LESSON 4 – Quiz | Procurement of Materials

Question 1 of 6

A project wants to order a complex set of laboratory equipment and asks you as the local procurement officer to grant the companies a period of only two days to submit their bids. What should you do?

Check first of all whether the requested bidding deadline is reasonable and inform the project of your decision.
At least 14 calendar days must always be allowed for submitting bids.
Whether the deadline is reasonable generally depends on various country-specific factors and the scope of the works or services to be provided.
You should of course agree to the project’s request as the length of the bid submission period is irrelevant in any case.

Question 2 of 6

A project asks you to order various tool materials directly from company B (value EUR 3,500). The project has already obtained and assessed three bids on its own initiative.

Which of the following statements is correct in this situation?

You ask the project to send you the three bids for your documentation and place the order with company B.
For procedural and legal reasons, the materials cannot be ordered using bids received and assessed by the project.
You need to issue a new invitation to tender, possibly with a wider range of suppliers.
The local GIZ office is generally responsible for obtaining and assessing bids for contracts with a value of EUR 2,500 or more.

Question 3 of 6

In a formal invitation to tender, an employee of one of the competing suppliers calls you and asks for further explanations of the procedure and of some details of the technical specifications. What should you do?

All those taking part in the competitive tender procedure are entitled to ask questions. You should therefore provide the requested information in the hope that the company will remain interested and submit a bid.
Ask the company’s employee to submit the question in writing to GIZ. Once the matter has been clarified, you should make the question and answer available to all bidders.

Question 4 of 6

A bid in a formal invitation to tender is received in the proper form and in time but varies from the specifications set out in the tender documentation on the basis of a telephone arrangement with the officer responsible for the commission at the project in question. As the number or level of specifications has been considerably reduced under this arrangement, the bid offers a much cheaper product than any of the other competitors.

If the officer responsible for the commission agrees, the bid may be assessed. If it is the most favourable bid, it should win the contract.
In case of doubt (after consulting the officer responsible for the commission or other designated contact), the tender procedure should be cancelled and repeated with a revised set of specifications/terms of reference.
The bid must not be assessed as it does not match the specifications published for this tender procedure.

Question 5 of 6

Shortly before the deadline for bids, notification is received from several participants that some details of the specifications are incomprehensible. It is not possible to clarify this with the officer responsible for the commission in time. What do you need to do?

Write to all the participants extending the bid submission period. Clarify the matter with the officer responsible for the commission, and then send a written answer to all participants.
Nothing. It is not your fault if the bidders cannot understand the specifications. It will become clear who has understood the details when the bids are assessed.
Cancel the tender procedure immediately as the specifications appear to be incorrect. Once you have clarified the matter with the officer responsible for the commission, initiate a new tender procedure with revised specifications.

Question 6 of 6

What is meant by the term “bid validity/binding period”?

Bids submitted in response to an invitation to tender are considered binding. The bidder is therefore obliged to supply the works or services on the terms offered up to the specified date if it receives an order before that date.
The period during which competing firms must submit their bids in response to an invitation to tender issued by GIZ.

Procurement of Materials

LESSON 4 – Quiz

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