General I nstruction on Preparation of Bidding Document

Government of Nepal
Public Procurement Monitoring Office
Tahachal, Kathmandu, Nepal






Central e-Procurement System
Of
Government of Nepal











General Instructions on
Preparation of Bidding Document


(While adopting e-Bidding process through e-Procurement
System)


General I nstruction on Preparation of Bidding Document
1.0 Introduction
To ensure good governance in procurement system of the Public Entity that is
transparent, efficient and free of corruption using information and
communications technology also as a tool for implementation through proper
coordination within all Public Entitys improved relations between the
Government and its suppliers contractors consultants and service providers and
build an atmosphere of trust and confidence between the Government and the
general public, Public Procurement Monitoring Office lunch the Central e-
Procurement system to enhance the efficiency and transparency in the public
procurement through the implementation of a comprehensive e-GP Solution to
be used by all government entities.
E-procurement web portal is designed to facilitate the buyers to publish the
tender Notice, Evaluate the submitted tender and Award the Tender and the
bidder to submit their bids through e-submission.
E-procurement Central web portal GEPSON (http://www.gepson.gov.np) is
designed to facilitate the bidder to submit their bids through e-submission.
Proposed alternative for submission of bid through e-submission is used to
increase transparency, non-discrimination, equality of access, and open
competition. This site provides easy to use internet access for tender information,
information on award of contracts and an alternate facility to submit bids through
e-submission to all interested bidders as specified in the Instructions to Bidders.



General I nstruction on Preparation of Bidding Document
2.0 e-Procurement System
The e-Procurement System can be illustrated by the following diagram.




































Part 1
Part 3
Part 2
Part 4
Preparation and Finalization of
Bid Document by Buyer (i.e.
wish to adopt e-bidding)
Conversion of prepared and
finalized Bid Document (and
parts of the Bid Documents
need to be downloaded and
filled by the Bidders) into *.pdf
format
General Public / Interested
Bidder view and download
the Tenders Docs
Interested Bidder download
the document, fill necessary
pages / Forms and scan,
scan the necessary
documents, scan firms
documents
Convert it to *.pdf format
and make ready for upload /
e-submission
Buyer Log-in
Post a Tender (Enter Notice,
deadline Dates, Details of each
contract in the notice, Upload
Tender Docs of each Contract)
And make it ready for
publishing

Make necessary edit in the
posted tender before actual
publishing and finally
publishing

Bidder Log-in
Upload prepared Bid Docs
and submit
Modify, Substitute, Withdraw
Buyer Log-in
Open the list of Bids
received electronically
Download the received bid
documents and print

General I nstruction on Preparation of Bidding Document
3.0 General Instruction of Preparing Bid Docs
As shown in the diagram above, there are altogether 4 parts in the whole process
of e-Bidding. The first part is related with the preparation of Bidding Documents
with the provisions of e-biddings. This Guideline is intended to provide the
instructions on this first part i.e. Preparation and Finalisation of the Bid
Document.
Normally there are four places in Bidding Documents where provisions for
electronic bidding shall be mentioned.
1. Notice/ Invitation for Bids,
2. Instructions to Bidders / Bid Data Sheet,
3. Qualification Information and
4. Bid Security Format.

The following sections give details:
3.1 Instruction: Notice / Invitation to for Bids
When a buyer wishes to adopt e-bidding process, the following provisions shall
be included in the Notice.
Eligible bidders may obtain further information and inspect the bidding
documents at [Office Address] or may visit [Office Address]
A complete set of bidding documents in English may be purchased
from office of [Office Address] by eligible bidders on the submission of
a written application and upon payment of a non-refundable fee of [Fee
Amount] up to [Date and Time]. For the purpose of Bidders wishes
to submit their bid electronically through website
http://www.gepson.gov.np, the Bidders may purchase the hard copy of
bidding documents or may choose to download the necessary part of
bidding documents, prepare their bid and submit their electronic bids
as specified in the Instructions to Bidders. In case the Bidder chooses
to download and submit bid electronically, the Bidder shall be required
to deposit the non-refundable fee as specified in Revenue Account No
and electronic scanned copy(*.pdf format) of the Bank
deposit voucher shall also be submitted along with the electronic bid
files.
Bids must be submitted to the [Name of the Office] on or before [Date
and Time]. Documents received after this deadline shall not be
accepted. Alternatively, Bidders may submit their bid electronically
through website http://www.gepson.gov.np, as specified in the
Instructions to Bidders. Late bids will be rejected.

3.2 Instruction: Instruction to Bidders / Bid Data Sheet
General I nstruction on Preparation of Bidding Document
Apart from the notice of Invitation for Bids, the buyer has to provide provisions in
Instructions to Bidders as well as Bid Data Sheet. Generally Instruction to
Bidders is the part of Standard Bidding Document issued by the concerned office
Public Procurement Monitoring Office (PPMO). So it is generally not allowed to
change the standard clauses of ITB. So, the required provisions for e-Bidding
shall be included in Bidding Documents in two ways.
One is to add additional clauses in the existing clauses of Bid Data Sheet.
Other is to add additional chapter in Bid Data Sheet as annex to Bid Data Sheet.
The following sections explains the method of making Bid Data Sheet in both
ways

3.2.1 Additional Clauses in Bid Data Sheet
The relevant clauses of Bid Data Sheet are advised to be amended as follows.

The provision on the conditions of Bid Security Forfeit, the following
clauses shall be added.
in case of e-submission of bid, if the Bidder does not submit the original
Bid security letter and/or respond and/or submit the documents and or
clarifications within the specified period, when requested by the Employer
as per ITB Clause []
in case of e-submission of bid, if major discrepancy is found between e-
submitted bid information and documents/ clarifications provided by the
Bidder during verification process as per ITB Clause [.].

The following clauses related with submission shall be added
In case of e-submission of bid, the Bidder shall submit his bid
electronically in PDF files in the manner as specified in [ITB Clause ..],
and submission of hard copy of "original plus one copy of bid " (as stated
above) is not mandatory.
In case, if both the electronic bid and original bid in hard copy are
submitted to the Employer within the bid submission dead line, the
Bidder's electronic bid and original bid in hard copy will be accepted for
evaluation provided if the facts and figures in hard copy confirm to the
PDF files in electronic bid. If there is any discrepancy in fact and figures in
the electronic bid and original bid in hard copy it will be treated as two
separate bids from one Bidder and hence, both the electronic bid and
original bid in hard copy shall be disqualified, as per [ITB Clause .].
However, for electronically submitted bid in PDF files, the Bidder shall be
required to submit original Bid Security letter/ documents/ clarifications as
specified in [ITB Clause ..]
General I nstruction on Preparation of Bidding Document
Interested bidders may either purchase the Bidding documents from the
Employer's office as specified in the Tender Notice or choose to download
the necessary part of bidding documents from www.gepson.gov.np
download section. In case, the Bidder choose to download the bidding
documents, prepare his bids on downloaded documents, and submit his
bid electronically, the Bidder shall be required to deposit the cost of
bidding document (as specified in the bid notice) in the Projects revenue
account as specified below. In addition, electronic scanned copy (pdf
format) of the Bank deposit voucher shall be also required to be submitted
along with the electronic bid files.
Information to deposit the cost of bidding document in Bank:
Name of Office: [.]
Office Code no: [.]
Revenue Head no. []
The Bidder shall fill the following documents and forms (in hard copy of
issued bid documents or downloaded bid documents for specific bid),
signed by the authorised representative and with seal of the company

a) Bill of Quantity (BOQ) with rate, amount
b) Forms of Bid, Qualification Information as of section IV
The Bidder shall then scan the completed original documents, forms in
PDF files with appropriate filename as shown in the table below. PDF
(Adobe acrobat) version must be 4.0 or above.
a) Required Document list for Works

S. No. Document PDF File name Requirement Remarks
1 Form of Bid as of
Section IV
Bid form -1 Mandatory
2 Bid Security (Bank
Guarantee) as
of Section X
Bid security-2 Mandatory
3 Company
registration,
Company reg-3 Mandatory All firms in
case of
JV
4 VAT registration, VAT reg-4 For National
firms
All firms in
case of
JV
5 Tax clearances
certificate,
Tax-5 For National
firms
All firms in
case of
JV
6 Power of Attorney
of Bid signatory
Power of att-6 Mandatory
General I nstruction on Preparation of Bidding Document
7 Joint venture
agreement
JV doc-7 Mandatory In case of
JV
8 Qualification
Information as
of Section IV-2a
Qualifications-8 Mandatory
9 BOQ with rate,
amount and
total amount
BOQ-9 Mandatory
10 Bank Voucher Voucher-10 Mandatory

b) Required Document list for Goods

S.No

Document PDF File Name Requirements Remarks
1 Form of Bid Bid form -1 Mandatory

2 Bid Security (Bank
Guarantee)
Bid security-2 Mandatory
3 Company
registration
Company reg-3 Mandatory All firms in
Case of JV
4 VAT registration VAT reg-4 Mandatory for
National
Forms
All firms in
Case of JV
5 Tax clearances
certificate
Tax-5 Mandatory for
National
Forms
All firms in
case of JV
6 Power of Attorney
of Bid signatory
Power of att-6 Mandatory
7 Joint venture
agreement
JV doc-7 Mandatory for
JV

8 Qualification
Information
Qualifications-8 Mandatory
9 Price schedule BOQ-9 Mandatory
10 Manufacturers
Authorization
Authorization -
10
Mandatory
11 Technical Data
Sheet
TDS-11 Mandatory
12 Certification
Documents
Certifications-
12
Not Mandatory LIKE ISO
Certificate
Document
13 Declaration Form Declaration-13 Mandatory
14 Bank Voucher Bank Voucher-
14
Mandatory

General I nstruction on Preparation of Bidding Document
Note; Mandatory means the mentioned files must be included in e- submission
and non submission of such file shall be considered as non-responsive bid.

In case, the Bidder choose to download the bidding documents and
deposit the cost of bidding document (as specified in the bid notice) in
the Projects Rajaswa (revenue) account a electronic scanned copy
(pdf format) of the Bank deposit voucher shall be also required to be
submitted along with the electronic bid files.

For e-submission purpose the Bidder shall, at first, register in the
Government Central Portal www.gepson.gov.np.

After preparing all the required bidding documents in PDF scan files as
specified in (ii) and (iii), the Bidder shall upload the PDF bid files and
submit his complete bid online within the specified date and time.

Other clauses to be added in Bid Data Sheet for e-submission
The e-submitted bids must be readable through open standards
interfaces. Unreadable and or partially submitted bid files shall be
considered incomplete and rejected for further bid evaluation.
In addition to electronically submitted PDF files, the Bidder shall be
required to submit original Bid security letter/ documents and clarifications
[as specified in ITB Clause .]. Non submission of original Bid security
letter, documents and or clarifications by the Bidder within specified time
may cause forfeiture of Bid Security [as specified in ITB Clause ..].
In case of major discrepancy found between electronically submitted PDF
bid files and documents/ clarifications provided by the Bidder [as per ITB
Clause .], the bid shall not be considered for further evaluation.
Proposed facility for submission of bid electronically through e-submission
is to increase transparency, non-discrimination, equality of access, and
open competition. The Bidders are fully responsible to use the e-
submission facility properly in the website http://www.gepson.gov.np in
specified procedures and in no case the Employer shall be held liable for
Bidder's inability to use this facility.
When a Bidder submits electronic bid by downloading the bidding
documents from the central electronic Procurement website webpage it is
assumed that the Bidder prepares his bid by studying and examining all
the Bidding documents including specifications and conditions of contract
In case, the Bidder choose to download the bidding documents and
deposit the cost of bidding document (as specified in the bid notice) in the
Projects Revenue account such deposited amount shall be verified by the
office during bid evaluation process. The bid shall be non-responsive and
shall not be evaluated if the specified cost for bidding document is not
deposited in the specified Revenue account of the Project.
General I nstruction on Preparation of Bidding Document
Bidders shall be notified about the details of e- submission procedures in
the pre-bid meeting.
The e-procurement system will accept the e-submission of bid from the
date after publishing of notice and will automatically not allow the e-
submission of bid after the deadline for submission of bid, as specified
above.
The standard time for e-submission is Nepalese Standard Time as set out
in the server.
Bidders may submit his Substitution or Modification or Withdrawal either in
hard copy or through e-submission.
For Substitution of Bid the Bidder shall follow similar steps as specified in
ITB Clause 20.1 with a Substitution letter in PDF file.

For Modification or Withdrawal of bid
Bidders may submit his Substitution or Modification or Withdrawal either in
hard copy or through e-submission.
For Substitution of Bid the Bidder shall follow similar steps as specified in
ITB Clause . with a Substitution letter in PDF file.

For Modification or Withdrawal of bid the Bidder is required to submit PDF
scan copy of their Modification or Withdrawal letter and a written Power of
Attorney of the signatory for Modification/ Withdrawal, duly signed by
Authorised Representative/s of the Firm / all authorised Joint Venture
partners.

Bid Opening Process
Electronically submitted bid shall be opened first at the Bid opening time.
The e-procurement system allows the Employer to download the e-
submitted bid files from the Bidders only after the time for opening the
bids.
The e-submitted bids must be readable through open standards
interfaces. Unreadable and or partially submitted bid files shall be
considered incomplete and rejected for further bid evaluation.
After opening of e-submitted bids files, all files shall be printed and
recorded at the time of bid opening.
Envelopes marked with "WITDRAWAL" or "MODIFICATION" or
"SUBSTITUTION" and in case of e-submission the files in PDF format
under "WITDRAWAL" or "MODIFICATION" or "SUBSTITUTION" shall be
opened and read out first. Bids for which acceptable notice of
"WITDRAWAL" or "SUBSTITUTION" has been submitted shall not be
opened. In case of e-submission bids, the Employer evaluates the bid
based on the information as per electronically submitted bid files. For
General I nstruction on Preparation of Bidding Document
clarification/ verification purpose, the Employer may request the Bidder to
submit documents/ clarifications. In case, if the Bidder can not
substantiate or provide evidence to prove the information provided in e-
submitted bid through documents/ clarifications, the bid shall not be
considered for further evaluation and Clause [bid forfeit] as above shall be
applicable.
Proposed facility for submission of bid electronically through e-submission
is to increase transparency, non-discrimination, equality of access, and
open competition. The Bidders are fully responsible to use the e-
submission facility in e-procurement website http://www.ppmo.gov.np in
specified procedures and in no case the Employer shall be held liable for
Bidders inability to use this facility.

3.2.2 Annex to Instruction to Bidders / Bid Data Sheet
The other way of introducing the provisions for e-Bidding is making a separate
chapter in Instruction to Bidders. The sample of this separate chapter to be
annexed in Instruction to Bidders is as follows.

A) Bid submission procedure through electronically (e-submission):
Interested bidders may either purchase the Bidding documents from the
Employers office as specified in the Tender Notice or choose to download
the necessary part of bidding documents from central e-procurement
website http://www.gepson.gov.np. In case, the Bidder choose to
download the bidding documents, prepare his bids on downloaded
documents, and submit his bid electronically, the Bidder is required to
deposit the cost of bidding document (as specified in the bid notice) in the
Offices Rajaswa (revenue) account as specified below. In addition,
electronic scanned copy (pdf format) of the Bank deposit voucher shall be
also required to be submitted along with the electronic bid files.
Information to deposit the cost of bidding document in Bank:
Name of Office: [..]
Office Code no. [..]
Office Account no [..]
Rajaswa heading: [..]
Dharauti Khat no [..]

The Bidder shall fill the following documents and forms (in hard copy),
signed by the authorised representative and with seal of the company.

General I nstruction on Preparation of Bidding Document

a) Required Document list for Works

S. No. Document PDF File name Requirement Remarks
1 Form of Bid as of
Section IV
Bid form -1 Mandatory
2 Bid Security (Bank
Guarantee) as
of Section X
Bid security-2 Mandatory
3 Company
registration,
Company reg-3 Mandatory All firms in
case of
JV
4 VAT registration, VAT reg-4 For National
firms
All firms in
case of
JV
5 Tax clearances
certificate,
Tax-5 For National
firms
All firms in
case of
JV
6 Power of Attorney
of Bid signatory
Power of att-6 Mandatory
7 Joint venture
agreement
JV doc-7 Mandatory In case of
JV
8 Qualification
Information as
of Section IV-2a
Qualifications-8 Mandatory
9 BOQ with rate,
amount and
total amount
BOQ-9 Mandatory
10 Bank Voucher Voucher-10 Mandatory

b) Required Document list for Goods

S.No

Document PDF File Name Requirements Remarks
1 Form of Bid Bid form -1 Mandatory

2 Bid Security (Bank
Guarantee)
Bid security-2 Mandatory
3 Company
registration
Company reg-3 Mandatory All firms in
Case of JV
4 VAT registration VAT reg-4 Mandatory for All firms in
General I nstruction on Preparation of Bidding Document
National
Forms
Case of JV
5 Tax clearances
certificate
Tax-5 Mandatory for
National
Forms
All firms in
case of JV
6 Power of Attorney
of Bid signatory
Power of att-6 Mandatory
7 Joint venture
agreement
JV doc-7 Mandatory for
JV

8 Qualification
Information
Qualifications-8 Mandatory
9 Price schedule BOQ-9 Mandatory
10 Manufacturers
Authorization
Authorization -
10
Mandatory
11 Technical Data
Sheet
TDS-11 Mandatory
12 Certification
Documents
Certifications-
12
Not Mandatory LIKE ISO
Certificate
Document
13 Declaration Form Declaration-13 Mandatory
14 Bank Voucher Bank Voucher-
14
Mandatory

The Bidder shall then scan the completed original documents, forms in PDF files
with appropriate filename as shown in the table below. PDF (Adobe acrobat)
version must be 4.0 or above.
Declaration Letter for Eligibility of Bidder (as mentioned) shall be prepared and
scanned and uploaded. Note; Mandatory means the mentioned files must be
included in e-submission and non-submission of such file shall be considered as
non-responsive bid.
For e-submission purpose the Bidder shall, at first, register in the central
e-procurement website http://www.gepson.gov.np.
After preparing all the required bidding documents in PDF scan files as
specified as above, the Bidder shall upload the PDF bid files and submit
his complete bid online through e-procurement website
http://www.gepson.gov.np within the specified date and time.
The e-procurement system will accept the e-submission of bid from the
date after publishing of notice and will automatically not allow the e-
submission of bid after the deadline for submission of bid, as specified
above.
The standard time for e-submission is Nepalese Standard Time as set out
in the server. In case of e-submission of bids, the e-procurement system
General I nstruction on Preparation of Bidding Document
will, automatically, not allow the e-submission of bid after the deadline for
submission of bid.
When a bidder submits his bid in hard copy the e-procurement section
does not allow the bidder to submit his Substitution or Modification or
Withdrawal through e-procurement Website http://www.gepson.gov.np.
Bidders may submit his Substitution or Modification or Withdrawal either in
hard copy or through e-submission.
For Substitution of Bid the Bidder shall follow similar steps with a
Substitution letter in PDF file.
For Modification or Withdrawal of bid the Bidder is required to submit PDF
scan copy of their Modification or Withdrawal letter and a written Power of
Attorney of the signatory for Modification/ Withdrawal, duly signed by
Authorised Representative/s of the Firm / all authorised Joint Venture
partners.
When a Bidder submits electronic bid by downloading the bidding
documents from the Electronic Central Website webpage it is assumed
that the Bidder prepares his bid by studying and examining all the Bidding
documents including specifications and conditions of contract.
In case, the Bidder choose to download the bidding documents and
deposit the cost of bidding document (as specified in the bid notice) in the
Projects Rajaswa (revenue) account such deposited amount shall be
verified by the office during bid evaluation process. The bid shall be non-
responsive and shall not be evaluated if the specified cost for bidding
document is not deposited in the specified Rajaswa (revenue) account of
the Project for the said document.

B) Requirements and Conditions for e-submission of bid;
The Bidder shall submit his bid electronically in PDF files in the manner
specified above, and submission of hard copy of "original plus one copy of
bid is not mandatory.
In case, if both the electronic bid and original bid in hard copy are
submitted to the Employer within the bid submission dead line, the
Bidder's electronic bid and original bid in hard copy will be accepted for
evaluation provided if the facts and figures in hard copy confirm to the
PDF files in electronic bid. If there is any discrepancy in fact and figures in
the electronic bid and original bid in hard copy it will be treated as two
separate bids from one Bidder and hence, both the electronic bid and
original bid in hard copy shall be disqualified
However, for electronically submitted bid in PDF files, the Bidder shall be
required to submit documents/ clarifications upon request from the
Employer.
General I nstruction on Preparation of Bidding Document
The e-submitted bids must be readable through open standards
interfaces. Unreadable and or partially submitted bid files shall be
considered incomplete and rejected for further bid evaluation.
In addition to electronically submitted PDF files, the Bidder shall be
required to submit documents and clarifications as required by the
Employer. Non-submission of such documents and or clarifications by the
Bidder within specified time may cause forfeiture of Bid Security.
In case of major discrepancy found between electronically submitted PDF
bid files and documents/ clarifications provided by the Bidder, the bid shall
not be considered for further evaluation.
The Bidder shall attach the Bid Security Guarantee in the format attached
in the Bid Document. The Bid Security may be forfeited
- if the Bidder does not respond and/or submit the documents and or
clarifications when requested by the Employer.
- if major discrepancy is found between e-submitted bid information and
documents/clarifications provided by the Bidder during verification process as
requested by the Employer

C) Bid Opening Process
Electronically submitted bid shall be opened first at the Bid opening time.
The e-procurement system allows the Employer to download the e-
submitted bid files from the Bidders only after the time for opening the
bids.
The e-submitted bids must be readable through open standards
interfaces. Unreadable and or partially submitted bid files shall be
considered incomplete and rejected for further bid evaluation.
After opening of e-submitted bids files, all files shall be printed and
recorded at the time of bid opening.
Envelopes marked with "WITDRAWAL" or "MODIFICATION" or
"SUBSTITUTION" and in case of e-submission the files in PDF format
under "WITDRAWAL" or "MODIFICATION" or "SUBSTITUTION" shall be
opened and read out first. Bids for which acceptable notice of
"WITDRAWAL" or "SUBSTITUTION" has been submitted shall not be
opened. In case of e-submission bids, the Employer evaluates the bid
based on the information as per electronically submitted bid files. For
clarification/ verification purpose, the Employer may request the Bidder to
submit documents/ clarifications. In case, if the Bidder can not
substantiate or provide evidence to prove the information provided in e-
submitted bid through documents/ clarifications, the bid shall not be
considered for further evaluation and Clause [bid forfeit] as above shall be
applicable.
General I nstruction on Preparation of Bidding Document
Proposed facility for submission of bid electronically through e-submission
is to increase transparency, non-discrimination, equality of access, and
open competition. The Bidders are fully responsible to use the e-
submission facility in website http://www.gepson.gov.np in specified
procedures and in no case the Employer shall be held liable for Bidders
inability to use this facility.

3.3 Qualification Information
In case of e-Bidding, the Bidder is required the submit the qualification
information only, and need not require to submit the detail supporting documents
like work experience certificates, financial statements, equipments ownership
papers.
So, in the Bidding Documents the method of providing qualification information
(when required) shall be clearly stated. So a section is added where Qualification
Information is provided as shown here.

For e-submission, the Bidder shall fill the following documents, sign, seal, scan,
convert to *.pdf and upload as part of Qualification Information as specified in ITB
[].


Annual amounts of construction works performed during the last [.] years
Firm's Name:..
S No Year Annual Volume of Works in NRs. or in foreign currency excluding
VAT





Nature and amount similar to the Works performed as prime Contractor over the last
[] years.
Project name and
country
Name of client and
contact person
Type of work
performed
(Bituminous works in
sq m) and year of
completion
Value of contract
(NRs. or Foreign
currency )







General I nstruction on Preparation of Bidding Document


Major items of Contractors Equipment proposed for carrying out the Works.
Item of
equipment
Description, make,
model, capacity and
age (years)
Condition (new,
good, poor) and
number available
Owned, leased (from
whom?), or to be
purchased (from whom?)




Qualifications and experience of key personnel proposed for administration and
execution of the Contract.
Position Name Years of
experience
(general)
Years of experience
in proposed position
[ (a) Contract Manager ]


[ (b) Alternate Contract
Manager]


[ (c) Deputy Contract
Manager ]


[ (d) Alternate Deputy
Contract Manager]


Proposed subcontracts and firms involved.
Sections of the Works Value of
subcontract
Subcontractor
(name and address)
Experience in similar
work





Evidence of access to financial resources to meet the qualification requirements: cash in
hand, lines of credit, etc.
Source Currency Amount Name, address, and telephone, telex, and facsimile
numbers of source (banks) that may provide
references if contacted by the Employer








Information on current litigation(s) in which the Bidder is involved.
General I nstruction on Preparation of Bidding Document
Other party(ies) Cause of dispute Amount involved









Note:- In case of J oint Venture, the bidder shall provide the information for each firm.
It has been intended that, in case of e-submission the bidder is required to fill
only the information as mentioned above. The bidder is not required to scan and
submit all the supporting documents.
3.4 Bid Security Format
Form of Bid security shall include the provision as
This Bank Guarantee shall not be withdrawn or released merely upon return of
the original Guarantee by the Bidder unless notified by you for the release of the
Guarantee
Form of Bid Security (Bank Guarantee) used in the World Bank Standard
Bidding Document for Small Works has been attached for reference.
4.0 Final
So this Guideline intends to provide instructions regarding the preparation of Bid
Document when e-Procurement is to be adopted. The above mentioned
provisions are to be incorporated in Bid Documents especially in Bid Data Sheet.
It should be noted that the above mentioned provisions are NOT TO BE COPIED
as it is but TO BE INCORPORATED AT APPROPRIATE PLACES in Bid Data
Sheet.

General I nstruction on Preparation of Bidding Document
Form of Bid Security (Bank Guarantee)
[If required, the Bank/Bidder shall fill in this Bank Guarantee form in accordance with the
instructions indicated in brackets .]
________________________________
[Banks Name, and Address of Issuing Branch or Office]
Beneficiary: ___________________ [Name and Address of Employer]
Date: ________________
BID GUARANTEE No.: _________________
We have been informed that [name of the Bidder] (hereinafter called "the Bidder") has
submitted to you its bid dated (hereinafter called "the Bid") for the execution of [name of
contract] under Invitation for Bids No. [IFB number] (the IFB).
Furthermore, we understand that, according to your conditions, bids must be supported
by a bid guarantee.
At the request of the Bidder, we [name of Bank] hereby irrevocably undertake to pay you
any sum or sums not exceeding in total an amount of [amount in figures] ([amount in
words]) upon receipt by us of your first demand in writing accompanied by a written
statement stating that the Bidder is in breach of its obligation(s) under the bid conditions,
because the Bidder:
(a) has withdrawn its Bid during the period of bid validity specified by the Bidder in
the Form of Bid; or
(b) having been notified of the acceptance of its Bid by the Employer during the period
of bid validity, (i) fails or refuses to execute the Contract Form, if required, or (ii)
fails or refuses to furnish the performance security, in accordance with the
Instructions to Bidders.
This guarantee will expire: (a) if the Bidder is the successful bidder, upon our receipt of
copies of the contract signed by the Bidder and the performance security issued to you
upon the instruction of the Bidder; or (b) if the Bidder is not the successful bidder, upon
the earlier of (i) our receipt of a copy of your notification to the Bidder of the name of the
successful bidder; or (ii) twenty-eight days after the expiration of the Bidders Bid.
This Bank Guarantee shall not be withdrawn or released merely upon return of the
original Guarantee by the Bidder unless notified by you for the release of the Guarantee.
Consequently, any demand for payment under this guarantee must be received by us at
the office on or before that date.
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication
No. 458.
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