Quiz 3

For the upcoming tender, the officer responsible for the commission has submitted a shortlist of six consulting firms and asks the GIZ office to prepare the tender documents. He says that all six consulting firms must be included. The responsible staff member in the GIZ office reviews the list and establishes that:

• he is familiar with the first three consulting firms from previous contracts that have been signed;
• the fourth and fifth firms were on the shortlist for another tender, but were unsuccessful;
• the sixth firm has an ongoing consulting contract for another project. The officer responsible for the relevant commission is very dissatisfied with the firm as the services/work and qualifications of the staff provided do not correspond with those described in its bid. The GIZ office itself disputed one of the firm’s interim invoices and is at loggerheads with the firm’s managing director.

How should the GIZ office proceed?

In a launch meeting at the GIZ office, the officer responsible for the commission and the responsible staff member have been given the following schedule for an upcoming tender to be conducted as part of the health programme.

Is this schedule realistic?

The officer responsible for the commission submits tender documents to the GIZ office to start a new tender process. The terms of reference specifies the following inputs:

Term: from 1 January 2019
Assignment location: Ngoro Ngoro
Specification of inputs: Two experts, each of whom is to be assigned for three months at a maximum rate of EUR 200/day. One of the experts should have a degree in transportation and at least five years? supraregional experience as a team leader. The other should have a background in road construction.

Is this specification of inputs correct?

In an ongoing tender with a shortlist of bidders, the consulting firm Sprint & Think rings the office staff member stated in the tender documents to ask the following questions:
?Are the terms of reference also available in Chinese? Would it be possible to assign two experts to carry out the duties instead of the one expert specified?

How should the staff member respond?

In an ongoing tender with a shortlist of bidders, a bidder requests additional information that it needs urgently in order to prepare its bid. The Finance and Administration Manager sends him the required material immediately by post.

Did the administrative manager do the right thing?

In an ongoing tender, the deadline for the submission of bids has elapsed. As a next step, bids are to be opened the next day. As the officer responsible for the commission is on sick leave, one of the staff members involved offers to conduct the opening of bids on her own.

Should the officer responsible for the commission accept this offer?

A project in Uganda contacts the relevant GIZ office with a view to conducting a tender. What documents does the project need to provide to the office? (Multiple replies possible)