What do you need to prepare for the bidding meeting?
First, the preparation work before bidding
1. The most important thing to do well in bidding before bidding is to find out who is bidding, how to recruit, who will vote and what to vote for. We should carefully understand the bidding documents, closely follow the bidding process, pay attention to every link, pay attention to information collection, and cooperate with the bidding process according to the bidding theme.
2. Be fully prepared. People who participate in bidding should fully realize that personal responsibility is closely related to the interests of enterprises, and whether the choices they make are correct or not has a great impact on the company's equipment, engineering quality and cost. We should fully understand the seriousness of the bidding work and act in strict accordance with the regulations, processes and procedures. Participants at all levels, especially non-professionals, should give full play to their due roles. Carefully and comprehensively understand the qualifications, capabilities, product quality and reputation of the bidding manufacturers to ensure the representativeness of the selected manufacturers. Make clear the contents and requirements of the tender in advance, make preparations in all aspects, and ensure the mutual trust between the manufacturer and the tendering unit. If you need to communicate with other units and branches, you should contact them in time.
3. Smooth communication, internal advance notice, so that members of the bidding team can know the requirements, contents and standards of bidding in time; Bidders' information should be seen and familiar with by team members in time, and the bid evaluation personnel should be reasonably divided before each bid evaluation, and relevant contents should be summarized and checked.
4. Improve the bidding documents, standardize the bidding text, and clarify the key contents, such as the total project amount, total equipment demand, international and domestic standards that equipment needs to meet, quality assurance measures, payment requirements, bid evaluation standards, etc. , in order to unify the content standard, make the bidder operable and convenient for the bidder to work.
5. The composition of the project bidding committee and the ability of the bidding team need to be improved. The tender committee shall be composed of experts in engineering, commerce, foreign exchange, law and other related fields, and shall be responsible for solving various problems encountered in project bidding and giving specific guidance to the bidding work. Professionals should train non-professionals in communication expertise to let them know the necessary professional knowledge; Legal personnel should train professionals in laws, regulations and procedures, and financial auditors should train professionals in financial regulations, so that professionals and non-professionals can complement each other and improve their ability and level.
Second, the bidding stage
1, publish the tender announcement, which should be published in influential newspapers and periodicals at home and abroad before bidding. It includes two parts: tender announcement and tender advertisement. Tender notice refers to the written notice issued by the relevant departments of various countries related to the project that have established diplomatic and commercial relations with the host country. Tender advertisement refers to the tender advertisement published in influential newspapers and periodicals at home and abroad. The contents of the notice and advertisement shall include: project name, project location, general situation of project content, project scope, date, address and deadline for requesting bidding documents, bidding conditions, price, consulting unit for related matters, etc.
2. Pre-qualification refers to the pre-examination of the financial status, technical ability and credit status of bidders who are willing to undertake the project subject to tender. The purpose is to select bidders with contracting ability. In order to avoid some unqualified manufacturers to bid, resulting in unnecessary workload and work difficulty.
3. Make a pre-tender estimate. After the tender committee publishes the tender advertisement, it shall prepare the contract price and determine the contract price level through the project budget estimate. Also known as the "pre-tender estimate", it is the card held by the tender committee and is absolutely confidential.
4. Open bidding refers to the bidding process in which the bidding committee informs qualified bidders or advertises that bidders have requested or purchased bidding documents and invited them to bid.
5. Bid opening: Bid opening means that the bid invitation committee unpacks all the bidding documents received before the deadline at the specified date, time and place in the presence of all bidders or their representatives, and reads out the bidding conditions of all bidders in public, so that all bidders can understand the bidding price. This procedure is the bid opening. The bid opening process should be "three-open" and "three-closed", that is, it will not be opened until it is ready; The bidders are all here, but they can't be opened until they arrive; The supervisor is present, but not present.
6. After the bid opening, the bid evaluation and award will be transferred to the bid evaluation stage. The bidding committee lists the bidding price and other conditions of the bidding documents one by one, selects four or five bidding documents with the lowest price, and conducts examination, identification and comparison until the winning bidder is determined. This stage is carried out under secret conditions. Do "four more" and "one less" in the process of bid evaluation, that is, read more, listen more, ask more, remember more and discuss less. Read more, that is, read the bidding documents and materials carefully, and have a deeper understanding of the bidding unit; Listening more means listening to other members' speeches and inquiries, so as to be aware of them; Ask more questions, that is, ask more questions about unclear places in order to master more information; Remember more, that is, record the key contents, so that the voting can be justified; Less discussion means less discussion and does not affect other people's opinions. When opening bids and evaluating bids, we should ask consistent questions and score them fairly and reasonably. When evaluating bids, it should be carried out item by item according to the evaluation criteria, and the reasons for choosing or not choosing should be sufficient. In addition, bidders should summarize the necessary forms when evaluating bids, and the opinions of specific personnel should be recorded and filed. According to the bid evaluation report and its recommendation, the winning bidder shall be decided by the bidding committee. At the same time, send the bid-winning notice to the winning bidder. Generally, the unsuccessful bidder is not notified, or the XX contractor is simply notified of winning the bid.
Third, the late stage of bidding
1. After signing the contract, the winning bidder shall sign the project contract with the project owner within the specified time after receiving the formal Letter of Acceptance. This contract is first drafted by one party and signed after reaching an understanding through consultation on the basis of the draft.
2. Deal with the relationship between quality and price and previous cooperative manufacturers, and the relationship between quality, price, service and time limit for a project, so that the selected manufacturers can meet the requirements of the tenderee to the maximum extent. We must also handle the relationship with the original cooperative manufacturers. The tenderee is familiar with the quality and service level of the manufacturers that have cooperated in the past, which is its competitive advantage. However, these manufacturers can't raise their prices because of this. Re-election at a high price will encourage their sense of superiority, which will be detrimental to future bidding. Therefore, new manufacturers with slightly lower prices and guaranteed service and quality can be gradually introduced in batches to introduce competition.
3, do a good job in the statistical analysis of previous tenders, through the summary and statistics of previous tender results, do a good job in price and quality prediction, and do a good job in pre-tender estimate when necessary. We can't exceed the bidding. The higher the service and price, the greater the cost. It is necessary to accumulate experience through statistical analysis, so as to know what kind of manufacturers can bid and what kind of products are reasonable in the future bidding.
Four, about the inspection and confidentiality in the bidding work.
1, strengthen the supervision and inspection mechanism of bidding work, give full play to the role of non-professionals, and the legal, financial and auditing personnel should check at all levels; In all aspects of bidding, discipline inspection and supervision personnel should participate in supervision throughout the process; In the voting statistics, one person should count and one person should check. In addition, the tendering and bidding personnel should sign a letter of responsibility for honesty and diligence to prevent problems before they happen.
2. Do a good job of bidding confidentiality. In the process of bidding and purchasing, a lot of information needs to be kept secret for a certain period or even for a long time, including the list of potential bidding suppliers, the list of members of the bid evaluation Committee, the pre-tender estimate and the commercial secrets of suppliers. If the confidentiality work is not done in place, it will inevitably affect the fairness of the bidding and procurement results.
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