The Central Agency for Public Tenders for all government agencies has specified the reasons for excluding financial bids, general observations on award reports, and the mechanism for issuing change orders. The way to preserve public money and contribute to supporting the state’s development plans.
The Acting Secretary-General of the Central Agency for Public Tenders, Eng Osama Ibrahim Al-Duaij, said the mechanism of bidding and studying the bids and the final award, made 67 observations that would delay the awarding, and other common observations on requests for change orders, extension and renewal of contracts, and other observations that lead to the exclusion of bids in the bid opening session.
In detail, the Tender Authority revealed 22 common observations on requests for change orders, extension and renewal of concluded contracts submitted by public authorities, which came as follows:
1 – Failure to submit all data, documents and documents required by the Agency within the requests for change orders, extension and renewal of contracts.
2 – Failure to provide a statement of all previous change, extension or renewal orders, if any, in terms of cost, time periods and completion rates.
3 – Not to study and compare the price categories for the various items mentioned in the concluded contract and those required in the change order in terms of price value and bills of quantities on the one hand and technical specifications on the other hand, and to indicate the percentages of differences, if any, and their justifications.
4 – The delay of the public authorities in responding to the inquiries of the Agency, which would delay in taking the necessary decision to respond to the request.
5 – Lack of clarity about the nature of the change order, the required extension, the time period, the name of the contracting party and the required amount.
6 – Failure to verify that the scope of work of the change order is not covered by the scope of work of the concluded contract.
7 – Failure to indicate the basis for calculating the fair value of the change order, extension or renewal.
8 – Failure to provide the alternative tender data and procedures when submitting requests for extension and renewal orders.
9 – Failure to attach the minutes of the purchase committee, including the approval of the request.
10 – Failure to indicate the details of the concluded contract, such as the name of the contractor, total amount, time period, date of signature, date of commencement, expiry date, percentage of change orders and the period allowed for extension or renewal of the contract.
11 – Failure to indicate the remaining amount of the contract, the amount used of the total contract value, and the remaining time periods.
12 – Failure to indicate the percentage of completion of the concluded contract.
13 – Not to attach the schedules of contract quantities that are required to the change order.
14 – The scope of the alternative tender does not match the subject of the extension.
15 – Failure to submit requests for change orders, extension or renewal within a sufficient period before the end of the contractual completion date.
16 – Issuing change or extension orders before obtaining the approval of the Central Agency for Public Tenders and submitting the application for an expired period.
17 – Failure to verify that the non-compulsory total is subject to the percentage of change orders, either by increase or decrease, to the quorum of the Central Agency for Public Tenders.
18 – Failure to clarify the basis for calculating time periods with extension orders.
19 – Failure to indicate the availability of financial credit.
20 – Not calculating depreciation rates in vehicle contracts.
21 – Failure to verify the human effort required to match the remaining work in the implementation supervision contracts.
22 – Failure to obtain the consent of the contractor in the event that the percentage of change orders, extension or renewal stipulated in the concluded contract exceeds.
The common observations on the award recommendation reports submitted by public authorities included 14 observations related to data and documents, up to the study of bids and analytical reports for the study of price categories. These observations were as follows:
1 – Failure to submit all the data, documents and documents required by the Agency within the award recommendation reports.
2 – Not studying all the bids submitted.
3 – Failure to attach an integrated technical report to the outcome of the entity’s study of the bids and the extent of their fulfillment from the technical and financial aspects.
4 – Failure to submit an integrated statement to match the requirements of the tender or practice, and a statement of reference for the reasons for exclusion.
5 – Failure to submit a financial analysis report, including detailed tables, to compare the price categories of the high and low items in the bids of the bidders, comparing them with the value estimated by the entity and indicating the percentages of differences and the reasons (if any).
6 – Failure to verify the proportions and details of arithmetic errors of the submitted bids.
7 – Not attaching the minutes of the purchasing committee meeting, including the approval of the recommendation.
8 – Delay in submitting the award recommendation reports for a period exceeding what is specified in the bid referral letter issued by the Agency.
9 – Failure to follow up on the validity of the initial insurance and to take the necessary measures in this regard before the expiry of its term and to address the Agency in this regard.
10 – Complete the data and documents from the bidders or conduct a price balancing prior to obtaining the approval of the Agency.
11 – Not to include the award recommendation letter on the correct total price of the bid after the entity has verified that there are no arithmetical errors by checking the individual prices and details and applying the above to all items of the tender, when the tender is divisible.
12 – Non-compliance with the controls and provisions of supporting local products and owners of small and medium enterprises.
13 – Failure to provide and attach documents and minutes of meetings related to the completions with the bidders.
14 – Non-compliance by the entity with the controls and criteria for selection and the conditions for accepting the bid in the technical evaluation of tenders or practices offered under the two-envelope system in accordance with the bidding documents.
The Tenders Authority identified 17 common observations that may lead to the exclusion of the bid in the bid opening session, including those related to the bid envelopes themselves, in addition to notes related to the initial insurance, and others directly related to the bid format, as follows:
1 – Not submitting the bid form or not filling it out completely according to the conditions set forth in the tender or practice documents.
2 – Failure to stamp the bid form or sign it by the authorized signatory at the Agency.
3 – Making an amendment to the amount, whether in letters or numbers, without signing and stamping next to the amendment.
4 – Depositing the bid format or price lists and bills of quantities in the technical envelope for tenders or practices that are offered in the two-envelope system (technical and financial).
5 – Submitting the bid form on the bidder’s papers.
6 – Submitting an uncertified check or letter of guarantee from a bank not approved in Kuwait.
7 – Submitting the modified initial insurance without attaching the original insurance.
8 – Submission of the initial insurance directed to the relevant authority, not the Agency.
9 – Submitting the initial insurance within a period of less than 90 days from the date of submitting the bid.
10 – Submitting the initial insurance amount at a value less than what is required according to the offer announcement.
11 – The name of the initial insurance provider does not match the name of the bidder.
12 – Failure to deposit the initial deposit in the technical envelope for tenders or practices offered in the two-envelope system.
13 – Submit a copy of the initial insurance, not the original.
14 – Incorrect numbers or descriptions of items in the initial insurance for indivisible tenders or practices.
15 – Failure to deposit the tender documents in the official envelopes designated for them.
16 – Putting a mark or a sign on the bid envelopes.
17 – Writing the name of the bidder on the bid envelopes from outside.
The Tenders Authority also touched on 14 common observations on the award recommendation reports, including the failure to study all the advanced bids, and the failure to attach an integrated technical report to the result of the entity’s study of the bids and the extent of their fulfillment in technical and financial terms, while the observations came as follows:
1 – Failure to submit all the data, documents and documents required by the Agency within the award recommendation reports.
2 – Not studying all the bids submitted.
3 – Failure to attach an integrated technical report to the outcome of the entity’s study of the bids and the extent of their fulfillment from the technical and financial aspects.
4 – Failure to submit an integrated statement to match the requirements of the tender/practice and a reference statement for the reasons for exclusion.
5 – Failure to submit a financial analysis report, including detailed tables, to compare the price categories of the high and low items in the bids of the bidders, comparing them with the value estimated by the entity and indicating the percentages of differences and the reasons (if any).
6 – Failure to verify the proportions and details of arithmetic errors of the submitted bids.
7 – Not attaching the minutes of the purchasing committee meeting, including the approval of the recommendation.
8 – Delay in submitting the award recommendation reports for a period exceeding what is specified in the bid referral letter issued by the Agency.
9 – Failure to follow up on the validity of the initial insurance and to take the necessary measures in this regard before the expiry of its term and to address the Agency in this regard.
10 – Completing the data and documents from the bidders or conducting a price balancing prior to obtaining the approval of the Agency.
11 – Not to include the award recommendation letter on the correct total price of the bid after the entity verifies that there are no arithmetic errors by checking the individual prices and details and applying the above to all items of the tender when the tender is indivisible.
12 – Non-compliance with the controls and provisions of supporting local products and owners of small and medium enterprises.
13 – Failure to provide and attach documents and minutes of meetings related to the completions with the bidders.
14 – Non-compliance by the entity with the controls and criteria for selection and the conditions for accepting the bid in the technical evaluation of tenders or practices offered under the two-envelope system in accordance with the bidding documents.
