RFQs shall contain instructions for bidders. The instructions shall include, at a minimum:
An overview of the procurement with a description of the RFQ, its role in the process, and how qualifications will be evaluated:
a) A description of the RFP and its expected procedure and evaluation process.
b) The preliminary schedule of the RFQ and RFP.
c) Instructions and an electronic or physical address for submitting the SOQ and supporting materials.
d) The RFQ opening and closing date noted prominently on the front page of the RFQ.
e) A single point of contact for bidder inquiries and clarifications.
f) A requirement that SOQs must be in English.
g) Identification of any SOQ format requirements, including any page limits or maximum word counts, file formats for electronic documents, binding or organization of documents and supportive materials, etc.
h) A statement regarding necessary competition and whether a maximum or minimum number of bidders are expected to be qualified will be qualified (e.g., 3 to 5 bidders on the shortlist).
i) A statement that the Kingdom will not bear the costs of bidders in preparing SOQs or responding to the RFQ.
j) A statement that the Work Team may amend, modify, or terminate the RFQ and procurement at any time, for any reason, and shall not be liable for any bidder costs.
k) A statement that SOQs must arrive by the specified closing date in the specified format or they will be rejected.
l) Reference to the applicable authority for the transaction, including any decrees, orders, laws, rules, regulations, and/or NOP guidance materials upon which the process relies.
m) A prohibition on communication between bidders, collusive procuring, conflicts of interest, bribery and/or other corruptive behavior, a statement that bidders shall be required to confirm their compliance with the same and applicable sanctions or restrictions for violations.
n) Instructions regarding the prohibition on communications during the procurement process.
o) Identification of how bidder materials and intellectual property received by the Kingdom will be handled.
p) A list of individuals and entities for which the Kingdom has existing relationships and should not be part of a bidding team due to a conflict of interest.
q) A description of the SOQ evaluation process, including how responsiveness and responsibility (financial and commercial capacity) will be evaluated, whether pass/fail criteria will be used, and how the evaluation criteria will be used and weighted.
r) Identification of any bidding consortia requirements
s) A prohibition on a bidder, or any member of that bidding team, submitting more than one SOQ.
t) A prohibition on and disqualification for misrepresentations and fraudulent behavior in the RFQ process and the bidder's SOQ.
u) An outline of bidder rights and procurement dispute resolution procedures
v) Identification of required bid bond or other bidder security that will be required in the project.