Common use of Preparation of bids Clause in Contracts

Preparation of bids. a) Make folders with the name of the tender number so as to identify the folders easily during the bid document uploading. b) File and Folder name should not contain any special characters (&, #, etc) or space in between. c) Download the tender document, NIT, BOQ of the required tender in that folder. d) Scan the EMD fee instruments/ Tender fee instruments for offline payments if any. e) In the case of offline payment, the details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the bid submitted will not be acceptable. f) Scan and keep ready Pre-qualification documents like life certificates, PAN etc. if any. g) Prepare the technical bid document and then convert into PDF. h) Prepare the BOQ i.e. fill up required figures in the downloaded XLS document. The BOQ file with the same name has to be uploaded while uploading the financial bids. If there is any change in Name, it may not get uploaded or give an error. i) Keep all the documents in the same folder for the easy bid document upload. j) The bid summary has to be printed and kept as an acknowledgement as a token of the submission of the bid. It will act as a proof of bid submission for a tender floated and will also act as an entry point to participate in the bid opening date. For any clarifications with the Tender Inviting Agency (TIA), the bid number can be used as a reference.