Tendering Procedures for Mining Equipment: A Guide for Tenderers

This guide provides information on the tendering procedures for mining equipment, including ethics, obligations of the principal and tenderers, financial justification and arrangement, quality assurance and control requirements, and safety requirements. It also includes a breakdown of the evaluation process and contractual terms.

PROJECT MANAGEMENT
[Author Name(s), First M. Last, Omit Titles and Degrees]
[Institutional Affiliation(s)]

1. Definition.
Principal- Rangers Mining Company invites the locals who are eligible for providing mining
equipment which will be used in mining quarries needed for building roads.
Tenderer- Any person who has the capability of providing the services needed by the ministry.
1.1. Ethics
The written tender is grounded on the following principles below;
a) This task shall be carried out in an open and honest manner.
b) The task shall only be taken by those contractors who have the ability to handle that
particular work.
c) The conditions for the tender shall be similar for all the tenderers.
1.2. Tendering procedures
1.2.1. OBLIGATION OF THE PRINCIPAL
1.2.1.1. Pre-tender
The submission of financial and technical proposals needed for transport. and even the technical
report should be provided to confirm the client cases of applying, there may be over or
underpayment
The tender charge shall not exceed 5000
There will be no review of the charging fee before the tenderers purchased
The cost incurred in proposal preparation and in the contract negotiation is noted as direct cost
assigned.

1.2.1.2. Tender documents
The request from tenderers should be due seven days before the submission day. This
information should not be verbal though should be in a written form that is paperwork, emails,
telex, facsimile.
 They should be written in English
 There document to be examined to conclude a detailed result
 The basic things to be considered when preparing a technical proposal are
 The firm should the number of experts to be assigned
 Compare the number of professionals in the staff
 Only one cv to be accepted for a certain job
1.2.1.3. Call for tenderers
Rangers Mining Company would like to invite the eligible firms who are interested in the
provision of transport that will enable the transportation of mines used in road construction in
different parts of the country. There will be consideration of net included in all tax in the amount
quoted while the proposal will expire at the closing date
With the consideration of the state of file tender document in term of the confidentiality,
therefore the document should be enclosed in the plain envelope with indicated tender number
and then delivered to;
The Head of Purchasing
Ridder s Mining Firm
Tatung Plaza, Tukwila Road,

2nd-floor tender Box
Box 2000-0100ELIMU CENTRE.
The tender will be open as on delivery and during the boardroom in the present representative of
the tenderers
The tendering selection will be in accordance with public procurement and asset disposal act
based on the Quality Cost Based thus no bias expected
1.2.1.4. Tender inquiries
3.5These information to provide in the Technical Proposal and they should be attached by used
of standard form
 A clear description of the firm and the highlights of it current encountering the
assignment of the some tender
 Identification of the method used and how they plane their work.
 Provide names of staff in a written document
 Provisional CVs with a proposed professional staff who has the obligation of doing so
 Stated the total staff input
3.7the tenderer should make the clarification on the prices in figure, commission, and gratuities
to be paid thus the tender validity will expire after two months
1.2.1.5. Receipts of tenders

4.1the tenderers are expected to give out the indicated numbers of proposal copies.
4.1delivering of final financial and technical proposal including the initial copy and any other
copy from the initially given dress though late submission should be unaccepted and to be
forward back to the sender
1.2.1.6. Closing of tenders
The tender shall be closed on 30th July 2018 after which no proposal shall be allowed. Tenderers
are requested to submit their proposal on the date specified in the document.
1.2.1.7. Evaluation of the proposals
The appointed committee should follow the given procedure during the proposal evaluation
process
Points award for specified as followed
Experiences 20%
Methodologies 30%
Employees Qualifications 20%
Type of Technology 30%
Total 30%
………………………………………………………………………………………………………
……………………………….100%
1.2.1.8. Negotiation

7.1This comprised the discussion of the technical proposals, work schedule or the methodology
to be used and other views.
7.2Also the contract draft form be included in negotiation’
7.3 A team to be appointed by the procuring entity to negotiate.
7.4 Awarding the contract
7.5 The awarding of the contract to be done by giving negotiation priority. The winner of the
tender s to be shortlisted while the unqualified one gets their financial proposal back.
7.6 The signing the tender documents by tenderers indicating date and location.
7.7 The signing of a contract by the parties involved within 30 days from the date of contract
award.
1.2.2. OBLIGATION OF THE TENDERERS
1.2.2.1. Return of the documents
The proposal shall be returned by the tenderer immediately after filling it completely. The
document shall be dropped in the location stated above.
1.2.2.2. Evaluation of tender document.
6.1 The tenderers client should let them know in case their proposal fails to meet the certified
standards. Evaluation of the financial process and a required mark has given out after the
technical proposal evaluation process. The finances to be returned the end of selection process
however the succeeded tenderer are needed to attend the financial proposal opening

6.2 Opening of the financial proposal with the all tenderers presentative Onsight while the names
and the price of each tenderer will be read aloud during the opening of financial statement
6.3 The determination complete financial proposal by the committee
6.4 introduction of the formula used in score calculation; Sf=100XFM/F and f is the proposal
price
6.5 the contract should be within a period of time e.g. one year or 12 months and any variation
should be not tolerated.
6.6 in case of any variation the procuring entity should be done within a month.
1.2.2.3. Formulation of tender and estimates
None of the tenderers shall be permitted to contribute to unlawful activities not highlighted in
the contract. All the applicable statutory and other legal necessities shall be observed and the
tenderers shall not collide with other tenderers.
The following estimates are made concerning the contract;
1.2.2.3.1. Project labor
The total sum of labors required for the task is projected to be 7 and they should be ready to
deliver to enhance the performance of the task.
1.3.2.3.2. Project plant
The number of vehicles required in handling the task specified is estimated to be 4 and they
shall assist in carrying the mined materials to numerous places they are needed.
1.3.2.3.3. Project material
The above-specified task requires numerous materials needed to carry out the project.

1.3.2.3.4. Project subcontractors
This assignment is estimated to require only 2 subcontractors who got knowledge concerning
mining
Confidentiality: the parties’ testimonial information should stay secretive even after the
expiration of the contract
2. Financial justification and arrangement
2.1. Source of funds
All the capital needed for the service delivery for this project shall be left on the hand of the
selected tenderer. The company shall pay the tenderer after the completion of the task.
2.2. Cost summary
Cost Currency Sum
Subtotal
Taxes
Total Amount of
Financial Proposal
…………………………………
…………………………………
………………………………
1. Contractual terms

3.1. Nature of the Contract
This contract is the meaning and interpretation and the relationship between the parties and
shall be governed by the Laws of Australia.
3.3. Service Notice
All the services needed shall be performed at the location specified at the beginning of the
document (Kelvin, 2008, p. 56).
3.4. Assignment and Subcontracting
The subcontracting clause and other and other issues should be mentioned clearly.
3.5. Statutory Requirement
All the contractors and subcontractors shall pay their fees, taxes, and duties under the law of
Australia (Greg, 2008, p. 21)
3.6. Examination and Testing
A thorough testing policy is needed to identify the project prerequisites and avoid conflict of
contracts.
3.7. Progress and Programming of the work.
Monitoring of the ongoing project is needed to ensure the project is completed at the time
specified in the tender.
3.8. Suspension of works
When the client is involved in illegal activities when performing the contract then it will lead to
the suspension of the contract
3.9. Delay of works
The work needs to be completed within the stipulated time since delays will lead to escalation
in the cost.

3.10. Defects liability
A proper defection policy is needed to deal with the issue of defect liability in case there is any.
3.11. Variations.
Task variation and its principals needs to be followed to assist in the execution of the task.
3.12. Certificate and Payment
Payment shall be made within 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 (Ayeni, 2011, p. 32).
3.13. Default or Insolvency
Insolvency issue regarding the executing agency within the working structure must not let to
pound on the project structure.
3.14. Termination
The client shall terminate this contract by not less than 30 days’ written notice of termination to
the contractor (Downings, 2011, p. 78).
3.15. Claims
There is need to resolve claims such as contractual claims, monetary claims and infrastructural
claims.
3.16. Dispute resolution
In case of any arising dispute which cannot be settled amicably within thirty days after receipt
of one party of the other party request then for such amicable settlement maybe by either
party or to the arbitration and final decision of a person to agree between the parties (Ross,
2014, p. 34).

2. Quality Assurance and Control requirements
4.1. Customer focus- Application of the customer focus principle shall enhance systematic
managing of the customer relationship, measuring customer satisfaction and acting on them
and researching and understanding the experiences and needs of the customers
4.2. Quality Leadership
The organization need quality services to be provided to the customers and this will lead to an
increase in the market share.
4.3. Involvement of people- People involvement in the ongoing events shall make people
understand their role and contribution to the organization, creativity, and innovation in
furthering the objectives of the organization.
4.4. Continuous improvement-The performance of the organization generally shall be a
permanent objective since it will result in the acknowledgment of improvements and provision
of training to the people (Greg, 2008, p. 34).
4.5. Process Approach- The principal shall require efficient managing activities and the related
resources as a process to enable the firm realize the necessary activities needed in order to
achieve better results, measuring the capabilities of the key activities and evaluation of risks.
4.6. System approach
The system approach will assist in the determination market strategy development thus
providing profit to the organization.
4.7. Continuous approach
A continuous improvement in the organization will assist in the elimination of hindrances in the
project execution.

4.8. Mutual benefit- The firm and the tenderer shall enhance their relationship and this will
lead to identification and selection of suppliers, clear and open communication and sharing of
information and future plans.
3. SAFETY REQUIREMENTS
5.1. Safety management review
The organization shall ensure that they understand the safety measures involved in taking
large projects.
5.2. Safety management and evaluation
The weak areas should be identified before commencing the project and safety procedures
should also be undertaken to help in maintaining utmost security system.
5.3. Safety implementation
Safety policies should be implemented to avoid safety risk associated with the projects.
5.3. OHS policy
The organization shall allocate the budget for OHS professional, ratio safety officers to workers
and appointment of OHS professional.
References
A.Yavuz Oruc, M. K. (2017). Foundations of Interconnection Networks. Chicago: CRC Press.
Brook, M. (2016). Estimating and Tendering for Construction Work. New York: Taylor & Francis.

Hackett, M. (2016). The Aqua Group Guide to Procurement, Tendering, and Contract Administration.
London: John Wiley & Sons.
Lim, P. (2016). Contract Administration and Procurement in the Singapore Construction Industry.
Liverpool: World Scientific Publishing Company.
Oruc, A. Y. (2017). Ogretmen. Manchester: ENSONKITAP.
Oruc, A. Y. (2018). The Blue Tractor. London: Ensonkitap.