Promptly respond to requests for clarifications from Bidders;
Issue amendments to the Bidding Documents if necessary;
Receive and record sealed bids from Bidders or make a Bid Box available up to
the deadline for bid submission;
Close bidding at the precise date and time of the deadline and ensure that no late
bids are received;
Keep all bids received secure until the time for bid opening.
Bid Opening
The Tender Committee is responsible for the Bid Opening, which is a critical event in the
bidding process. Procuring Entity staff must be aware that inappropriate procedures at Bid
Opening are usually irreversible and may require cancellation of the Bidding Process with
the consequent delays and waste of time and resources.
Best Bid-Opening Practices to Observe
The Tender Committee shall:
Conduct the Bid Opening strictly following the procedures specified in the ITB Sub-
Clause 25 for all bids received on or prior to the date and time of the bid
submission deadline. The term “Bid Opening” can be misleading because a bid for
which a Bid Withdrawal notice was received on time shall not be opened, but
returned unopened to the Bidder. The sequence in which bids are handled and
opened is crucial.
Ensure that all bids that were received on time are accounted for, before starting the
Bid Opening, as bids that are not opened and read out at Bid Opening shall not be
further considered.
Not reject any bid at Bid Opening, except for late bids received after the date and time
of bid submission deadline. Technically, late bids should not reach the Bid
Opening, but in certain cases a Bidder may attempt to submit its bid at the Bid
Opening place after the deadline.
Examine the bids at Bid Opening in accordance with the provisions of ITB Sub-
Clause 21. The Procuring Entity shall, verify at the Bid Opening the existence of
the documentation, confirming the validity of a bid withdrawal, substitution or
modification (as specified in ITB Sub-Clause 24). A withdrawn bid shall not be
opened and in consequence not read out and, therefore, they shall not be further
considered by the Procuring Entity. Similarly, a bid substitution or modification
shall be opened and read out to replace or amend a bid that was received on time.
Bid Evaluation
The Tender Committee, assisted by a Technical Committee if required, is responsible for
the evaluation of all bids received. The Tender Committee must remember that mistakes
committed at bid evaluation may later prompt complaints from Bidders, requiring re-
evaluation of the bids, with the consequent delays and waste of time and resources.
The Tender Committee shall:
Maintain the bid evaluation process strictly confidential
Reject any attempts or pressures to distort the outcome of the evaluation, including
fraud and corruption
Strictly apply only and all of the evaluation and qualification criteria specified in the
Bidding Documents to determine the lowest evaluated bid and to make a
recommendation for award of contract to the Tender Committee.
Upon completion of the Bid Evaluation, the Tender Committee shall be requested to make
a Contract Award recommendation to the head of the Procuring Entity. It is important to
note that a Contract Award decision by the head of the Procuring Entity is not a contract, it
is a decision to award a contract to the successful bidder.
Bid Acceptance and Contract Award and Placement

Bid acceptance and award and placement of a contract can be confusing for both parties if
there is not a precise and specified procedure for award of contracts. The procedure
specified in the Proclamation and Directives provides a sequence of events based on the
need to recognise Bidders’ rights to appeal against the conduct of the evaluation and the
need for a contract to be placed as soon as is practical after a decision to award has been
approved. The following procedure is required under the Proclamation and Directives:
The head of the Procuring Entity makes a contract award decision.
The Procuring Entity notifies all Bidders of the results of the evaluation.
After a period of five working days, if no complaint has been received by the
Procuring Entity, the PE awards the contract by issuing a Letter of Acceptance to
the successful bidder.
The contract will be confirmed by issue of a full conformed Contract Document.
PEs should note that the Letter of Acceptance and the Contract Document should not
contain any provisions or conditions which vary from those in the Bidding Document, or
the Bidder’s Bid, including any subsequent clarifications. Any such modifications should
be agreed by the Bidder in writing before a contract award decision is made.
The Contract Document comprises those papers contained at Section 9 of the Bidding
Document and it is at the stage of contract award that these can be completed with details
of the successful Bidder.
Guidance Notes for the preparation of Invitation to Bid

Notices or Letters
Invitation to Bid Notices
Invitation to Bid Notices must be published under the Open Tendering method, unless a
pre-qualification has been conducted. They are designed to provide information that
enables potential bidders to decide whether to participate in a bidding process. Apart from
the essential items listed in the draft below, the Invitation to Bid Notice should also
indicate any important bid evaluation criteria (for example, the application of a margin of
preference in bid evaluation) or qualification requirement (a minimum level of turnover or
experience).
The Invitation to Bid Notice is for publication purposes only and is not a part of the
Bidding Documents.
Standard Format for Invitation to Bid Notices
[Brief Description of the Services required]
Procurement Reference number: [Insert Procurement Reference number]
1.The [insert name of Procuring Entity] has funds within the Procuring Entity’s budget to be
used for the procurement of [insert description of the Services required].
2.The [insert name of Procuring Entity] invites sealed bids from eligible bidders for the
provision of [insert description of the Services required]. 1,2
3.Bidding will be conducted in accordance with the open tendering procedures contained in the
Public Procurement Proclamation of the Federal Government of Ethiopia and is open to all
bidders from eligible source countries.3
4.Interested eligible bidders may obtain further information from [insert name of Procuring
Entity] and inspect the bidding documents at the address given below at 7(a) from [insert
office hours]. 4
5.A complete set of Bidding Documents in Amharic may be purchased by interested bidders at the
address below at 7(b) and upon payment of a non-refundable fee 5 of Ethiopian Birr [insert
amount]. The method of payment will be [insert method of payment].6 The document will be
sent by [insert delivery method]. No liability will be accepted for loss or late delivery.
6.Bids must be delivered to the address below at 7(c) at or before [insert time and date]. [If
appropriate, include the following: All bids must be accompanied by a bid security of
Ethiopian Birr (insert amount).7] Late bids shall be rejected. Bids will be opened in the
presence of the bidders’ representatives who choose to attend at the address below at 7(d) at
[insert time and date].8
7 (a) Address documents may be inspected at: [Insert address and contact details]
(b) Address documents will be issued from: [Insert address and contact details]
(c) Address Bids must be delivered to: [Insert address and contact details]
(d) Address of Bid Opening: [Insert address and contact details]
Notes
1. A brief description of the type of Services should be provided, including the type and
location of the required Services, and other information necessary to enable potential
bidders to decide whether to respond to the invitation. Bidding Documents may
require bidders to have specific experience, equipment or capabilities; such
restrictions should also be included in this paragraph.
2. [Insert if applicable]. The period of the contract/completion period is [insert no. of
months/years etc].
3. Occasionally, contracts may be financed out of donor funds that would restrict
eligibility to particular countries. When this is the case, it should be mentioned in this
paragraph. Also indicate any margin of preference that may be granted as specified in
the Bidding Documents.
4. For example: 09:00 to 12:00 hours.
5. The fee, to defray printing and mailing/shipping costs, should be nominal. If no fee is
to be charged ensure that this is stated.
6. For example, cashier’s check, direct deposit to specified account no., etc.
7. The amount of bid security should be stated as a fixed amount. Alternatively, if a bid
security is not required (often the case in services contracts), the paragraph should so
state.
8. The place for bid opening may not necessarily be the same as that for issuance of
documents or for bid submission. If they differ, each address must appear at the end
of paragraph 7 and be numbered; as, for example, (a), (b), (c). The text in the
paragraph would then refer to address (a), (b), etc. Only one place and its address
may be specified for submission, and it should be near the place where bids will be
opened. Addresses should not be PO Boxes where physical submission or collection
of a document is required.
Any further information relating to the proposed bidding process, such as the intention to
hold a pre bid meeting should also be included as appropriate.
Invitation to Bid Letters

Invitation to Bid letters are issued to shortlisted bidders under Restricted Tendering or
where bidders have been pre-qualified. They are used to invite specific Bidders who are
felt to have the prerequisite skills, capacity or qualifications to fulfil a requirement.
The Invitation to Bid Letter is not a part of the Bidding Documents. The letter should be
signed and the seal of the Procuring Entity should be affixed.
Standard Format for Invitation to Bid Letters
{Letterhead paper with PE name and address}
[Name and address of selected Bidders]
Procurement Reference Number: [Procurement Reference Number] [Date]
Dear Sirs,
Invitation to Bid for [Brief Description of the Services required]
1.The [insert name of Procuring Entity] has funds within the Procuring Entity’s budget to be
used for the acquisition of the above referenced Services.
2.The [insert name of Procuring Entity] invites sealed bids from eligible/pre-qualified [delete as
applicable] bidders for the provision of these Services. 1,2
3.Bidding will be conducted in accordance with the open/restricted [delete as applicable]
tendering procedures contained in the Public Procurement Proclamation of the Federal
Government of Ethiopia. Bidding is open to the Bidders listed above from eligible source
countries.3
4.A complete set of Bidding Documents in Amharic may be purchased by interested bidders at the
address below at 6 (a) and upon payment of a non-refundable fee 4 of Ethiopian Birr [insert
amount]. The method of payment will be [insert method of payment].5 The document will be
sent by [insert delivery method]. No liability will be accepted for loss or late delivery.
5.Bids must be delivered to the address below at 6(b) at or before [insert time and date]. [If
appropriate, include the following: All bids must be accompanied by a bid security of
Ethiopian Birr (insert amount6] Late bids shall be rejected. Bids will be opened in the
presence of the bidders’ representatives who choose to attend at the address below at 6 (c) at
[insert time and date]. 7
6 (a) Address documents will be issued from: [Insert address and contact details]
(b) Address Bids must be delivered to: [Insert address and contact details]
(c) Address of Bid Opening: [Insert address and contact details]
Yours sincerely,
[Insert signature and name of office]
Notes
1. A brief description of the type of Services should be provided, including the type and
location of the required Services, and other information necessary to enable potential
bidders to decide whether to respond to the invitation. Bidding Documents may
require bidders to have specific experience, equipment or capabilities; such
restrictions should also be included in this paragraph.
2. [Insert if applicable]. The period of the contract/completion period is [insert no. of
months/years etc].
3. Occasionally, contracts may be financed out of donor funds that would restrict
eligibility to particular countries. When this is the case, it should be mentioned in this
paragraph. Also indicate any margin of preference that may be granted as specified in
the Bidding Documents.
4. The fee, to defray printing and mailing/shipping costs, should be nominal. Delete
paragraph if no fee is to be charged.
5. For example, cashier’s check, direct deposit to specified account no., etc.
6. The amount of bid security should be stated as a fixed amount. Alternatively, if a bid
security is not required (often the case in service contracts), the paragraph should so
state.
7 The place for bid opening may not necessarily be the same as that for bid submission.
If they differ, each address must appear in paragraph 6. Only one place and its
address may be specified for submission, and it should be near the place where bids
will be opened.
It should be noted that the Invitation to Bid Letter should be addressed to all Bidders that
have either pre-qualified or have been selected for restricted tendering so that each Letter
indicates the names of all Bidders that have been invited to bid.
Additional information such as details of any proposed pre-bid meeting should also be
included in the invitation to bid letter.
Guidance Notes on the Preface Section

This Section of the Standard Bidding Document comprises five pages of which the first
two pages are the cover sheets to the Bidding Document and the remaining three pages are
separators or dividers for the three Parts of the Document. Only the first page of the
Preface requires any inputs or text changes as illustrated below.
{Entity or Project Crest or Logo}
Federal Democratic Republic of Ethiopia
{Name of Procuring Entity and/or Project}
Bidding Document
for the
Procurement of Non Consultancy Services
Subject of Procurement: [Insert general description of Services required].

Procurement Reference [Insert the Procurement Reference number for this
Number: procurement]
Procurement Method: [Insert Open/Restricted (National) Tendering as appropriate]
Date of Issue: [Insert official issue date of the Bidding Document]
Guidance Notes on Section 1. Instructions to Bidders

The Instructions to Bidders (ITB) inform Bidders of the procedures that regulate the
bidding process. The ITB contain standard provisions that have been designed to remain
unchanged and to be used without modifying their text. The ITB clearly identify the
provisions that may normally need to be specified for a particular bidding process and
require that such details be introduced through the BDS.
Conventionally the Instructions to Bidders contain information and data relating to the
procedure for bidding and evaluation up to the point of contract award. Matters that will
govern the performance of the Supplier, payment under any resulting contract or each
members rights and obligations under any resulting contract are contained in Sections 7, 8
and 9, the General and Special Conditions of Contract and the Agreement. If duplication of
a subject is inevitable in the different Sections of the document, care must be exercised to
avoid contradiction between clauses dealing with the same matter.
The Instructions to Bidders are not a Contract document and, therefore, are not a part of
the Contract.
Guidance Notes on Section 2. Bid Data Sheet

The Bid Data Sheet (BDS) supplements the ITB by specifying details relevant to an
individual bidding document such as its closing date or the value of bid security required.
The Procuring Entity must specify in the BDS only the information that the ITB request be
specified in the BDS. All information shall be provided, no clause shall be left blank.
To facilitate the preparation of the BDS, its clauses are numbered with the same numbers
as the corresponding ITB clause. This Guide provides information to the Procuring Entity
on how to enter all required information, and includes a BDS formatted table that
summarises all information to be provided.
The BDS should be prepared by the PE prior to the issue of the Bidding Document.
Conventionally the BDS contains information and data relating to the procedure for
bidding and evaluation up to the point of contract award. Matters that will govern the
performance of the Supplier, payment or each Parties rights and obligations under any
resulting contract are contained in Sections 7, 8 and 9, the General and Special Conditions
of Contract and the Agreement. If duplication of a subject is inevitable in the different
Sections of the document, care must be exercised to avoid contradiction between clauses
dealing with the same matter.
The Bid Data Sheet is not a Contract document and, therefore, is not a part of the
Contract.
Input of Information to be completed by Procuring Entity

Section 2. Bid Data Sheet
Instructions to
Bidders Data relevant to the ITB
Reference
A. General
ITB 1.1 The Procuring Entity is: [insert complete name of Procuring Entity].
ITB 1.1 The Services are expected to commence on: [insert anticipated start date
for the services].
ITB 1.2 The subject of the procurement is: [Insert the title of the procurement or
provide a brief description of the services required].
ITB 1.2 The Procurement Reference Number is: [Insert the Procurement Reference
Number].
ITB 1.3(a) The permitted methods of communication are: [insert permitted method or
methods, which may differ for bid submission and other correspondence
e.g. “original signed letter only for the submission of bids. Fax and email
are permitted for clarifications”. Electronic communication should only
be included if permitted by Directives issued by the Public Procurement
Agency. Ensure that the contact details included at BDS 7.1 and 24.1 are
consistent with the permitted methods i.e. do not include an email
address, if email communication is not permitted.]
ITB 4.2 A Bidder shall submit with its bid the documentary evidence specified in ITB
Clause 4.2. [Amend if no documentary evidence is required e.g. if this has
been verified during a pre-qualification exercise].
The documentary evidence required shall be amended as follows: [amend if
any alternative or additional documents are required].
ITB 4.2(a) The mandated public body for the registration of suppliers is: [insert public
body responsible for supplier registration for the services oods being
purchased e.g. “Public Procurement Agency”].
B. Bidding Document
ITB 7.1 For clarification purposes only, the Procuring Entity’s address is:
Attention: [insert full name of person, if applicable]
Street Address: [insert street address and number]
Floor/ Room number: [insert floor and room number, if applicable]
Town/City: [insert name of city or town]
Postal Code/PO Box No: [insert postal code, or PO Box No if applicable]
Country: [insert name of country]
Telephone: [insert telephone number, including country and
city codes]
Facsimile number: [insert telephone number, including country and

city codes]
Email: [insert email address, if applicable]
C. Preparation of Bids
ITB 11.2 A pre-bid meeting [Insert “shall” or “shall not”] be held.
Date: [Insert date] Time :[Insert time of meeting]
Address for Pre-bid meeting:
Floor/ Room number: [insert floor and room number, if applicable]
Postal Code: [insert postal code]
ITB 12.1(f) Additional documentation required in the bid includes: [Insert details of
additional information required e.g. technical literature or state “None”]
ITB 18.1 The bid validity period shall be [Insert number of days –usually 30, 60, 90
or 120 days] calendar days.
ITB 19.1 A Bid Security [Insert “shall” or “shall not”] be required
Where a Bid Security is required the amount shall be Ethiopian Birr: [Insert
amount in figures].
ITB 20.1 In addition to the Original of the Bid, the number of copies required is:
[Insert number of copies required – usually calculated as the number of
members of the Evaluation Committee plus one].
ITB 20.2 The written confirmation of authorisation to sign on behalf of the Bidder shall
consist of: [Insert the name and description of the documentation
required to demonstrate the authority of the signatory to sign the bid,
e.g. Power of Attorney or state if none is required].
D. Submission and Opening of Bids
ITB 22.1 For bid submission purposes only, the Procuring Entity’s address is :
Floor/Room number: [insert floor and room number]
Postal Code: [insert postal, if applicable]
The deadline for bid submission is:
Date: [Insert date] Time (local time): [Insert time]
ITB 25.1 The bid opening shall take place at:
Floor/Room number: [insert floor and room number]

Postal Code: [insert postal, if applicable]
The time for bid opening is:
Date: [Insert date] Time (local time): [Insert time]
Guidance Notes on Section 3. Evaluation and

Qualification Criteria
The purpose of the Evaluation and Qualification Criteria (EQC) is to inform Bidders of the
criteria that the Procuring Entity will use to evaluate the bids and post-qualify the bidder
submitting the lowest evaluated bid. This is to ensure that the evaluation is fair and treats
all Bidders in the same manner. It also should assist Bidders to prepare responsive bids
which meet the PE’s needs and are competitive. The Procuring Entity must prepare the
EQC and include it as a part of the Bidding Documents.
The EQC is not a Contract document and, therefore, it is not a part of the Contract.
Section 3 of the SBD requires criteria to be added in two main areas, relating to:
1. Additional evaluation factors to be included in the evaluated price; and
2. Qualification criteria.
Guidance is provided below on the completion of each of these sections. Example criteria
are provided, but the criteria must be prepared for each individual requirement, depending
on the value of the potential bids, the complexity of the items, the details of any domestic
preference scheme etc.
1. Additional Evaluation Factors

In addition to the bid price, the financial evaluation will sometimes take into account other
factors. Where other factors will apply, these should be added at 1.1. For most
straightforward procurement requirements, the bid price is sufficient and no additional
factors are required. In this case, the Procuring Entity should state “none” under 1.1.
Where other factors are to be applied, the precise methodology for quantifying and
applying them must be stated under 1.2. Examples of possible additional evaluation factors
and suggested methods of application are provided below. Where different options are
given for methods of application, the most appropriate one should be selected.
Example Evaluation Factors
(a) The completion (or mobilisation) period offered in the bid.
(b) Any deviations in the payment schedule from that specified in the Special Conditions
of Contract.
(c) The cost of commonly used spare parts (e.g. for a vehicle servicing or repair contract).
Example Methods of Application
(a) Completion period
The services are required to be performed within an acceptable range of weeks

specified in the Terms of Reference. No credit will be given to earlier completion
periods, and bids offering completion periods beyond this range will be treated as
non-responsive. Within this acceptable range, an adjustment per week, using the rates
for liquidated damages specified in the Special Conditions of Contract [or state
alternative rates to be used], will be added for evaluation to the bid price of bids
offering completion periods later than the earliest completion period specified in the
Terms of Reference.
(b) Deviation in payment schedule.
Option 1
Bidders shall state their bid price for the payment schedule outlined in the SCC. Bids
will be evaluated on the basis of this base price. Bidders are, however, permitted to
state an alternative payment schedule and indicate the reduction in bid price they wish
to offer for such alternative payment schedule. The Procuring Entity may consider the
alternative payment schedule offered by the selected Bidder.
Option 2
The SCC stipulate the payment schedule offered by the Procuring Entity. If a bid
deviates from the schedule and if such deviation is considered acceptable to the
Procuring Entity, the bid will be evaluated by calculating interest earned for any
earlier payments involved in the terms outlined in the bid as compared with those
stipulated in this invitation, at a rate per annum of [insert interest rate to be used].
(c) The cost of commonly used spare parts.
The list of spare parts likely to be commonly required during the period of the
contract, is annexed to the Terms of Reference. The total cost of these items, at the
unit prices quoted in each bid, will be added to the bid price.
2. Qualification Criteria
The Procuring Entity should indicate in this part whether or not post-qualification criteria
will be applied to the bidder submitting the lowest evaluated bid and the criteria which will
be applied.
Where a pre-qualification has been conducted or post-qualification is not considered
necessary, this should be stated here, with the words “No post-qualification criteria will
be applied.”
Where post-qualification is applied, the criteria should be evaluated on a pass or fail basis
only.
Typical examples of qualification criteria are given below, but the actual criteria included
must be relevant to the services being procured.
The Procuring Entity must also state the documents required from Bidders, as evidence of
their qualifications. Bidders are required to submit any qualification information required
using the Qualification Form in Section 4, Bidding Forms, so the criteria and
documentation should relate to that form.
Example Qualification Criteria
To qualify for award of the Contract, Bidders shall meet the following minimum qualifying
criteria:
(a) Experience of at least [insert number of contracts] contract of a similar nature and
value over the last [insert number of years] years;
(b) Proposals for the timely acquisition (own, lease, hire, etc.) of the following essential
equipment:
1. [Insert list of critical equipment, such as machinery required for vehicle
repairs, screening devices for security services etc]
2.
(c) Have key personnel with the following experience and/or qualifications:
1. [Insert any key personnel and the experience and/or qualifications
required e.g. supervisor, with at least three years experience in the position
on contracts of a similar nature and value]
2.
Example Qualification Documentation
The information and documentation required to provide evidence of qualification shall be
as follows and shall be completed on the Qualification Form in Section 4, Bidding Forms:
(a) Details of services of a similar nature and value performed over the last
[insert number of years, which should be the same as in criteria (a)
above], providing the information requested in section 1 of the
Qualification Form;
(b) Details of the major items of equipment listed in (b) above, providing the
information requested in section 2 of the Qualification Form;
(c) Details of the key personnel proposed for the contract, providing the
information requested in section 3 of the Qualification Form and attaching
biographical data;
(d) Details of banks who can provide references in section 4 of the
Qualification Form;
Guidance Notes on Section 4. Bidding Forms
The Procuring Entity shall include in the Bidding Document all bidding forms that the
Bidder shall fill out and include in its bid. As specified in Section 4 of the Bidding
Document, the forms are:
Bid Submission Sheet.
Bid Security.
Price Schedule.
Qualification Form.
As the Bidder (or a financial institution) is required to complete these Forms, guidance
notes are included in the forms in bold between square brackets in the SBD and these
should therefore not be deleted by the Procuring Entity prior to the issue of the Bidding
Document. The Procuring Entity is not required to input or change any information in
Section 4.
This User Guide is not intended for Bidders as all information that the Bidder is required to
provide should be detailed by the Procuring Entity in the Bidding Document.
The Section 4 Forms complete with guidance notes are not therefore included in this User
Guide.
Guidance Notes on Section 5 Eligible Countries
Section 5 specifies the countries from which bidders and goods are eligible. Section 5 is
not a contract document but the eligibility requirements are incorporated into the
contract through the Special Conditions of Contract.
Section 5 of the SBD includes the following wording, which will normally apply to any
Government funded contract:
“All countries are eligible except countries subject to the following provisions.
A country shall not be eligible if:
(a) As a matter of law or official regulation, the Government of the Federal

Democratic Republic of Ethiopia prohibits commercial relations with that country,
provided that the Government is satisfied that such exclusion does not preclude
effective competition for the provision of the services required; or
(b) By an act of compliance with a decision of the United Nations Security Council
taken under Chapter VII of the Charter of the United Nations, the Government of
the Federal Democratic Republic of Ethiopia prohibits any procurement of
services from that country or any payments to persons or entities in that country.”
The list of eligible countries may differ, where the procurement is funded by a donor or
where other restrictions are imposed by Government policy. In such cases, the Procuring
Entity should amend the text accordingly, inserting either a list of eligible countries or a list
of ineligible countries. The list of countries should be checked directly with the
Government or donor.
Guidance Notes on Section 6 Terms of Reference

The Terms of Reference (TOR) should provide sufficient information to enable bidders to
understand the services required by the Procuring Entity and to therefore be able to
accurately prepare bids that are realistic and competitive. The TOR are a Contract
document and will be a part of the Contract. The Procuring Entity must prepare the TOR
and include it as a part of the Bidding Document.
TOR should be prepared by the User Department, with guidance from procurement staff as
required. It is important that the recipient or manager of the services is involved in drafting
or checking the TOR, as the TOR must reflect the requirements of the intended contract.
The TOR should be complete, precise, and clear. Incomplete, imprecise, or unclear TOR
may prompt bidders to request clarifications from the Procuring Entity or to submit
conditional bids or bids that may be based on different understandings of the Procuring
Entity’s requirements. Depending on the nature of the clarifications, the Procuring Entity
may need to amend the Bidding Document and eventually to extend the submission
deadline. Conditional bids may have to be rejected. Bids that are not comparable could not
be evaluated.
The contents of Terms of Reference is determined by the individual assignment, but
typically should include the following details:
 The purpose of the assignment and what it is expected to achieve;
 A description of the scope of the services required;
 The location or locations for performance of the services;
 The role, qualifications and experience of any key staff required, such as
supervisors;
 The duration of the contract or expected completion date;
 The hours of work or hours when the Supplier will have access to the site, where
applicable;
 An estimate of the amount or value of work involved, where the scope of the
services cannot be precisely defined e.g. vehicle repair services for a one-year
period;
 Any facilities, services or resources to be provided by the Procuring Entity;
 Any required performance targets or response times e.g. routine repairs must be
completed within 3 days;
 Arrangements for reporting to the Procuring Entity, including lines of
communication and the contact point for management and administration of the
assignment;
 Any other details or requirements relevant to the assignment.
Where appropriate, the TOR should be supported by specifications, drawings etc.
Guidance Notes on Section 7. General Conditions of

Contract
The General Conditions of Contract (GCC) contain standard provisions that have been
designed to remain unchanged and to be used without modifying their text. The GCC
clearly identify the provisions that may normally need to be specified for a particular
bidding process and require that such provisions be introduced through the SCC.
The GCC are Contract documents and, therefore, are a part of the Contract.
Guidance Notes on Section 8. Special Conditions of

Contract
The Special Conditions of Contract (SCC) supplement the GCC by modifying conditions
applicable to an individual contract, such as payment terms or the period for performance
of the services. The SCC prevail over the GCC. The Procuring Entity should include at the
time of issuing the Bidding Document all information that the GCC indicate shall be
provided in the SCC. No SCC Clause should be left blank.
To facilitate the preparation of the SCC, its clauses are numbered with same numbers as
the corresponding GCC clauses. This Guide helps the Procuring Entity with inputting all
information required and includes a SCC format that summarises all information to be
provided.
The SCC will form part of any resulting Contract.
Section 8 Special Conditions of Contract

The following Special Conditions of Contract (SCC) shall supplement the General
Conditions of Contract (GCC). Whenever there is a conflict, the provisions herein shall
prevail over those in the GCC.
GCC clause Special Conditions of Contract

reference
The Procurement Reference Number is: [Insert Procurement Reference
Number]
GCC 1.1(e) The Eligible Countries are those listed in Section 5 of the Bidding
Document. [This clause should not require any amendment].
GCC 3.1(f) The other documents forming part of the Contract are: [insert any other
documents].
GCC 3.4 The Authorised Representatives are:
For the Procuring Entity:[insert full name and title of person]
For the Supplier: [insert full name and title of person]
GCC 6.1 For notices, the Procuring Entity’s address shall be:
Attention: [insert contact name]
Floor/Room number: [insert floor and room number, if applicable]
Post Code/PO Box: [insert postal code, if applicable]
Telephone: [insert telephone number, country and city
codes]
Facsimile number: [insert telephone number, country and city
codes]
For notices, the Supplier’s address shall be:
Floor/Room number: [insert floor and room number, if applicable]
Post Code/PO Box: [insert postal code, if applicable]
Telephone: [insert telephone number, including country
and city codes]
Facsimile number: [insert telephone number, including country
and city codes]

GCC 10.1 Any change in laws or regulations shall not result in any change to the
Terms of Reference or the Contract Price. [Amend if the Procuring
Entity will amend the contract to reflect any changes in Ethiopian
laws or regulations e.g. a change in the rate of VAT]
GCC 11.1 The provisions of GCC 11.1 on taxes and duties are modified as follows:
[State “no modification” or give details of any changes e.g. where the
Procuring Entity is to pay the tax or a tax exemption is to be
granted”]
GCC 11.2 No adjustment shall be made to the Contract Price to take into account
any change in taxes. [Amend if the Contract Price will be changed to
take into account changes in applicable taxes. Ensure that this SCC is
consistent with SCC 10.1].
GCC 17.2 The formal mechanism for dispute settlement shall be:[Insert dispute
settlement procedure e.g. any applicable Ethiopian law on arbitration
or UNCITRAL Arbitration Rules]
GCC 18.1 Liquidated Damages [insert “shall” or “shall not”] apply. [Liquidated
damages should only be applied where appropriate i.e. where there is
a defined completion date. Services which are performed for a set
period of time, such as cleaning or security services for a year, should
not be subject to liquidated damages].
The liquidated damage shall be: [insert percentage e.g. one half of one
percent] % per week
The maximum amount of liquidated damages shall be: [insert maximum
amount e.g. ten percent of the contract value]
GCC 19.1 The Period in which work shall have commenced following effectiveness
of the Contract is: [insert period permitted to commence the Services
e.g. “two weeks”].
GCC 20.1 The Services shall be completed by/shall be performed for a period of:
[delete that which is not applicable and insert length of time
permitted to complete the Services or period of the contract e.g. “one
year”].
GCC 22.2 The following costs are excluded from the Contract Price: [state any
costs which are excluded from the contract price, such as the cost of
parts under a contract for vehicle repair services. Also state the
manner in which such costs will be paid e.g. “The cost of spare parts
and materials used in performance of the services shall be paid
following submission of an invoice detailing the costs involved”. This
type of clause should only be used where the cost of incidental
supplies is unknown and cannot reasonably be included by the
Bidder in his prices. Materials for services such as cleaning should
normally be included by the Bidder in his prices, as they can be
predicted and do not vary, but are used at a steady rate].
GCC 22.3 The payment schedule shall be: [insert details of the payment schedule
e.g. “The contract price will be paid in 12 equal monthly instalments,
following submission of an invoice and all supporting

documentation”.
GCC 23.1 Prices shall be fixed. [Amend if any price adjustment is permitted and
include details, including the price adjustment formula]
GCC 24.2 The following documentation shall be required to support invoices
requesting payments:
[List any documentation to effect payment or state “none” e.g.:
“(a) evidence of the cost of incidental supplies”]
GCC 24.3 Payment shall be made by the Procuring Entity within [insert number of
days, which is normally 60] days of receipt of the invoice and the
relevant documents specified in Clause 24.2.
GCC 24.6 The interest rate that shall be applied is [insert interest rate, which
should be based on current bank lending rates or state the source and
date of the interest rate] percent.
GCC 25.4(b) The Procuring Entity’s prior approval is also required for:
[List other events that will require Procuring Entity’s prior approval
or state “none” e.g. for a change of supervisor or other key
personnel].
GCC 29.1 The insurance risks and coverage shall be:
(i) Third Party motor vehicle
(ii) Third Party liability
(iii) Employer’s liability and workers’ compensation
(iv) Professional liability
(v) Loss or damage to equipment and property
(vi) Other
[Insert risks to be covered for each category or state if not required.
The type and level of insurance cover required will depend on the
services being purchased and the location where the services will be
performed. The Procuring Entity should not automatically include all
types of insurance, as the cost will be included in the proposals
received. Where levels of insurance are covered by Ethiopian law e.g.
for motor vehicle insurance, it is acceptable to state “in accordance
with the laws of Ethiopia” Seek professional advice if required.]
GCC 33.1 The working hours for the Supplier shall be: [insert working hours e.g.
Monday to Friday 08.00 to 16.00 hours. The PE must take care to
ensure that these hours coincide with access to the PE’s premises,
where access is required for performance of the services].
GCC 35.1 A Contract Security [insert “shall” or “shall not”] be required.
The amount of the Contract Security is Ethipian Birr: [Insert amount
required]
GCC 35.3 The Contract Security shall be in the form of a Bank Guarantee in the
format specified in the contract. [Amend if alternative forms of security

are permitted].
GCC 35.4 The Contract Security shall be discharged: [state how Contract Security
will be discharged if different from GCC or state “as in the GCC”].
Guidance Notes on Section 9. Contract Forms

Section 9 of the Bidding Document contains forms for the Agreement and the Contract
Security. The purpose of including these forms in the Bidding Document is to notify the
Bidders of the type and detail of the Contract they would received in the event of an award.
No input is required by the PE when drafting the Bidding Document and there is no
requirement for Bidders to submit these forms with their bids.
PEs should consult the section below (Guidance Notes on the Letter of Acceptance) before
issuing a Letter of Acceptance.
Agreement
The completed Agreement will form part of any resulting Contract. However, the
details to be completed on the Agreement are specific to the successful Bidder and
therefore should be left blank for inclusion in the Bidding Document.
After notification of award, the Procuring Entity should prepare the Agreement using the
Agreement Form and send it to the successful Bidder. If there have been clarifications of
the successful bid, it is good practice to conform the contract document in accordance with
any modifications during evaluation. The Agreement prepared should therefore incorporate
any corrections or modifications to the Bid resulting from corrections of errors, acceptable
deviations, or any other mutually-agreeable changes allowed for in the Conditions of
Contract, such as different working hours. The contracting parties will then sign the
conformed document.
This Guide includes an Agreement format that summarises all the information to be
provided when preparing the Agreement at contract award stage.
The successful Bidder should sign the Agreement and return it to the Procuring Entity.
Contract Security
If after award of a Contract, a Contract Security is required, the form should be completed
by the financial institution and returned to the Procuring Entity, by the Supplier with the
signed Agreement. Therefore, the PE is not required to input any information to the
contract security form.
As the Bidder would be required to complete the Form in the event of a contract award, the
guidance notes in bold between square brackets provide assistance to the Bidder or
financial institution and should therefore not be deleted by the Procuring Entity prior to the
issue of the Bidding Document.
This User Guide is not intended for Bidders as all information that the Bidder is required to
provide should be detailed by the Procuring Entity in the Bidding Document. Therefore the
Contract Security form is not included in this User Guide.
No Input of Information required for inclusion in Bidding Document.

Input of Information to be completed by the Procuring Entity at contract
award stage.
Agreement
Procurement Reference No: [insert Procurement Reference number]
This Agreement is made the [insert day] day of the month of [insert month], [insert
year], between [insert name of Procuring Entity] of [insert address of Procuring
Entity (hereinafter called the “Procuring Entity”) and [insert name of Supplier] of [insert
address of Supplier] (hereinafter called the “Supplier”);
WHEREAS
(a) The Procuring Entity has requested the Supplier to provide certain services
(hereinafter called the “Services”) as defined herein and attached to this Contract;
(b)The Supplier having represented to the Procuring Entity that it has the required skills,
personnel and technical resources, has agreed to provide the Services on the terms
and conditions set forth in this Contract;
NOW THEREFORE the parties hereto agree as follows:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Contract referred to.
2. In consideration of the payments to be made by the Procuring Entity to the Supplier
as indicated in this Agreement, the Supplier hereby covenants with the Procuring
Entity to provide the Services in conformity in all respects with the provisions of the
Contract.
3. The Procuring Entity hereby covenants to pay the Supplier in consideration of the
provision of the Services, the Contract Price of [insert currency and amount of
contract price] or such other sum as may become payable under the provisions of
the Contract at the times and in the manner prescribed by the Contract.
IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in
their respective names as of the day and year first above written.
Signed by [Insert signature of authorised Representative] (for the Procuring Entity)
Name: [Insert name of authorised Representative] Authorised Representative
Position: [Insert position of authorised Representative]
Signed by ________________________________ (for the Supplier)
Name:___________________________________ Authorised Representative
Position:___________________________________
Guidance Notes on the Letter of Acceptance

The Letter of Acceptance does not form part of the Bidding Document. However, it is the
document often used to accept a bid, and therefore to form a contract, so it is essential that
it is used correctly by PEs.
A Letter of Acceptance must not be issued prior to obtaining all required approvals,
including from the Tender Committee and head of the Procuring Entity and ensuring that
sufficient funds have been committed for the contract.
A sample wording for a Letter of Acceptance is included below. The letter should be signed
and the seal of the Procuring Entity should be affixed.
Letterhead paper with PE name and address

To: [Name and address of the Supplier]
[Date]
Dear Sirs,
Letter of Acceptance for [Brief Description of the Services]
This is to notify you that your Bid dated [insert date] for provision of [description of
services and procurement reference number] for the Contract Price of Ethiopian Birr
[insert amount in numbers and words], as corrected and modified [delete if no
corrections and/or modifications were made] in accordance with the Instructions to
Bidders is hereby accepted by our Agency.
[If there has been any variation in the services to be performed, these should be
specifically stated here].
We instruct you to submit to us by [insert date 15 days after receipt] the Performance
Security stipulated in the Contract.
You are hereby instructed to proceed with the performance of the said services in
accordance with the Contract documents.
Yours sincerely,
[Insert name of office and name of officer] [Insert postal/street address]
Guidance Notes on Letters to Unsuccessful Bidders

Procuring Entities are required to inform unsuccessful Bidders that their bids have been
unsuccessful and to inform them of the successful Bidder and provide brief reasons why
their bid has failed. Unsuccessful Bidders must be informed of the successful Bidder at
least five working days prior to contract award.
A sample wording for a letter to an unsuccessful Bidder is included below. The letter
should be signed and the seal of the Procuring Entity should be affixed.
Letterhead paper with PE name and address
To: [Name and address of the Bidder]
[Date]
Dear Sirs,
[Procurement Reference No and Brief Description of the Services]
This is to notify you that your Bid dated [insert date] for provision of [description of
services and procurement reference number] has been unsuccessful.
The successful Bidder was [name of successful Bidder] with a Contract Price of
Ethiopian Birr [insert amount]. A contract will be concluded with this Bidder,
following the procedures included in the Public Procurement Proclamation and
Directives.
Your bid was unsuccessful because [insert brief reasons e.g. “it was not technically
compliant with the specifications in the Bidding Document” or “your price was not the
lowest evaluated price”,
Yours sincerely,
[Insert name of office and name of officer] [Insert postal/street address]

Srvcs SBD NCB UsrGd

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User Guide for Standard Bidding Document for Non Consultancy Services (National Bidding)

Standard Bidding Document

Procurement of Non-Consultancy Services

For National Competitive Bidding (NCB)

Federal Democratic Republic of Ethiopia

BDS Bid Data Sheet

Guidance Notes on the use of the Standard Bidding

Purpose of the User Guide

When to Use the Standard Bidding Documents for Non Consultancy

Restricted Tendering. An alternative SBD is available for Open and Restricted

Structure of the Standard Bidding Documents

Rules for drafting Bidding Documents

Section 8 Special Conditions of Contract

Summary of the Bidding Process

Where Open Tendering is used without pre-qualification, the PE must publish an

Preparation and Issue of Bidding Documents

Bidding Period and Bid Receipt

Bid Acceptance and Contract Award and Placement

Guidance Notes for the preparation of Invitation to Bid

Invitation to Bid Letters

Guidance Notes on the Preface Section

{Entity or Project Crest or Logo}

Federal Democratic Republic of Ethiopia

{Name of Procuring Entity and/or Project}

Subject of Procurement: [Insert general description of Services required].

Procurement Method: [Insert Open/Restricted (National) Tendering as appropriate]

Date of Issue: [Insert official issue date of the Bidding Document]

Guidance Notes on Section 1. Instructions to Bidders

Guidance Notes on Section 2. Bid Data Sheet

Input of Information to be completed by Procuring Entity

Facsimile number: [insert telephone number, including country and

Floor/Room number: [insert floor and room number]

Guidance Notes on Section 3. Evaluation and

1. Additional Evaluation Factors

The services are required to be performed within an acceptable range of weeks

Guidance Notes on Section 4. Bidding Forms

Guidance Notes on Section 5 Eligible Countries

(a) As a matter of law or official regulation, the Government of the Federal

Guidance Notes on Section 6 Terms of Reference

Guidance Notes on Section 7. General Conditions of

Guidance Notes on Section 8. Special Conditions of

Section 8 Special Conditions of Contract

GCC clause Special Conditions of Contract

Email: [insert email address, if applicable]

following submission of an invoice and all supporting

format specified in the contract. [Amend if alternative forms of security

Guidance Notes on Section 9. Contract Forms

No Input of Information required for inclusion in Bidding Document.

Signed by ________________________________ (for the Supplier)

Name:___________________________________ Authorised Representative

Guidance Notes on the Letter of Acceptance

Letterhead paper with PE name and address

Letter of Acceptance for [Brief Description of the Services]

[Insert name of office and name of officer] [Insert postal/street address]

Guidance Notes on Letters to Unsuccessful Bidders

Letterhead paper with PE name and address

To: [Name and address of the Bidder]

[Procurement Reference No and Brief Description of the Services]

[Insert name of office and name of officer] [Insert postal/street address]

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