Depending on the type of contract and the local requirements, a bid package can range from several volumes of material to a concise document. The elements listed below are the basic components of a generic bid package:
• Invitation for bids: This is a short (one to two pages) document that provides an over-view of the opportunity, specifies the deadline for bids to be submitted, and provides information for bidders to use in obtaining the full-bid package. An invitation for bids is typically published in relevant national and international journals. The invitation for bids will be reprinted as part of the bid package.
• Instruction to bidders: This provides general instructions to bidders regarding the opportunity, the content of the bidding documents, preparation and submission of bids, bid opening and evaluation, the bidder's conference or pre-bid meeting, and award of contract.
• Bid data sheet: The bid data sheet expands on the information provided in the instruction to bidders, indicating any special circumstances or conditions that the bidders must keep in mind. The data sheet also provides the bidders with specific details on where to submit bids, request clarifications, and who to contact regarding negotiations; the number of copies of the bid to be submitted; any special instructions regarding certifications or powers of attorney; the amount of bid security; and the evaluation criteria.
• Draft form of contract: The bid package includes a copy of the draft contract to provide the bidders an opportunity to comment on or mark up the contract. Such a process reduces the amount of time required for contract negotiations by ensuring that bidders agree to the form of contract prior to contract award.
• Sample forms and procedures: The package includes standard forms, which may include but shall not be limited to bid forms and price schedules, a bid security form, form of contract agreement, performance security forms, and bank guarantee forms.
In addition to the contents above, and depending on the requirements of any donors involved in a project, the package may include information on restrictions governing eligibility to bid on the opportunity and governing procurement using donor funds.