Tendering Procedure for Samco Mining Traders

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

1. Definition.
Principal- Samco Mining Traders 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 Samco
Traders.
1.1. Statement of 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 ability of handling that
particular work.
c) The conditions for the tender shall be similar for all the tenderers.
1.2. Tendering Procedure covered, including;
1.3.1. Obligations of the principal
Assistance- The contractor shall use his effort to make sure he renders assistance to the
contractor in case he is needed.
Services and facilities—All the services and facilities shall be made available to the contractor
(Brook, 2016, p. 120).
1.3.1.1. Introduction
1.1 The charges on tender document shall not exceed 5000/=
1.2 The tenders are invited to hand over their Financial and Technical Proposal for
transportation services needed.
1.3 No tenderer shall be allowed to through the document making the purchase of the
document.
1.4 The proposal preparation and negotiation cost for the contract is not acknowledged as a
direct cost of the assignment.

1.3.1.2. Pre-tender
3.1 The writing of the proposal shall be done in English
3.2 During preparation of the proposal, the tenderers must concentrate on the following;
i. If the firm contemplates that it lacks all the proficiency for the task
ii. Alternative professional staff shall not be proposed and only one Curriculum Vitae may
be submitted for each position (Moelmann, 2009, p. 178)
1.3.1.3. Tender document
3.3. The following information shall be provided by the proposal using the attached standard
form
i. A fleeting description on the firm organization and outlining the current knowledge
concerning the same task.
ii. A description of the methodology and work plan for performing the assignment.
iii. The list of a recommended staff team
iv. CVs recently signed by the recommended specialized team and certified representatives
submitting the proposal.
v. Estimates of the total staff inputs
3.6 All the financial information shall not be included in The Technical Proposal
3.7. During the preparation of the technical proposal, the tenderers shall express the prices of
their services in figures, commissions, and gratuities to be paid if there is any. The proposal
must remain valid for 60 days after the submission date.
1.3.1.4. Call for tenders
Samco Mining Company invites different tenderer to submit their proposal for the
provision of transportation services to enable the company to transport their mines from the
transportation site to where the mines will be carried to the various places needed. The quoted
prices should be net inclusive of all taxes.

The filled tender documents MUST be sealed off in plain envelopes marked with the tender
number and be deposited in the tender box provided at Mwalimu plaza, along elimu road at 2nd
floor tender box.
The opening of tender will be done when all the representatives representing the tenderers
who choose to attend the opening at the boardroom.
The selection of tenderer will be done based on Quality Cost Based Selection centered with the
policies laid down in the Public Procurement and Asset Disposal Act.
1.3.1.5. Receipts of tenders
4.1 The tenderers to prepare the number of duplicates of the proposal as indicated.
4.2 The original and all copies of Technical Proposal shall be placed in a sealed envelope labeled
TECHNICAL PROPOSAL (Seyeres, 2009, p. 321)
1.3.1.6. Closing of tenders
4.3 All the tenders must be submitted the exact date mentioned above and late submission
shall not be accepted since the closing of tender will be done on the 4th September 2018.
1.3.1.7. Evaluation of tenders
6.1 The opening of the proposal shall take place when all the representatives representing the
tenderers are present. The prices and the name of every tenderer will be announced loudly
when the financial proposal is opened (Brandt, 2007, p. 456).
6.2 The clients selected by the tenderer will notify the tenderer in case the proposal did not
meet the required marks after carrying out technical proposal evaluation. Their financial
proposal will also be reverted to them immediately after accomplishment of the selection
procedure thereafter, the remaining tenderers will be invited to attend the opening of the
financial proposals.
6.3 The determination of whether the financial proposals are complete will be done the finance
committee.