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PPP TOOLKIT for Improving PPP
Decision-Making Processes
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Sector: State Highway  |  Module 2: Work through the PPP process

Bidding - RFP and bid evaluation

RFP distribution and bid preparation

The final draft of the RFP will have been made prior to the application for Final Approval. The RFP, including all bidding documents, can now be distributed to the shortlisted bidders. The bidders should be given sufficient time to prepare their bids.

The shortlisted bidders may be required to provide a Bid Security to discourage them from dropping out of the bid process. A Bid Security is a sum of money or equivalent that the bidder provides to the Sponsor as security. It would be forfeit if the bidder exited the bidding process. The size of the Security should reflect the cost to the Sponsor of selecting new bidders.

Pre-bid meeting

A pre-bid meeting or conference should be held shortly after distribution of the RFP. The purpose of the pre-bid meeting is to provide the Sponsor an opportunity to clarify all provisions of the RFP and the draft Concession Agreement. It is very important that all bidders attend. There should be enough time between issuing the RFP and the pre-bid meeting so that bidders have sufficient time to prepare any questions.

Minutes and a signed register for the pre-bid meeting should be maintained and circulated to participants.

Bidders should also be given until a certain date to submit questions and comments in writing. The Sponsor should consider comments and suggestions and where appropriate revise the RFP and incorporate changes into the final version of the Concession Agreement.

Once the final date for questions and clarifications has passed it will be assumed that the RFP and Concession Agreement are understood and bidding will proceed on that basis.

Site visit

If the project involves important site-related issues a site visit should be organised early in the bid preparation. All bidders would be invited to attend and it would be expected that they would do so. Bidders will be free to ask site-related questions and these should be minuted and circulated to all participants.

Data room

A data room is a way for the Sponsor to provide bidders with access to confidential project-specific information for a period while they are preparing their bids. It is usually a single location where bidders may come to view documents that are not otherwise allowed to be distributed.

The location and rules for accessing the data room should be stated in the RFP.

As an alternative to a physical location, it is becoming increasingly common for procurement authorities to provide a virtual data room. This is a secure website where project documents can be provided to authorised viewers online. Virtual data rooms often have restrictions on how documents can be viewed and used, for example by using digital rights management to limit the ability to save, print and distribute confidential material.

Non-confidential information relevant to the bid may be provided with the RFP or made available at the request of bidders.

 

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