Tendering Procedure for Mining Equipment: Guidelines and Requirements

This article outlines the tendering procedure for mining equipment, including the obligations of the principal and client, ethical considerations, and safety requirements. It also covers the process for submitting a proposal, including the preparation of a technical proposal and the call for tenderers. The article concludes with information on contractual terms, financial justification and arrangements, and quality assurance and control requirements.

Name of the Student
Name of the Professor
City/ State
Date/ Month/ Year

1. Definition.
Principal- The Mining ministry any person who is willing equipment which shall be used in
carrying out mining activities.
Tenderer- There is no restriction since this is an open tender, any person who is capable to offer
the services needed is called upon to do so.
2. Ethics
This particular tender is based on the following principles;
a) The tender shall be opened to any person willing to deliver the services needed and
with honesty.
This particular assignment shall be undertaken with any person who shall complete
the duty after the selection without any delay
3. Tendering Procedure.
The procedures for tendering is discussed below,
A. OBLIGATION OF THE PRINCIPAL
1.1. Pre-tender
1.2 The tender document shall be purchased at 5000/=
1.3. No client shall be allowed to go through the document before buying it.
1.4. The principal shall not recognize any cost used in preparing the documents. Any question
concerning documents shall be done in writing or using mail 1 week before the submission date
proposed (Greg, 2008, p. 23)
1.2 Preparation of technical Proposal
3.1 Only English shall be used in writing all the proposals and any official information
concerning the tender.
3.3 During proposal preparation, the client shall center all his or her effort on,

i. If the tenderer ruminates that it does not have all the proficiency for the task.
Tendering inquiries
3.5. The following information shall be provided by the Technical Proposal
i. A transitory tendering organization description and a sketch of the present experience
of a similar assignment.
i. A detailed report on technique and plan of work which shall be used for this assignment.
ii. The list of an approved staff.
iii. Estimation of all the inputs needed for this assignment.
3.6 The exclusion of information on financial matters must be considered in the Technical
Proposal.
3.7. The prices shall be presented on this assignment by the tenderer in the course of
preparing the technical proposal
1.3 Call for tenderers
The Ministry of Mining summonses the proposal form from the attracted qualified tenderers
to deliver equipment which shall be used in the mining of quarries needed for building
government houses for the refugees in the country. The mentioned prices shall be net inclusive
of all taxes and shall stay valid for a span of 120 days from the date of closure of the proposal.
The filled tender documents MUST be sealed off in sealed envelopes patent with the number of
tenders written and shall be deposited in the tender box provided at
The Permanent Secretary,
The Office of Mining.
Twin Towers Opposite Central Bank
2nd-floor Tender Box
The document will be opened instantly in the attendance of the tenderers representatives who
agreed to appear to the opening at the boardroom.

The tenderers are informed that the selection shall be done based on Quality Cost Based
Selection in accord with the policies highlighted in the Public Procurement and Asset Disposal
Act.
1.4. Receipts and submission of tenders
4.1 The number of copies to be produced is indicated in the tender document.
4.2 The envelope containing original and all duplicates of Technical Proposal shall be closed
and labeled TECHNICAL PROPOSAL (Silica, 2015, p. 321)
1.5. Closing of tenders
4.3 The concluded proposals shall be surrendered to the location given above and LATE
submission of a proposal will not be accepted and it will be returned to the owner. The
closing of tender shall be done on 2nd November 2018 (Philip, 2012, p. 560).
1.6. Evaluation of the tenders
5.1 The assessors shall not peruse financial proposal shall be perused by the assessors before
the completion of technical proposal evaluation (Collins, 2008, p. 168).
5.2 The below standards will be used during the assessment of the proposals by the appointed
committee.
POINTS
The experience the tender has concerning this assignment 20%
Sufficiency of the anticipated work plan and methodology in responding
to the terms of reference.
30%
The tenderer competence and qualifications 30%
Sustainability to the transfer of Technology program 20%
Total Points 100%

6.2 The proposal shall be opened in attendance of all agents standing on behalf of the
tenderers. The prices and the name of every tenderer will be announced loudly when the
financial proposal is opened.
1.8. Negotiations
7.1 In this section, the technical proposal, work plan or projected methodology shall be
discussed and any suggestions.
7.2 The contract draft form will also be included in the negotiation.
7.3 The procurement entity shall be appointed to assist in negotiation process.
7.4 Award of the contract
7.5 The contract will be awarded based on the negotiation. The tenderer who will be successful
to win the contract will be enrolled while those who will not be successful, their financial
proposal will be returned to them (Greg, 2008, p. 124).
7.6 The chosen client is anticipated to begin the assignment on the date and setting specified in
the document
7.7 The parties involved in the agreement shall lay their signature in thirty days after awarding
the contract.
B. OBLIGATIONS OF THE CLIENT
All the strength shall be applied to ensure he renders assistance to the contractor in case he is
needed. (John, 2015, p. 120).
7.8 The commission in charge of finance will assist in finding in case the financial proposals are
complete. (Kelvin, 2008, p. 298)
7.9 The formula for determining the financial score will be Sf= 100XFM/f whereof is the financial
score; F is the proposal price.

8.0 The evaluation of the tender will be done in three weeks starting from the time of enclosing
the tender.
8.1 The varying of the price of the contract shall not be permitted for the contracts not
surpassing one year.
1.4. Formulation of tender and estimates
The tenderer shall only carry out the task mentioned in the document and they should not
involve themselves in illegal activities which are not governed by the laws of Australia. All legal
matters shall be taken into consideration to avoid conflicting of assignments which later
increase the cost of what was budgeted for.
The following estimates are made concerning the contract;
1.4.1. Project labor
The workers adding up to 8 are expected to help during service delivery
1.4.2. Project plant
Motor-vehicles shall be needed in order to find a way of transporting mines to where they are
required and the number of vehicles that are required are estimated to be 10 in total.
1.4.3. Project material
In order to erect the construction, several materials are needed to be put in place up to the
point where it is decorated. Example of materials required include are iron sheets, cement,
bricks and others. (Lawrence, 2009, p. 67)
1.4.4 Project subcontractors
In the course of performing the task mentioned in the tender document, other services will be
contracted to those contractors who are capable of rendering services needed by the Ministry
and got good reputation and only one subcontractor will be required for this specific task.

4. FINANCIAL JUSTIFICATION AND ARRANGEMENT
4.1. Financing of the projects
The tenderers are notified to have the required capital to commence the project since the firm
shall pay the selected tenderer after he or she completes the project and offered the
completion certificate. The tenderer shall submit their financial statement since the company
shall not be reliable for work not done as a result insufficient capital.
4.2. Financial proposal form
…………………………………...(DATE)
To………………………………………………………
………………………………………………………….
(Client name and address)
Ladies/ Gentlemen
The signatories reach an agreement to deliver mining equipment to the ministry in
agreement with your Request for Proposal dated……………………. Our close Financial
Proposal is for the sum of ………………………………………………………………………………… (amount
to be included in words and figures) tax inclusive.
We remain
Yours candidly
………………………………. (Certified signature)
…………………………………… (Name and title of cosigner)
………………………………… (Name)
…………………………………………. (address)

Cost summary
Cost Currency Amount
Subtotal
Taxes
Total Amount of
Financial Proposal
…………………………..
……………………………
…………………………..
5. Contractual terms
Laws Governing the contract- This contract is the meaning, clarification and the relationship
between the parties and shall be governed by the Laws of Australia.
Language- All the official documents and filling of the proposal form will be done in English
(Rhoda, 2014, p. 129)
Services-All the services needed shall be performed at the location specified at the beginning of
the document (Kelvin, 2008, p. 56).
Authorized Representatives- All the activities needed to be done Any action needed to be
accomplished by the officials specified in the document.
Taxes - The contractors and subcontractors will be responsible for paying all the taxes and
duties as required by the law of Australia (Greg, 2008, p. 21)
Expiration of the contract- The contract shall only be terminated after the actual date as
quantified in SC (Rhoda, 2014, p. 674).
No Breaching- The failing of a party to accomplish any of its duties under the contract shall be
deliberated to be a breach.

Payment-In a situation of inability to carry out the duties, the contractor shall be eligible to
continue to be paid (Rees, 2012, p. 452).
Delayed Payment interest-Payment shall be made in 30 days of receipt of the invoice and
relevant documents and in case of delays then the contractor shall be paid simple interest for
each day of delay at a rate of three percentage points (Peter, 2013, p. 32)
Lamp-Sum Remuneration- The total remuneration shall not exceed the contract price
Price of the contract- The billed price to local or foreign currency is set forth in the SC.
Terms and Conditions of Payment-The contractor will be paid the after attaining all the
conditions listed in SC (Kelvin, 2008, p. 234).
Termination of the contract-The client shall terminate this contract by not less than 30 days’
written notice of termination to the contractor (Rhoda, 2014, p. 78).
Amicable Settlement of disputes- The parties shall use their best effort to settle the arising
disputes amicably or in connection with contractor its interpretation (Philip, 2012, p. 189)
6. Quality Assurance and Control requirements
Customer focus- Application of the customer focus principle shall improve logical handling of
the customer association, measuring customer contentment and acting on them and
researching and understanding the experiences and needs of the customers (Obonyofya, 2009,
p. 348).
Involvement of people- The participation of people in the ongoing activities shall make people
comprehend their starring role and support to the organization, creativity, and innovation in
fostering the objectives of the organization (Rees, 2012, p. 98).
Continuous improvement-The general organization performance of the shall be an everlasting
objective since it will lead to acknowledgment of developments. (Lewis, 2012, p. 347)
Requirements for document management, reporting, and governance
a) Creation and maintenance of accurate information

b) Accountability and transparency
c) Accessibility to information easily
7. SAFETY REQUIREMENTS
Safety management review- Tenderers shall ensure that they understand the safety measures
involved in taking large projects.
Safety implementation- The tenderer shall abide by all the safety procedures and the process of
the tendering company- OHS policy- The principal shall allocate the budget for OHS
professional, ratio safety officers to workers and appointment of OHS professional.
.
References
Collins, S. (2008). Effect of Competitive Tendering on Value in Construction. Grupo Planeta.

Greg, B. (2008). Construction Tendering and Estimating. Adventure Works Press.
John, K. (2014). The Management of Facilities. Ridders digest.
John, P. (2015). Construction Tendering. Adventure Works Press.
Johns, P. (2013). leisure and Sports Management. Informa.
Kelvin, C. (2008). Civil Engineering Tendering Contracts. HarperCollins.
Lawrence, M. (2009). The law of Performance Bonds. McGraw-Hill education.
Lewis, H. (2012). Bids, Tenders and Proposals. Scholastic.
Marsh, P. (2009). The Art of Tendering. Sanoma.
Obonyofya, T. (2009). Importance of Building Contract Management. Simon & Schuster.
Peter, A. (2013). Estimation and Tendering. OLMA Media group.
Philip, J. (2012). The Public Procurement and Procurement Act. Adventure Works Press.
Rees, G. (2012). Code of stimating Practice. Hachette Livre.
Rhoda, M. (2014). Tenders on Government Projects. Wolters Kluwer.
Silica, L. (2015). Tendering Process. China Publishing Company.
Tim, B. (2008). The Process of Tendering. Media Participation.