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In the tendering and bidding work of actual weak electricity system projects, it is often found that many budget units do not know how to put forward detailed and feasible technical requirements, and that a large number of bidders’ bid documents are inexplicable.
This article takes "a hospital weak electricity system project" as an example to discuss some issues and key points that should be paid attention to in the process of tendering, bidding, and bid evaluation, and discusses with relevant personnel engaged in government procurement and participating in government procurement bidding activities.
The weak electricity system is a government procurement project and is the core and foundation of a new intelligent building for a hospital. The newly-built building has two underground floors, sixteen floors above the ground, and a building area of ​​30,000 square meters. The weak current system is divided into three components: (1) Electromechanical equipment management network;
(2) Hospital internal LANs, including hospital information systems, medical audio and video systems, office automation systems, card systems, and integrated security systems;
(3) Hospital's external wide area network, including hospital websites, INTENET, teleconsultation, teleconferences, etc.
The three networks are required to be completely isolated physically, and electrical safety, lightning protection measures, and system redundancy technologies are fully considered to ensure the system's expansion capability. After the completion of the entire system should be able to maintain the advanced nature of 5 to 10 years.
This project is a comprehensive project for weak current systems with a budget of 8 million. The scale of the project is not large, but the content is all-encompassing and contains all the contents of the weak current system, including integrated wiring system, equipment management system, broadcast television system, and medical audiovisual system. Comprehensive security system, multimedia conference system, card system, system software and application software.
Making tender documents
The bidding document shall contain at least the following contents: the bidder’s minimum qualification requirements (entry requirements), commercial terms (including contract format, quotation format, etc.), technical requirements (including the objectives to be achieved after completion of the project and related technical indicators). .
Bidding documents
The bid documents are the bids of the bidders and are the main basis for the evaluation by the bid evaluation committee. The preparation of the bid documents is a key issue that directly affects whether the bidder can win the bid. It is hoped that the bidders will be cautious. We believe that the quality of bid documents can be judged mainly from the following aspects: whether the bidding behavior is serious, whether the bidding documents are complete, whether the bidding scheme is advanced, and whether the bid price is reasonable.
Participating in bidding is a serious matter and it is a good opportunity to reflect the bidder’s image, ability, and strength. Attention should be paid to and taken seriously. In our daily work, we often encounter rigorous and erroneous bidding documents. Some bidders often do not know the time, place and contact person when they bid, and bidders do not bind the tender documents.
The completeness of the bidding documents is an important aspect of the bidding. Although it is not sufficient to explain the level and capabilities of the bidders, it can reflect the company’s bidding experience and management level. To make the bidding documents more complete and standardized, we must first carefully read the bidding documents, find out what information and documents are required from the bidders, what are the bid requirements, and what are the requirements and formats for the quotation. Although the tendering requirements (referring to the business part) are all similar, each tendering project has some special requirements for the characteristics of the project, and the bidder must carefully read and understand it. If there is something that is not understood, it must be submitted to the tenderee in accordance with the requirements of the tender documents to clarify the requirements, to avoid self-righteousness causing unnecessary losses.
Among the eight bidders in this project, there are 4 units whose bidding documents are not complete, some lack the original manufacturer's authorization letter for the main bidding products, and some lack the detailed configuration of the products (for example, only a certain brand of switches, It does not specify the details of the modules, modules, etc.), and some tender documents do not provide basic information such as business licenses and tax registration certificates, and there is no system topology in the proposal. Drawings make it difficult to understand the design ideas and rationality. Although it cannot be said that the tender documents are incomplete and cannot be won (depending on the importance and severity), it is certainly an impact on the results of the bid evaluation, but only in different degrees, especially when the two bidders are equal and all conditions are similar. Under the circumstances, the bid appraisers will certainly choose the bidders whose bid documents are complete and do more seriously.
Bid quote rationality
In government procurement projects, it is generally not the lowest bid. The lowest bid winning method generally does not apply to the weak current system project, because in the weak current system project, the advanced nature of the project, the brand of the purchased product, and the grade gap are very large. Therefore, we emphasize the rationality of the quotation (never pursue the low price), and more precisely, the system with good performance and price ratio.
In the 8 bids for the project, the lowest offer was 7.89 million, the highest offer was 19.47 million, and the final bid was 7.9 million. The reason why the unit won the bid was not just that the price (close to the lowest price) was working. Looking at only one total price in an integrated project is not indicative of the problem. For example, in this project, there are more than a dozen subsystems. Although the total price is similar, the quotations of the various subsystems are quite different, and the total price is similar to only a coincidence. The key is whether the performance-cost ratio is working.
Evaluation of bids and contracts
The bid evaluation activity is the core of the tendering process. It is the tenderer's organization of the bid evaluation committee and the process of reviewing and appraising bids submitted by bidders according to the requirements of the bid invitation documents. The members of the bid evaluation committee do not represent their respective units or organizations, nor are they disturbed by any individual or unit. The bid evaluation committee shall evaluate and compare the bid documents according to the bid evaluation criteria and methods determined in the bid invitation documents. After the bid evaluation is completed, the tender bidder shall submit a written bid evaluation report and recommend qualified bid candidates (composed of the bid evaluation committee). Responsibilities, etc., are stipulated in the "Government Procurement Law" and the "Tendering and Bidding Law," and will not be repeated here.
For the characteristics of this project, we adopt a similar two-stage evaluation method. After the members of the bid evaluation committee arrived at the meeting, they initially screened 8 bid documents, and first eliminated 2 bid documents that were over-quoted and had no features, and reviewed the remaining 6 carefully. Requires the bidder to clarify the issue (inform the bidder to arrange business and technical personnel to bid for clarification related issues the next day).
Clarification schedule and requirements: Each bidder has 45 minutes to introduce and reply. Each bidder is required to spend 15 minutes to introduce the key points and features of the program, leave 30 minutes for questions, reply time, and request records. All questions were affixed to the government procurement center after noon on the next day. The clarification time is actually a good opportunity to display the bidder’s level and strength, but some bidders may not pay enough attention. At this clarification meeting, there was a bidder with good qualifications and the bid documents were written well. When the project leader was introduced, he was awkward. When answering the questions, he was incomprehensible and could not answer the questions. The experts left a bad influence. For the weak current system integration project, the project leader is a very important role. How can such a large integration project be assured to such a responsible person?
Each member of the bid evaluation committee writes written opinions and ranks according to the bid documents, Q & A, and clarification documents. After completing individual opinions, the person in charge of the bid evaluation committee organizes the review and exchange, and writes a team representing the bid evaluation committee. Opinions, recommending winning candidates 1-3 people and marking the order of the order to the government procurement center and the owner as the basis for the award.
Contract signing
The contract is one of the main contents of the bidding documents, and is also the main content of the construction contract signed by the contractor and the contractor after the successful bid. Whether the contractual terms are standardized, rigorous, or comprehensive or not is the key to whether the bidding work can be carried out smoothly or even whether the project can be implemented smoothly. Its characteristics are: legality, desirability, equality, integrity, and standardization.
When writing a contract, it should be noted that: the content must be legal, the format should be standardized, the terms should be complete and specific, the description should be accurate and concise, the writing should be clear, and the text should be neat. The contract generally consists of the title, the name of the party to the contract, the contract number and the time and location of the place of signature, the main body, the signature and the expiration date.
This article takes "a hospital weak current system integration project" as an example to explain in detail the problems and key points that should be noted in the process of tendering, bidding and evaluation of bids for reference by government procurement personnel and relevant personnel involved in government procurement activities.