1.

Pre-Tender Stage
1.Market Sounding Documents: Used to gather feedback from the market on potential project feasibility, structure, and
risks before issuing a formal tender.
2.Concept Note: A preliminary outline of the project goals, potential impacts, and high-level requirements, helping vendors
understand the project’s intent.
3.Expression of Interest (EOI): A document issued to gauge market interest and identify qualified vendors for a future
tender.
4.Request for Information (RFI): Allows the government to collect information on vendor capabilities, solutions, and
innovations, often used to refine the scope.
5.Pre-Qualification Questionnaire (PQQ): A questionnaire assessing whether vendors meet minimum qualification
requirements before advancing to the full tender process.
6.Industry Consultation Papers: Documents outlining key project aspects and inviting feedback from industry players to
optimize tender specifications and requirements.
7.Draft Tender Document: A preliminary version of the tender document shared with vendors for input, ensuring the final
document is feasible and attracts quality bids.
8.Project Feasibility Report: An analysis of the project’s viability, including financial, technical, and operational
assessments, sometimes shared to attract experienced bidders.
9.RFQ (Request for Quotation): Focused on price, issued when the scope is defined, and price comparison among
potential vendors is the priority.

2. Tendering Stage
•Tender Notice: Official announcement of the tender opportunity, typically published to invite qualified bidders.
•RFP (Request for Proposal): A detailed document outlining the scope of work, project specifications, and evaluation
criteria. It invites detailed proposals from vendors.
•DPR (Detailed Project Report): A comprehensive report containing project goals, financials, timelines, and technical
requirements. It’s often a prerequisite in high-budget or complex projects.
•Bid Submission: The vendor submits their complete tender bid in response to the RFP, including technical and financial
proposals.

1.Tender Invitation and Document Distribution

•Tender Notice: An official public announcement (in newspapers, websites, or portals) inviting eligible vendors to participate
in the tender.
•Tender Document: A comprehensive document that includes details about the project, instructions for bidders, evaluation
criteria, technical specifications, and contract terms. Vendors must purchase or download this document to participate.
•BOQ (Bill of Quantities): Lists the quantities and types of materials or work required, helping vendors prepare their cost
estimates accurately.

2. Pre-Bid Stage

•Pre-Bid Meeting Invitation: An invitation for potential bidders to attend a meeting where they can ask questions and
clarify details about the tender.
•Pre-Bid Meeting Minutes: A record of discussions and clarifications from the pre-bid meeting, shared with all bidders to
ensure everyone has the same information.
•Addendum/Amendment: If there are any changes or clarifications to the tender document after the pre-bid meeting, an
addendum or amendment is issued to reflect these updates.

3. Bid Submission Stage

•Bid Submission Checklist: A list of required documents, certifications, and forms that must be included in the bid,
ensuring compliance with submission requirements.
•Technical Bid Document: Part of the bid focusing on the technical approach, vendor qualifications, past experience, and
methodology, excluding cost details.
•Financial Bid Document: A separate document detailing the price, payment terms, and cost breakdown for the project.
•Bid Security/Bid Bond: A refundable deposit or bank guarantee submitted with the bid to show the vendor’s commitment,
forfeited if the bidder withdraws after submission.

4. Tender Evaluation Stage

•Bid Opening Report: A document recording the details of all bids received, including the bid amounts and bidder names,
prepared to ensure transparency.
•Bid Evaluation Report: A detailed report assessing each bidder’s technical and financial submissions based on pre-set
criteria, often prepared by a government-appointed committee.
•Clarification Letters: Requests for clarification sent by the government to bidders if any part of their bid requires further
explanation.
•Comparative Statement: A document comparing all financial bids, showing each bidder’s prices for transparency and
selection.

5. Award Stage
3. Bid Submission Requirements
•Technical Bid: Part of the bid focusing on the vendor's technical expertise, methodologies, and project management
strategies without cost details.
•Financial Bid: A separate document detailing pricing, cost breakdown, and payment terms.
•EMD (Earnest Money Deposit): A deposit submitted along with the bid as a security, which may be refunded or adjusted.

4. Tender Evaluation and Award

•Bid Opening: Both technical and financial bids are opened in a specific sequence, typically starting with the technical bid.
•Bid Evaluation: Technical and financial evaluation is conducted to ensure the vendor meets the requirements and provides
a cost-effective solution.
•LOI (Letter of Intent): A formal statement showing the intent to award the contract to a particular vendor, pending final
contract negotiations.
•LOA (Letter of Award): The official document awarding the contract to the selected bidder, leading to contract
negotiations.

5. Post-Award Documentation
•Contract Agreement: A binding document outlining project terms, timelines, payment schedules, and obligations of both
parties.
•Kick-off Meeting: Initial meeting to review scope, milestones, and communication processes with all stakeholders.
•Performance Guarantee: Security submitted by the vendor to ensure project completion, often a percentage of the total
contract value.

6. Proactive vs. Reactive Tenders

•Proactive Tender: Proposals initiated by the company based on anticipated needs or market opportunities.
•Reactive Tender: Responding to published tenders or requests issued by clients.
1.BOQ (Bill of Quantities): A detailed list of materials, parts, labor, and their quantities and rates, which helps bidders
prepare their cost estimations accurately.
2.Tender Document: The entire collection of documents issued by the client, which includes instructions to bidders, project
specifications, contract terms, and any relevant appendices.
3.Addendum: An official amendment or clarification issued during the tendering process to update or modify the tender
documents.
4.Corrigendum: Similar to an addendum, this document corrects errors or omissions in the original tender document after it
has been issued.
5.Pre-Bid Meeting: A meeting held before the bid submission deadline, allowing potential bidders to seek clarification on
tender specifications and requirements.
6.Bid Security/Bid Bond: A financial guarantee submitted along with the bid to ensure the bidder doesn’t withdraw or alter
their bid after submission.
7.Tender Fee: A fee charged by the issuing authority to access the tender documents, commonly non-refundable.
8.Eligibility Criteria: Conditions that a bidder must meet to qualify, such as past experience, financial capability, or
technical qualifications.
9.PQ (Pre-Qualification) / Pre-Qualification Criteria: A preliminary assessment to determine if a bidder meets essential
standards before proceeding to full evaluation.
10.Technical Specifications: Detailed requirements describing the project’s technical aspects, materials, quality, and
workmanship standards.
11.Scope of Work (SOW): An outline of the tasks, deliverables, and project objectives defining what is expected from the
contractor.
12.Compliance Statement: A document provided by the bidder stating whether they meet each requirement in the tender
specifications, often accompanied by supporting documentation.
13.Contract Price: The final price agreed upon in the contract, including all applicable taxes, duties, and adjustments.
14.Rate Analysis: A detailed calculation of the cost of each work item or unit rate, which helps validate bid pricing.
15.Bid Validity Period: The duration for which the bid remains valid and binding after submission, often 90 to 180 days.
16.Negotiation Process: Discussions held with the shortlisted bidder(s) to clarify, negotiate, or finalize specific terms or
costs before awarding the contract.
17.Mobilization Advance: An advance payment given to the contractor to cover initial project setup costs, like equipment
mobilization and workforce deployment.
18.Performance Bond: A security provided by the winning bidder after contract award, ensuring completion of the project
according to contract terms.
1.MAF (Manufacturer Authorization Form): A form or letter issued by a manufacturer authorizing a vendor or bidder
to supply or service their products in response to a specific tender. This is common in tenders where a manufacturer’s
specific product or equipment is required.
2.PQ (Pre-Qualification): A stage where bidders’ eligibility is assessed based on their experience, financial stability,
and technical capability. Only those meeting the pre-qualification criteria can proceed to the next stages.
3.TQ (Technical Qualification): An evaluation process focusing on the technical aspects of the bid, such as
specifications, methodology, resources, and experience, without considering cost.
4.QCBS (Quality and Cost-Based Selection): A tender evaluation method where both technical quality and cost are
considered. A higher weight is often given to quality, making it suitable for complex projects where quality is a priority.
5.QCLBS (Quality and Cost Least-Based Selection): A selection method where quality criteria are met first, and then
the contract is awarded to the lowest bidder meeting these standards.
6.SITC (Supply, Installation, Testing, and Commissioning): This term defines the scope of work in projects where
vendors are responsible for delivering and setting up equipment, ensuring it works as intended, and making it
operational.
7.PPP (Public-Private Partnership): A cooperative agreement between a government entity and a private company for
public infrastructure projects. The private sector typically finances, builds, and operates the project, recouping its
investment over time.
Additional Relevant Terms
8.BOO (Build, Own, Operate): A model in which a private entity builds, owns, and operates a facility and is responsible
for its maintenance, usually under a long-term agreement with a government entity or private client.
9.BOOT (Build, Own, Operate, Transfer): A procurement method where a private company builds, owns, operates,
and then transfers the infrastructure or project back to the government after a specified period.
10.RFT (Request for Tender): A formal, structured invitation to suppliers to bid on a specific project, often including
detailed requirements, scope, and deadlines.
11.RFQ (Request for Quotation): A document requesting pricing information for a well-defined scope, typically when
the selection is based on the lowest cost among qualified vendors.
12.SLAs (Service Level Agreements): Agreements defining specific service standards, timelines, and quality metrics
that the vendor must meet, commonly included in contracts for service-based projects.
13.KPI (Key Performance Indicators): Specific metrics used to measure a contractor’s or vendor’s performance
against contract expectations, often linked to payments or bonuses.
14.MOU (Memorandum of Understanding): A non-binding agreement outlining the terms and understandings
between two parties before entering a formal contract.
15.EMD (Earnest Money Deposit): A refundable deposit submitted by a bidder to show commitment to the bid,
forfeitable if the bidder withdraws.
16.Performance Security: A deposit submitted by the winning bidder as a guarantee for fulfilling the contract, often
returned after project completion or at the end of the defect liability period.
17.CAPEX (Capital Expenditure): Long-term investments in assets or infrastructure, often distinguished from operating
expenses (OPEX) in tenders focused on capital investments.
18.O&M (Operation and Maintenance): Responsibilities post-installation for ongoing operational support and
maintenance, often included in infrastructure or technology tenders.
19.ROI (Return on Investment): A financial metric assessing the profitability of an investment, sometimes used to
evaluate project feasibility in PPP models.
20.L1, L2, L3 Bids: Terms used to rank bids in terms of price, with L1 being the lowest bid. Contracts are often awarded
to the L1 bidder, provided technical qualifications are met.