TENDERING & PROCUREMENT

All procurement (and planning) must conform to the three pillars of Integrity, Transparency and Accountability. These apply to all activities before construction, the actual construction (especially if consultants and contractors are to be used) and to the subsequent operation.

As part of the tendering process, and before any tender is distributed, the potential bidders require a realistic and detailed scope of work (based on IFT designs, geo reports and costing process as per client requests). To manage and evaluate such an estimate, an engineer (The Engineer) should be selected and appointed to not only carry out this preliminary work but continue to supervise the tendering and procurement process, and ensure all work is carried out according to the design and to the highest quality possible.

This estimate must be kept strictly confidential and there should be no links between personnel having this knowledge and the bidders. Should the subsequent bidding result in bids received that vary greatly from this estimate, questions should be raised on the validity of the bids. Underestimates from bidders could lead to poor contract performance and the need for changes and variations as the contract proceeds and overestimates may suggest over pricing, cartel links or other unrealistic bidding.
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Decision-making criteria at all stages must be clear, justifiable and objective (with a written record where needed) with no room for discretion at any time, especially in the evaluation and comparison of the bids. 

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