Documents for inviting bids in a single-stage process with two envelopes

Inviting bids in a single-stage process with two envelopes is a popular method of selecting contractors in bidding in Vietnam. This method applies to bidding packages with high technical requirements, requiring separate technical and financial assessments. Contractors submit two separate envelopes, technical proposal and financial proposal. This article will analyze in detail the bidding document template, implementation process and important notes when applying this method.

Single-stage two-envelope bidding method

Characteristics of the single-stage, two-envelope bidding method

The single-stage two-envelope bidding method is a form of contractor selection prescribed in Article 31 of the Law on Bidding 2023. The main characteristics of this method are as follows:

• Contractors simultaneously submit two separate envelopes: technical proposal and financial proposal;
• The bid opening is conducted twice. Technical proposals are opened immediately after the bid closing time;
• Only bidders who meet technical requirements will be allowed to open financial proposals for evaluation.

This method applies to the following bidding packages:

• Bidding packages provide consulting services for open bidding or limited bidding;
• The bidding package provides non-consulting services, goods procurement, construction and installation, and mixed services that require high technology according to the law on science and technology.

Conditions for applying this bidding method

Pursuant to Article 35 of the Law on Bidding 2023, the single-stage, two-envelope method is applied in the following cases:

• Open bidding to select investors for business investment projects that require valuable architectural works according to legal regulations on architecture;
• Bidding packages provide consulting services for open bidding or limited bidding;
• Bidding packages provide non-consulting services, procurement of goods, construction and installation, mixed with high technical requirements according to the law on science and technology, applying open bidding or limited bidding.

This method is suitable for bidding packages with complex technical requirements, requiring a detailed assessment of technical capacity before considering the contractor’s financial proposal.

Sample bidding documents according to the single-stage, two-envelope method

Sample Bidding Documents for single-stage and two envelopes for investor selection are specified in Appendix III issued with Circular 03/2024/TT-BKHDT. This template includes the following main contents:

• General information about the bidding package: name of the bidding package, bidding party, capital source;
• Requirements for contractor eligibility: capacity and experience conditions;
• Instructions for preparing bid documents: structure and content of technical and financial proposals;
• Criteria for evaluating bids: technical and financial evaluation criteria;
• Contract conditions: general terms, specific terms.

>>> Download: Single-stage, two-envelope bidding document template

When preparing bidding documents, the bidding party needs to base on:

• Planning and development plans for related industries and fields;
• Decision approving investment policy or document approving project information;
• Progress monitoring table of investor selection activities;
• Other related legal documents.

The bidding document template needs to be adjusted to suit the nature, scale, and specific requirements of each bidding package, ensuring compliance with legal regulations on bidding.

The process of inviting bids in a single-stage process with two envelopes

Prepare and issue bidding documents

The process of preparing and issuing bidding documents includes the following steps:

• Prepare bidding documents based on the prescribed form and bidding package characteristics;
• Submit bidding documents to competent authorities;
• Post notice inviting bids on the National Bidding Network System;
• Issue bidding documents to interested contractors.

The bidding party needs to comply with the minimum time for issuing bidding documents as prescribed in Article 12 of Decree 23/2024/ND-CP. The content of bidding documents must ensure completeness and clarity of technical, financial and other requirements.

Receive and open bids for technical proposals

The process of receiving and opening bids for technical proposals includes:

• Receive bids from contractors before bid closing time;
• Open the envelope of technical proposals publicly immediately after the bid closing time;
• Prepare minutes of bid opening for technical proposals.

The bid opening must be carried out publicly and transparently in the presence of representatives of participating contractors. The bid solicitor is not allowed to reject any bids at the bid opening, except for late submissions.

Evaluate technical proposals

The process of evaluating technical proposals includes:

• Check the validity and completeness of technical proposals;
• Detailed evaluation of technical proposals according to evaluation standards;
• Prepare reports evaluating technical proposals.

The evaluation must be based on the criteria stated in the bidding documents. Only bidders that meet technical requirements will be considered for evaluation of financial proposals.

Open and evaluate the financial proposal envelope

The process of opening and evaluating financial proposal envelopes includes:

• Open publicly the envelope of financial proposals of contractors who meet technical requirements;
• Evaluate financial proposal documents according to evaluation standards;
• Contractor ratings.

Bid opening and financial evaluation must also be carried out publicly and transparently. Financial evaluation results will be combined with technical evaluation results to determine the winning bidder.

Negotiate and complete the contract

The contract negotiation and completion process includes:

• Invite the first ranked contractor to negotiate the contract;
• Negotiate the detailed contents of the contract;
• Complete the contract and submit it to the competent authority for approval.

Negotiation content must not change the basic contents of the bid. In case the negotiation is not successful, the bidding party reports to the investor for consideration and decides to invite the next ranked contractor to negotiate.

Important notes when applying the single-stage, two-envelope bidding document template

When applying the single-stage, two-envelope bidding document template, the following points should be noted:

• Comply with legal regulations on bidding, especially the Bidding Law 2023 and guiding documents;
• Adjust the bidding document template to suit the nature and scale of the specific bidding package;
• Develop clear and detailed evaluation standards to ensure the selection of contractors with appropriate capabilities;
• Ensure openness and transparency in the bidding process;
• Comply with the correct process and time prescribed in legal documents;
• Maintain complete records and documents related to the bidding process.

Applying the correct form and following the process will help the bidding process take place effectively and select the most suitable contractor.

Consulting service on bidding for single-stage, two-envelope at Long Phan

Consulting services on single-stage, two-envelope bidding are an important field in project management and bidding. This is the method applied in bidding to ensure fairness and transparency, and helps organizations and businesses choose the most suitable contractor. Long Phan is a professional consulting service provider to support customers in implementing this bidding process effectively and in compliance with legal regulations.

• Analyze and determine project requirements that need to be implemented through bidding;
• Guide customers to prepare bidding documents in accordance with project requirements;
• Consulting on drafting documents related to bidding invitations
• Consulting on evaluation of bid documents;
• Support negotiation and completion of contracts.

Long Phan’s team of experts has extensive experience in the field of bidding and a deep understanding of relevant laws. We are committed to providing optimal solutions, helping the bidding process take place effectively, transparently and in accordance with regulations.

Single-stage, two-envelope bidding is an effective bidding method for technically complex bidding packages. Applying the correct bidding document template and complying with the process is a key factor in choosing the most suitable contractor. If you need detailed advice on this method, please contact Long Phan via hotline 0906735386. We are ready to support you in successfully implementing the bidding process, ensuring efficiency and compliance with the law.