TENDER REVIEW CHECKLIST - British Columbia



TENDER OPENING REVIEW CHECKLIST

Contract/File #:

Project Name:

List all bidders in the order received:

|A. | |B. | |

|C. | |D. | |

|E. | |

|PRE-TENDER OPENING ARRANGEMENTS |( |

|Book boardroom | |

|Arrange staff attendance | |

|Arrange safekeeping of tenders (safe or fire proof locking cabinet) | |

| |

|Locate & retrieve all tender envelopes and any revisions to tenders (keep hidden from public view) | |

|Check tenders received against the List of Disqualified Bidders | |

|Ensure all ministry representatives are available | |

|Review the invitation to tender package | |

|Prepare the Tender Opening Record (NRS280) | |

|Ensure meeting room is available & prepared (chairs arranged, etc.) | |

|Notify reception of the opening location (public openings) | |

|Announce opening on public address system (if available) | |

|COMMENCING THE OPENING |

|Conceal tenders and do not leave unattended | |

|Open tenders in the order received | |

|Announce and record tenders (including revisions) – announce only the bidder name, total bid price and whether or not the applicable mandatory | |

|submission (i.e., bid security, but not its amount) has been received. DO NOT DISCLOSE UNIT PRICES | |

|Sign the completed Tender Opening Record (NRS280) | |

| |BIDDER (() |COMMENTS |

| |

|No conflict with Ministry employees | | | | | | |

|REVISIONS TO TENDERS |

|Revision to unit priced tender states the unit(s) to be revised. If not, | | | | | | |

|the tender and its revision are rejected. | | | | | | |

|TENDER |

|Received prior to closing date and time | | | | | | |

|Original or unaltered copy of tender form used | | | | | | |

|Tender form received in sealed envelope (not sent via fax) | | | | | | |

|Tender properly signed by bidder (s) | | | | | | |

|Tender completed properly | | | | | | |

|Mandatories w/tender: (list mandatories) | |

| | |

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| | | | | | | |

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|Attended mandatory viewing or info. meeting |

|Bid Bonds |

|Original submitted | | | | | | |

|Surety licensed to do business in Canada | | | | | | |

|“Description” okay | | | | | | |

|“Obligee” okay | | | | | | |

|Contractor name same as on tender (any other name is unacceptable) | | | | | | |

|Bond value % as per Conditions of Tender | | | | | | |

|Signature & seals correct |

|Acceptable under Conditions of Tender | | | | | | |

|Payee correct | | | | | | |

|Proper amount | | | | | | |

|BIDDER |

|Qualifies as per Conditions of Tender | | | | | | |

|At least 19 years old (individual or proprietorship) | | | | | | |

|Canadian citizen or permanent resident or Employment Authorization | | | | | | |

|Not a government regular or auxiliary status employee | | | | | | |

|Check past performance references. (including the Contract / Contractor | | | | | | |

|Evaluation SharePoint Site and be fully aware of the directions for use | | | | | | |

|provided therein.) | | | | | | |

|Good standing with Registrar of Companies | | | | | | |

|Check for potential registered set-offs to payment if in doubt to financial capability. (“Currently Outstanding” is not a concern.) |

|If set–off is not due to contract difficulty, may still award contract. If set-off is large, consider if it might affect ability to perform. |

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|Comments: |

| |SIGNATURE OF REVIEWER |

| | |

| |Printed Name: |

OTHER FORMS FOLLOWING TENDER OPENING

• Statement of Qualifications & Experience (NRS1304) (to confirm lowest, compliant bidder’s ability to perform)

• Questions for Reference Checks (NRS1305)

• Contract Award Letter (mandatory) (NRS1280)

• Notice to Unsuccessful Contractors (mandatory) (NRS1281)

• Acknowledgement of Assignment of Copyright (NRS1235) (sent with the Contract Award Letter)

• Waiver of Moral Rights (NRS1235a) (sent with the Contract Award Letter)

• Certificate of Insurance (FIN173) (sent with the Contract Award Letter) NOTE: ensure policies of insurance that expire prior to Term completion are renewed (see insurance schedule)

• Letter of Authorization for Cost Recoverable Contractors (NRS1306) (sent with fully executed contract)

• Notice to Commence Work (NRS1279)

CONSIDERATIONS WHEN CONTEMPLATING A CONTRACT MODIFICATION

Before an amendment is entered into ensure the following:

❑ It is necessary to the success of the project (i.e., extension in time due to unforeseen event that caused delays);

❑ Must not be used to substantially change the nature and intent of the original contract;

❑ Funds are available and encumbered;

❑ The amendment is in writing (NRS600) and has been executed before commencement of the work;

❑ Where amendment increases value by > 25%, consideration has been given to the policy on Requirement for Competition (Chapter 21.2.1 of the Contract Management Manual) and documented;

❑ If re-awarding a contract without competitive process for the same or similar work, to the same contractor, within three months of the completion/expiry of the previous contract, higher approval levels must be obtained as though it were an amendment to the original contract but a new contract must be entered into. Note: This does not mean using a contract amendment; it is still a new contract but will be reported on as a repeated direct award.

❑ Written circumstances and rationale are on the contract case file as follows:

o Competitively Tendered Contracts – Amendment Approval (NRS1353) is required

o Direct Award Justification and Approval for New Service/Works Contracts and Amendments Thereto (NRS1340) is required

OTHER CONSIDERATIONS/FORMS AVAILABLE DURING CONTRACT

MONITORING/COMPLETION STAGES

There may be program specific forms available for your use that are not listed here.

❑ Pre-Work Conference Checklist (NRS1380)

❑ Contract Payment Certificate (NRS606) (or other program specific form)

❑ Contract Summary Card or electronic equivalent is mandatory

❑ Contract Inspection Report (NRS1207) (or other program specific form) – monitoring/inspection schedule has been set

❑ Notice to Comply (NRS1301)

❑ Notice of Stop Work Order (NRS1302)

❑ Notice of Contract Cancellation (NRS1303)

❑ Contract Completion Certificate (NRS687) (mandatory for Major Works Contracts as per Article 16 & 17 of the contract).

❑ Major Works contracts requires the contractor to submit a Statutory Declaration (NRS263) (supplied by the Province).

❑ Where the financial stability of the contractor is questionable, a Notice of Substantial Performance may be desired to ensure contractor’s suppliers, employees, etc., are aware of final contract completion (see Contract Posting #2006-011 (12-004) Release of Holdbacks)

❑ Contract/Contractor Evaluation (NRS688) (mandatory on all BCTS contracts and every contract over $50,000; best practice for other contracts)

❑ Program specific contract management evaluation systems have been updated

❑ Evaluation of the management consultant’s recommendations to ensure value for money will be received.

❑ An action plan has been established for the implementation of accepted management consultant’s recommendations.

❑ Prior to final payment (or holdback release), notification provided to WorkSafe BC (NRS1312)

❑ Prior to final payment, Waiver of Moral Rights from all those who had a hand in creation of the material must be received.

❑ Prior to final payment, Acknowledgment of Assignment of Copyright from the contractor must be received\

❑ Prior to final payment, check Certificate of Insurance (COI) to ensure policies have not expired prior to Term end date. If they have, obtain new COI and cover letter from broker confirm coverage is unbroken during term of contract

❑ Sample Request to Financial Institution for liquidation of Safekeeping Agreement (NRS1350)

❑ Sample Request to Financial Institution for liquidation of Letter of Credit (NRS1351)

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