A tender’s board may validly deliberate only in the presence of its chairperson, at least 2 (two) members, the secretary and the independent observer, where necessary.
Where the independent observer does not respond to a convening letter duly sent within the prescribed time, the tenders board may validly deliberate.
Tenders board resolutions shall be taken by a simple majority of members present. In the event of a tie, the Chairperson shall have the casting vote.
No quorum shall be required where a tender’s board meets to open bids.
However, at this stage, the presence of the Board Chairperson and Secretary shall be mandatory.
The file shall be presented to the tender’s board by a representative of the Project Owner or the Delegated Project Owner with a good knowledge of the project.
During consideration of the bid evaluation report, the file shall be presented by the Chairperson of the Bid Evaluation Sub-committee or a member of the said subcommittee duly authorized by the Chairperson.
The tenders board shall submit its award proposal to the Project Owner or the Delegated Project Owner within a maximum of 21 (twenty-one) working days from the date of opening of bids, including the time limit allowed the Bid Evaluation Subcommittee to do its work.
This time limit may be reduced to 10 (ten) days in the event of an emergency, or extended to 30 (thirty) days for cases where bids are opened in two phases.
The time limits referred to in (1) and (2) above shall not include the period granted to bidders in the event of a request for clarification.
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