Upon receipt of an approved procurement requisition, and after reviewing the technical specifications or terms of reference for completeness, the procuring entity is in a position to begin preparing the solicitation documents; otherwise, the procuring entity needs to establish contact with the requesting entity in order to get any missing information to complete the technical specifications or terms of reference before they can begin preparing the solicitation documents.
Solicitation documents are prepared from a template called standard bidding or tender documents, and information specific to the particular requirement, such as observed below, is used to complete the solicitation documents.
Assuming that the requirement is on the procurement plan, pertinent information needs to be obtained and agreed with the requesting entity prior to completing the solicitation documents libido-portugal.com/.
When completing solicitation documents, it’s important to:
• Have clear technical specifications or terms of reference
• Decide on the need for pre-bid or pre-proposal conference and/or site visit
• Determine if the requirement is for international or local competitive bidding
• Determine due date for request for clarifications on the solicitation documents,
• Decide on the deadline for submission of bids or proposals
• Obtain the name, address, phone number and email address of the client’s authorized point of contact for information on the requirement
• Determine bid/proposal validity period
• Determine need for bid security and/or performance security
• Determine bid/proposal evaluation criteria
• Identify and select evaluation panel members and observers
• Determine bid/proposal opening date
Once the solicitation documents are complete and approved, a procurement notice is prepared and posted to approved websites and internet portals, and also published in local and (if necessary) international newspapers.
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