Vendor Guide

Contracts and Procurement Department

1
 Introduction
About RTA

The Roads and Transport Authority

(RTA) was formed by the decree
number 17 in the year 2005. RTA is
responsible for planning and providing
the requirements of transport, roads &
traffic in the Emirate of Dubai, between
Dubai and other Emirates of the UAE,
and neighboring countries in order to
provide an effective and an integrated
transport system capable of achieving
Dubai’s vision & serving the vital
interests of the Emirate.

2 3
 Guide Content

Introduction 7

RTA Vision, Missions and Values 9

RTA Organization Chart 10

About Contracts and Procurement

Department C&P Dept. 12

Tendering Procedures 14

Purchasing Procedures 20

Location 23

Contact Details 24

4 5
 Introduction

RTA gives utmost importance to ensure

the quality and flow of projects and
services and investments, which
requires asking a wide variety of
bidding annually. At the same time,
the values ​​of RTA established to
impose them to maintain the highest
degree of credibility and institutional
reputation and a strong focus on the
continuity of excellence and success,
and the exercise of its business
ethically and professionally to ensure
the highest degree of transparency,
objectivity and impartiality and equal
opportunities, within the framework
of compliance with all applicable laws
and relevant legislation in force in
Dubai and the United Arab Emirates,
and to ensure that RTA achieves its
goals and strategic objectives.
6 7
 RTA Vision, Mission and Values
Vision Values
• Corporate reputation
Safe and Smooth Transport for All
Our credibility and corporate reputation are honest
reflections to the safe and reliable infrastructure we
provide.
• Distinction and Success
Mission Our distinction is a true representation of performance
based on efficiency, effectiveness and focus on
Develop integrated and sustainable continuous success.
transportation systems and support Dubai’s • Leadership and teamwork
comprehensive growth plans through The professionalism and wisdom of our leaders are
preparing policies and legislations, manifested through their deep respect for individuals
and reinforcement of teamwork.
adapting technologies and innovative
• Strategic partnerships
approaches, and implementing world class
Our achievements and the success of our strategic
practices and standards partnerships are true reflection of our response to
customer expectations and the contribution to the
development of our society.
• Quality and customer service
Acquisition and utilization of modern technology
underpin our continuous journey towards quality and
customer loyalty.
8 9
 Roads & Transport Authority

RTA Organization Board of Directors

RTA President

chart Chairman & Executive Director

Chairman & Executive Director (1.0) Sectors, Agencies &
(1.0.2) Internal Audit Chairman & Executive Director Office (1.0.1) Department

Strategy & Corporate Governance Corporate Administrative Support Corporate Technical Support Services
(1.1) (1.2) Services (1.3)
CEO CEO CEO

CEO Office Quality & Excellence CEO Office Quality & Excellence CEO Office Quality & Excellence
Office Office Office
(1.1.1) (1.1.2) (1.2.1) (1.2.2) (1.3.1) (1.3.2)

Development Strategic Commercial Safety & Risk Administrative Customer Marketing & Information Buildings & Assets Automatic
& Corporate
Planning & Investment Legal Affairs Regulation HR & D Services Service
Finance Corporate Procurement
Technology Facilities Management
Collection
Performance and Planning Communication Systems
(1.1.3) (1.1.4) (1.1.5) (1.1.6) (1.1.7) (1.2.3) (1.2.4) (1.2.5) (1.2.6) (1.2.7) (1.3.3) (1.3.4) (1.3.5) (1.3.6) (1.3.7)

Public Transport Agency Traffic & Road Agency Rail Agency Licensing Agency
(1.4) (1.5) (1.6) (1.7)
CEO CEO CEO CEO

CEO Office QHSE CEO Office QHSE QHSE CEO Office QHSE
CEO Office (1.6.2)
(1.4.1) (1.4.2) (1.5.1) (1.5.2) Rail Right of Way (1.7.1) (1.7.2)
(1.6.1)
Services Office
(1.6.3)

Commercial Transport
Projects Development
Planning & Business

Vehicles Licensing

Drivers Training &

Roads & Facilities

Rail Maintenance

Drivers Licensing
Intelligent Traffic

Rail Operations
Maintenance &

Rail Planning &

Transportation

Drivers Affairs
Franchising &
Development

Monitoring &
Maintenance

Qualification
Enforcement

Enforcement
Dubai Taxi

Activities
Systems

Systems
Services

Parking
Marine

Roads
Buses

Traffic
(1.4.3) (1.4.4) (1.4.5) (1.4.6) (1.4.7) (1.4.8) (1.4.9) (1.5.3) (1.5.4) (1.5.5) (1.5.6) (1.5.7) (1.8) (1.6.4) (1.6.5) (1.6.6) (1.7.3) (1.7.4) (1.7.5) (1.7.6) (1.7.7)

10 11
 Contracts and
The C&P Department is considered as one of the vital This informational service is provided to vendors (consultants, contractors, and suppliers) interested in
organizational units in Corporate Technical Support Services dealing with RTA in all matters concerning tendering/bidding and purchasing. It provides information about

Procurement (C&P) sector at RTA. Its main task is to provide all RTA sectors
with their requirements of materials and services through
the following procedures.

Department bidding and auctions. It is also considered as the main point

for contractual issues between RTA and external parties 1. Tendering Procedures 2. Purchasing Procedures
to ensure the continual supply of RTA services in high 1-1 GRP Registration 2-1 GRP Registration
quality and productivity contributing to the development of
1-2 Creating user name and password on RTA website 2-2 Registration on e-Supply Site
performance and productivity and reducing expenses.
1-3 Vendor Prequalification using e-PQ electronic system
2-3 Submission of Proposals
1-4 Tenders Release & Participation
2-4 Purchase Order Approval and Signing of
1-5 Submission of Proposals
Purchasing Contract
1-6 Awarding & Contracting
2-5 Releasing of Bid Bond
1-7 Releasing Tender Bonds
1-8 Tender Payments 2-6 Item delivery

1-9 Vendor Evaluation 2-7 Purchasing Payments

1-10 Variation Orders Claims & Disputes 2-8 Suppliers Evaluation

12 13
 1. Tender 1.1 Registration in Government Resources suppliers interested and/or requested to be added to made, and a notification will be sent to the vendor.
Planning System (GRP) the List of Approved Vendors, and to be invited A prequalification category is assigned to the
to tenders
Procedures
approved vendor. All of these procedures shall be
• T his registration is the first step for the vendor to be able to
• T here are two types of prequalification: executed through the e-Prequalification System
proceed with next activities
• The vendor can use the contact details shown in this booklet to ask a) Periodic prequalification: valid for three year to 1.4 Tenders release and participation
for this registration contractors, consultants or suppliers interested in a) Each year RTA announces the tendering plan on it’s
being registered on List of Approved Vendors. This official website www.rta.ae
• He will be provided with the required information template and
is initiated usually by the interested vendor. Prior
also requested to submit valid trade license or registration b) RTA announces the release of public tenders in the
expiry, prequalification renewal application can also
• Concerned staff will start registration in GRP after receiving the official newspapers and the RTA website. Whereas
be submitted to RTA
required information and documents invitation for limited tenders are forwarded to the
b) P
 roject-specific prequalification: performed for a
qualified vendors by fax , email and SMS.
1.2 Creating user name and password at RTA website specific project only. This type of prequalification is
c) In order to buy the tender documents ,the vendor
• T his procedure enables the vendor to use the website services usually initiated through invitation by RTA
representative must visit the responsible employee
which includes the prequalification system e-PQ. The steps are: The prequalification procedure is as follows: in Vendor affairs section (for a limited tender, vendor
1. Browse RTA website www.rta.ae then select Login, New User.
a) After the vendor creates a user name and password representative must submit a copy of the invitation, a
2. R
 egister as a company where your Business license on RTA website, the vendor shall then apply online copy of commercial license , and a business card). For
information is required, fill the requested fields and attach all through the e-Prequalification System. The vendor the public tenders, representative must submit copy of
the requested documents must electronically fill the prequalification form and the commercial license and a business card only)
1.3 Vendor Prequalification using e-PQ upload the supporting documents as required. d) I n case of limited tenders, the responsible employee
electronic system b) T he Prequalification submission shall be in vendor affairs section check and confirm the
• Prequalification Procedure in RTA is now fully automated online processed and assessed by RTA’s concerned supplier is on the invited list, then he prepares the
through the e-Prequalification System parties as per approved internal procedures. documents payment form. After the payment is done,
Upon this, an approval or rejection decision is the documents can be delivered to the representative
• Prequalification is required for contractors, consultants, and
14 15
 Important Notice: buying the tender documents must be done 1.6 Awarding letter and contract signature 3. T he quantity surveyor will review the payment
before the date and time mentioned in the announcement or the information and confirm the payment according to
• T he winner vendor will receive awarding letter
invitation letter , and the payment can be made in cash during the the contract
informing him to deliver the performance bond and to
official working days between 08:00 am to 01:00 pm.
sign the contract with RTA 4. A
 fter approving the payment from concerned
1.5 Submitting Proposals contracts and purchasing team manager, it will
1.7 Release of Bid Bond be forwarded to the finance dept. for auditing and
• V
 endor must submit proposals according to the requirements
mentioned in the invitation letter or the public announcement • F ollowing the awarding letter, all participating execution
which is usually in three separate envelopes: vendors (except the first and second vendors) will 5. V
 endor Support Office will inform the vendor about
a) The first one includes the original financial offer and two copies receive thanks letter for participation and informing the payment request status
them about the release of their bid bond
b) T he second one includes the original technical proposal with
For contracts that involve consultant from outside RTA:
two hard copies and two soft copies on CD • Release of the bid bond to the second vendor will be
done after receipt of performance bond from the winner 1. Contractor will deliver the original invoice to the
c) T he third one includes the Bid Bond and valid trade license
consultant who will evaluate the payment and submit
• T he proposal should be submitted in the Tender Box located at 1.8.1 Release of engineering his recommendations to the C&P dept
the Contracts and Purchasing Department, Vendor affairs section contracts payment 2. O
 riginal invoice and supporting documents will be
first floor, block C. Submission should be done prior to time and
For contracts that do not involve consultant from delivered to the Vendors Support Office who will
date specified in the invitation letter or public announcement
outside RTA: register the payment request in the system and then
• F or queries regarding tenders, vendors should submit their 1. Contractor will deliver the original invoice and forward it to the concerned C&P section / team
queries prior to the date set forth in the invitation letter/ public supporting documents to the Vendors Support Office 3. C&P will review the invoice and consultant advice and
announcement or tender documents. After all queries have been located on first floor of Block C in RTA headquarter. send them for the concerned dept. evaluation
collected, vendors will receive a response to their queries within The office will register the payment request in the
the period specified in the invitation letter/ public announcement 4. C
 oncerned dept. will evaluate the work done by the
system and forward it to the concerned department
or tender documents contractor and approve the invoice payment to the
2. C
 oncerned department will study, review and approve finance dept
• S
 ubmitted proposals will be opened publically by the Tender the payment request and send it to the quantity
Opening Committee at the set date. Concerned vendors who surveyor in the concerned C&P team with the payment 5. V
 endor Support Office will inform the vendor about
submit the requested bid bond can share this opening meeting release letter attached with the invoice the payment request status

16 17
 1.8.2 Release of specialized contracts payment • F or long term contacts (more than three years) 1.10 Variation orders, claims and dispute
evaluation must be done at least one time every
1. Contractor will deliver the original invoice and supporting • I n case of any variation or claim, the contractor has
two years
documents to the Vendors Support Office located on first floor of to submit studies and all the necessary documents to
Block C in RTA headquarter. The office will register the payment • E
 valuation result will directly be reflected on vendor the consultant or the concerned department (in case
request in the system and forward it to the concerned department qualification. And the result will be: no consultant is hired), where study and evaluation

2. T he concerned department will study, review and approve for the case is done

the payment request and send it to the tender officer in the # Evaluation effect on qualification • I f the contractor agrees with the decision, then claim
concerned C&P team with the payment release letter attached ends; otherwise it will be submitted to the dispute
1 Increase of qualification level
with the invoice committee in RTA for final decision
2 Decrease of qualification level
3. Tender officer will review the payment information and confirm
the payment according to the contract 3 Retain the qualification level
4. A
 fter approving the payment from concerned contracts and
4 Suspension of qualification
purchasing team manager, it will be forwarded to the finance
department for auditing and execution 5 Cancellation of qualification

5. V
 endor Support Office will inform the vendor about the payment
request status Cancellation of Qualification

1.9 Contracted Vendors Evaluation Qualification can be canceled in the following cases:

• Evaluation for vendors will be done at the end of each contract • E

 xpiry of qualification period without submission of
and this is part of contract closure process the renewal request

• If it is needed; The concerned dept. may evaluate the vendor at • I f the vendor is not participating in tenders which he is
any part of the contract life cycle invited to, for three sequent times

18 19
 2. Purchasing 2.1 Registration in Government Resources
Planning System (GRP)
2.3 Submitting Proposals
• The supplier should review e-supply site on daily basis
2.5 Release of Bid Bond
• F ollowing the awarding letter, all participating

Procedures • T his registration is the first step for the vendor to be able to
proceed with next activities
to check the new purchase requests loaded by RTA. He
can use the contract details mentioned on the request
vendors (except the first and second vendors) will
receive thanks letter for participation and informing
them about the release of their bid bond
• The vendor can use the contact details shown in this booklet to ask for any inquiries during the submission period. He can
for this registration upload his price offer directly through the site • Release of the bid bond to the second vendor will be
done after receipt of performance bond from the winner
• He will be provided with the required information template and also • A
 fter end of submission period, the purchasing
requested to submit valid trade lisence or registration section will download all offers and forward it to the 2.6 Items Delivery
• Concerned staff will start registration in GRP after receiving the concerned department for evaluation • T he supplier has to deliver the purchased items as
required information and documents per date, location and quantities approved in the
2.4 Approval of purchase order and purchase order
2.2 Registration on Dubai Government purchasing sign of contract • H
 e has to get copy of receipt signed by the requester
site which is e-supply (previously called Tejari) • T he winning supplier will be informed through email to
deliver the performance bond related to the purchase 2.7 Release of purchasing payments
a) T he supplier should register on Dubai Government purchasing site
order (if requested) • T he supplier should submit the following documents
through the link http://esupply.dubai.gov.ae/web/login.html
• A
 s soon as the winner delivers the performance bond, to the finance office in RTA headquarter:
b) G
 RP and e-supply registration will enable the supplier to
he will receive the approved purchase order 1. Original invoice
participate in any RTA purchase request related to his scope of
work and not greater than prequalification amount approved by • F or blanket purchase orders purchasing section 2. Original purchase order
will prepare the contract and follow up signing the
RTA management 3. Signed receipt
contract by the two parties
4. Delivery note signed by the receiving dept.
• F inance department will review and proceed with
payment release
20 21
 2.8 Suppliers Evaluation
• Suppliers will be evaluated according to the following criteria:
Location
1. Commitment to delivery date and schedule

2. Commitment to the quantity ordered

3. Commitment to quality

Promote new products and services

Vendors who like to promote their new products and services
should submit all the details of this product or service to C&P
email: cpdepartment@rta.ae. C&P will forward these details to the
concerned dept. and follow up their feedback

Official References for C&P

• The decree number 17 year 2005 for RTA forming

• Law No. 6 of 1997 On Contracts of Government Departments in

Dubai Emirate

22 23
 Contact Details
• We will be happy to receive your suggestions and complaints
through vendors channel on RTA official web site www.rta.ae

Or you can contact us directly through vendors support office

Tel : +971 4 290 3241/3242

Fax: +971 4 290 3390

Email: cpdepartment@rta.ae

• Or you can visit us at our offices located at RTA headquarter

location mentioned above

24