Bid preparation and submission requittrements

In order to ensure strict adherence to the stated guidelines, the Government Entity should mandate that all Bidder proposals respond adequately to the RfP Document, submit completed versions of all formsheets and data forms, and provide all the requisite information as outlined in the document. Emphasis must be given to:

  The address Bidder proposals must be submitted to;

  The number of copies required, strict adherence to the stated deadline;

  The separation of the technical and financial proposals so as to enable separate storage and objectivity of assessment; and,

  The requisite regulations surrounding the furnishing of a Bid security (in the form of a Bid Bond) in favour of the Government Entity. Bid Bond should comprise of the formsheet, the amount, and the date of validity which was also set as an RfP requirement, and should be issued by a recognised bank that is acceptable to the Government Entity. Suggestive conditions for forfeiture of the Bid Bond, which must be stated clearly, include:

  If the Bidder withdraws its Bid during the Period of Validity; or,

  If, in the event that the Period of Validity is extended by the Government Entity, the Bidder fails to comply with any condition of re-validation or confirmation or fails to deliver a replacement Bid Bond within the timeframe notified by the Government Entity.