A tender document or tender dossier (depending on the country) is a document that contains the information necessary to prepare a tender, award a contract and execute it. It is most often used in open tender procedures, which do not require prequalification or prequalification. Going into more detail, what is a tender document ?
What is the definition of a tender document ?
A tender document is a document that contains the information needed to prepare a bid, award a contract and execute it. The tender dossier specifies the number, nature and size of the plots, as well as the conditions and procedures for awarding candidates to subscribe to one or more lots. If multiple lots are to be awarded to a single bidder, the bidding documents should indicate that the contract will be awarded on the basis of the lowest combination of lots evaluated by the bidder. The contract was awarded on the basis of standard tender documents drawn up by the public procurement regulator. The tender dossier, once published, is made available to each candidate who requests it, subject to payment of the associated fee, the amount of which is to be determined by the public procurement regulatory authority. . Any offer can only be made on the basis of the tender dossier drawn up by the contracting authority or his representative after preliminary research. In exceptional cases, the contracting authority may make changes at any time during the initial advertising period, provided that the subject of the contract has not changed and that the advertising period provided for in Article 20 is respected. All competitors withdrawn must be informed of these changes or uploaded above, incorporating these changes in the file provided to them. Rectification notices are issued when the contracting authority decides to make changes to the tender documents, which require additional time to prepare the tender or when correcting apparent errors found in published notices.
What are the elements that make up the tender dossier ?
In other words, a tender document provides an overview and a sort of summarizer of the feasibility of a project by encouraging design offices or companies to apply. The elements constituting a tender dossier may vary according to each country or according to the offer concerned. However, the document must contain the essential elements. Those are :
- The precise description of the subject of the requested service or any request, including
- The technical specifications, certificates of conformity and standards with which the product or service must comply, as well as the necessary plans, drawings and instructions
- The economic and technical conditions and, where applicable, the financial guarantees;
- Additional information or documents requested by the tenderer;
- The language or languages in which tenders and accompanying documents must be submitted;
- The terms of payment and currency of the quote;
- The time granted for the preparation of the offer;
- The period of validity of the estimate or price;
- The dates and deadlines for submitting offers and related formalities;
- The date and time of opening of the bids;
- The exact address where the offers must be deposited
Apart from general information, the tender document must include files which may or may not be technical. These files are :
- The general administrative clauses book,
- The specific rules of the call for tenders,
- The book of special administrative clauses,
- The general technical clauses,
- The book of special technical clauses,
- The environmental clauses,
- The terms of reference or the description of the supply,
- The framework of the unit price schedule,
- The framework of the estimated detail including the quantities to be executed (DQE),
- The price sub-detail framework,
- Standard forms relating in particular to tenders and guarantees.