Prequalification Proceedings: The procurement committee, then invite the private sector for the prequalification to ensure that only experienced and serious sponsors are invited to submit tenders. Prequalification helps to limit the number of bidders at the pre-tender stage. The typical prequalification information for BOT projects include: Financial capability of the sponsor stating the financial situation; Experience and track record of executing similar BOT project; Management structures and operational capabilities of the applicant; and Information on pending legal claims.
Invitation and Instructions to Tenderers : The prequalified bidders are provided with the bid document package that contain instructions to the bidders and tender form in additional to number of documents and information as specified above. The instructions included in the bid document package relates to the required content of the bid; procedures for clarification of bid documents and for submission of bids; how the bids will be opened and evaluated and procedures to be followed for the award of the project.
Clarifications Prior to Tender Submission : The procurement process also permits the bidders to seek clarifications in the bidding documents. The instructions to the bidders state the name of a person in the procurement committee who is to receive the questions from bidders. In addition to this, the procuring government entity may conduct a pre-bid conference to clarify and correct the bidding documents. Salient results of a pre-bid conference should be put down in writing in a bid bulletin which will be sent to all bidders. Clarifications and corrections must be communicated to all potential bidders in writing.
Preparation and Submission of Firm Tender: The bidders should be given sufficient time for preparation and submission of a firm tender so that it fosters participation and competitions amongst the bidders. It is a common practice to give a timeline of 90-120 days for preparation of tender from the date of invitation to bid. The firm bids submitted by the bidders include proposals detailing the technical, financial, and legal aspects of the project.