6 Sourcing of Supply
7.3 Instruction to Bidders
A sample format of instructions to bidders is in appendix 4C.
Depending upon the goods and related services to be procured, the following articles may be utilized in addition to those articles appropriate for the situation:
7.3.1 Introduction
A brief description of the aim and background conditions associated with the project should be presented. Definitions and acronyms to be used in the documents should be defined.
7.3.2 Object of Bid Solicitation
The goods and related services required must be clearly specified. Reference to the appropriate articles or appendices describing the goods is usually necessary.
7.3.3 Interpretation of BSDs and Contract Documents
Information on the procedures for obtaining clarification and interpretation of any part of the BSDs (and resultant contract(s)) must be provided and all bidders must receive any such interpretations.
7.3.4 Method of Bidding
Requirements and procedures for the preparation of the bid are to be described. The following information may be included:
1) language(s) to be used;
2) method of filling in forms (usually typing is preferred, but under certain circumstances ink is acceptable); and
3) other requirements, such as:
1) signing;
2) forms required and number of copies;
3) communications instructions and addresses; and 4) the rules governing bid withdrawals.
7.3.5 Bid Guarantee
The need for a bid guarantee should be assessed (refer to chapter 4).
7.3.6 Information to be Submitted with Bid
Bidders must be advised of the information and documents to be included with their bids.
7.3.7 Validity of Bid
The required bid validity period must be stated. The bid validity period is the period of time that a bid remains valid and open.
7.3.8 Costs and Expenses of Bidding
Bidders are responsible for costs and expenses related to the preparation and submission of their bids.
7.3.9 Evidence of Capability
If required, bidders must provide evidence of their ability and capacity to fulfill the conditions of the contract.
This article is not always necessary and should be omitted when a pre-qualification study of the firms solicited to bid has been conducted.
7.3.10 Bidder's Experience
If required, bidders must be instructed to furnish evidence of experience in providing equipment, materials and related services for similar types of projects.
7.3.11 Availability and Costs of Additional Spare Parts and Support Services
Bidders may be required to establish their capability in providing spare parts and support services. If this is a consideration, it should be clearly stated in the bid document.
7.3.12 Pricing
Should there be a requirement for pricing based on various points of delivery (or various terms of sale), the bidders must provide prices based upon each point of delivery (or term of sale).
The bidders must be advised if any of the delivery points or terms of sale will be used as an evaluation criterion.
Note that CIDA financed projects are exempt from provincial sales taxes, federal sales or excise taxes on goods, and customs duties on imported parts or components incorporated into the final goods. Bidders must certify their goods to be free of such costs and to quote their prices accordingly.
7.3.13 Sales Taxes and Customs Duties
It is the supplier's responsibility to claim from Customs and Excise Canada refunds of customs duties paid on material imported and later exported. In some instances, the EA may assist the suppliers in claiming their refund by providing appropriate documentation and related references authorizing the export of goods for aid programs.
The following certification must be provided on invoices for which a claim is being made for customs duty drawback:
"The goods that are the subject of this invoice have been delivered to the satisfaction of CIDA and are for exportation from Canada."
CANADIAN INTERNATIONAL DEVELOPMENT AGENCY Signature of CIDA official.
7.3.14 Export Permits
The responsibility for obtaining export permits rests with the supplier. Therefore, BSDs and contracts issued against CIDA funded projects shall incorporate the following clause:
"As the goods and supplies provided under this contract are destined for export from Canada, the supplier shall be responsible for obtaining the approvals required under Canada Export Control legislation. Information and export permits may be obtained from the Export Control Division,
Special Trade Relations Branch, Foreign Affairs and International Trade, Canada."
(See also section 7.3.22, International Sanctions) 7.3.15 Payment
The procedures and documentation required to effect payment in accordance with the agreement signed between CIDA and the recipient country must be detailed.
7.3.16 Receipt and Opening of Bids
Bidders must be informed of the bid opening procedures and the specific time and place of bid openings. (Refer to section 7.9.2, Opening of Bids ).
7.3.17 Bid Evaluation
The criteria for evaluating bids must be provided. (Refer to section 7.8 and to chapter 8).
7.3.18 Delivery Schedule
Bidders must be requested to indicate delivery dates and provide a delivery schedule as required.
7.3.19 Award of Contract
Details relative to the awarding of a contract must be provided. When appropriate, a copy of the proposed contract should be attached. Bidders must be told that the purchaser is not obligated to accept any bid either in whole or in part.
7.3.20 Purchase Order Confirmation (POC)
The purpose and procedures regarding the use of Purchase Order Confirmations (POCs) by CIDA must be explained. POCs are addressed in appendix 4C under "Contract and Purchase Order Confirmation" and also in chapter 9.
7.3.21 Canadian Content
The instructions must include CIDA's Canadian content requirements and the forms that must be submitted with the bid. (Refer to section 2.4).
7.3.22 International Sanctions
From time to time, in compliance with United Nations obligations (or other international agreements), Canada may impose restrictions on trade, financial transactions or other dealings with a foreign country or its nationals. The instructions must include directions to the bidders as to who these sanctions are applicable to at the time of the bid solicitation. Bidders must agree that, should they be awarded any contract or agreement as a result of their bids, they will, in the performance of their contracts, comply with any such regulations that are in force. Bidders must also agree to require
such compliance by their first-tier subcontractors.