Appendix B Sample Covering Memo for Endorsement of Tender Report by vcu83380

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									                                                                                                    Appendix B


                      Sample Covering Memo for Endorsement of Tender Report


                                   RESTRICTED (TENDER)
                                                  MEMO
From         RHE/DPM/…                                        To        Director of Highways
Ref.        ( ) In                                            (Attn.:
                                                                        SE/CAII or SE/CA(MW),                    )
Tel. No.                                                      Your Ref.     ( )     In
Fax No.                                                      Dated                        Fax No.

Date                                                          Total Pages




                                                  Contract No.
                                                  Contract Title


                Memo ref. …….. (copy attached) from the Secretary of………. Tender Board refers.

       2.       Pursuant to Financial Circular No. 10/2001, I submit herewith the original of the tender
       report (with attachments) from (the Engineer designate for the Contract) for the captioned contract.

       3.       * I support the recommendation in paragraph … of the attached tender report.

                * I support the tender report in its entirety. [It is necessary only when the tender report is
                  prepared by a non-directorate officer or consultants.]

                * I do not support the recommendation in paragraph… of the report. I recommend that none
                  of the tenders be nominated/the…(lowest, second lowest, etc.) … tender being that
                  submitted by ……………………..in the sum of $………………. be nominated. The
                  reasons for my recommendation are:

                (Note : detailed reasons as well as the suitability of the recommended tender, the tender
                recommended by the Engineer designate and other relevant tenders shall be given so that the
                Tender Committee may be able to decide without referring the tender report back to
                initiating office.)

       4.       The ** 3 tenders with the highest combined price-quality score are attached.




                                                         (Head of Office/Designation of D2 officer)




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HyDTC No. 7/2005 – Appendix B                                                            Page B 1 of 2
                                                                                      Appendix B



Copy to (with copy of tender report only; excluding encl.)

HyD, HQ (Attn : TS)

Initiator of Report

*CEDD (Attn : DD(C))                  (all contracts where contractors belonging to Port Works or Site
                              Formation
                              Category of the List of Approved Contractors for Public Works are
                              invited to tender)


*WSD                          (all contracts where contractors belonging to Water Works
                              Category of the List of Approved Contractors for Public Works are
                              invited to tender)

*Arch SD                      (all contracts where contractors belonging to Buildings
                              Category of the List of Approved Contractors for Public Works are
                              invited to tender)

*Managing department of      (all contracts where contractors belonging to the relevant
the relevant category of     category in the List of Approved Suppliers of Materials and Specialist
specialist works             Contractors for Public Works are invited to tender)


*CEDD HQ                   )
*DSD HQ                    ) (if the tender with the highest price-quality score is not
recommended) – without enclosures to the tender report

*Consulting Engineer         (for project managed by consultant)

*Vote Controller             (if project is carried out on agency basis for another department)

Secretary, PWSC              (if approved estimate is exceeded)

*   Delete where inapplicable

** If the recommended tender is not the highest combined price-quality scored tender, the
   recommended tender, all tenders with the combined price-quality score lower than that and the
   next 2 tenders higher than the recommended tender shall be submitted.




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HyDTC No. 7/2005 – Appendix B                                                    Page B 2 of 2

								
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