Chapter 10 International Tendering

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2 Chapter 10 International Tendering
Learning Objectives: Know the procedures of international tendering. Learn the letter writing of the bidding application and tendering accepting. Master the ways of writing the guarantee for bid bond and qualification documents.

3 Ⅰ. Calling for Tenders Dear Sirs, Re: Calling for Tenders
We are pleased to inform you that the China International Tendering Corporation on behalf of our government has invited tenders for carrying out the engineering designing of a hydraulic power station in Hunan Province, together with the designing and manufacturing of the project equipment in whole set and the whole engineering construction work. We think that a lot of eligible suppliers would be very interested in this tender and you, as a famous giant enterprise, would be undoubtedly willing to participate in it as well. If you wish to participate in this tender, please send us the information on the hydraulic engineering projects which you have designed and constructed, including the following data as cost and period of the construction project, and etc. Upon receiving your information, we shall register you as the participant of this tender and send you a complete set of tender documents needed for accepting prequalification, but the expense shall be borne by you. Please note that the bidding deadline is set for XX Your offer and documents must be available for us before the closing time. Waiting for your sincere cooperation. Sincerely yours,

4 Ⅱ. Sending the Application for Bidding
Re: Application for Bidding We thank you very much for your letter of September 19 and for your invitation for bidding. After perusing your terms and conditions concerning the engineering design, the project equipment design and manufacture, as well the engineering construction work, we deeply believe that we are in a position to fulfill all these tasks well and we are sufficiently confident that we shall win in this competition bidding. Now we are pleased to send you the following documents: 1. Schedule of Prices; 2. Schedule of Requirements; 3. Specifications Compliance Form; 4. Qualification Documents; 5. Bid Security in the amount of____ issued by ____Bank; 6. All documents required in response to clause No. XX and No. XX of the Instructions to Bidders. We are looking forward to your opening the tenders and to hearing from you that we are awarded the contract. Yours Truly,

5 Re: Informing the Acception of the Tender
Ⅲ. Accepting the Tender Re: Informing the Acception of the Tender We have the honour to inform you that your tender dated XX No. XX for the supply of XX has been accepted. Here we express our great thankfulness to you. Commodity: XX Unit Price: US $ XX , CIF EMP Total Price: US $ XX, CIF EMP Shipment: in XXX, 2005 Shipping Marks: up to the Seller’s option We here send you by registered express mail our Contract No. XX in duplicate, both of which have been signed by us and please return us one copy after your countersigning at your earlier convenience. It is necessary to emphasize that both of the designing schedule and the shipment of the equipment in set must be strictly carried out according to the stipulations of the Contract and any delay in executing the Contract will effect the fulfilling of the economic construction plan of our country. Therefore, any delay in shipment or poor quality of the equipment would make you suffer from penalty. We wish a good beginning of our trading cooperation would certainly bring us a fruitful end.

6 Ⅳ. Letter of Guarantee for Bid Bond
Issuing date:_______ To:_______ Bid bond for Bid No. ________ For supply of _________ This Bond is hereby issued to service as a bid bond of ( hereinafter called the Bidder) for Bid No.______ for supply of _____ (description of goods) to ________. The ______ (name of the Issuing Bank) hereby unconditionally and irrevocably guarantees and binds itself, its successors and assigns to pay you immediately without recourse, the sum of ______ upon receipt of your written notification stating any of the following: 1. The Bidder has withdrawn its Bid after the time and date of the bid opening and before the expiration of its validity period; 2. The Bidder has failed to enter into contract with you within thirty(30) calendar days after notification of contract award; 3. The Bidder has failed to establish acceptable Performance Bond within fourteen(14) calendar days after the effective date of the contract. It is fully understood that this guarantee takes effect from the issuing date and shall remain valid for a period of sixty days after the opening date of the bid, and during the period of any extension thereof that may be agreed upon between you and the Bidder with notice to us, unless sooner terminated and/or released by you. (Name of Issuing Bank) By_______ (Printed name and signature of official authorized to sign on behalf of issuing bank) OFFICIAL SEAL

7 Ⅴ. Qualification Document
Gentlemen: Re:Statement concerning qualification In connection with your invitation for Bid No. ____ (Bid Document No. ____, dated XXX, 2005), the undersigned would like to participate in the bid for the supply of _____, Item No.______ which is specified in Technical Specifications, and submits the Qualification Documents as required. I hereby certify that the statements made in the Qualification Documents are true and correct. Our bank is the XXX Bank, London, England. A letter of reference from our bank is attached. Sincerely yours,

8 Sentences for Doing English-Chinese and Chinese-English Translating Practices:
1. We have heard from our Ambassador that you have put your … on the market for 3 years and so would be grateful for full details. We think the information about this will be helpful for our tender invitation. 从我国大使处了解到你方XX已投放市场3年，所以很想了解详情，我方认为有关这方面的信息将有助于我方招标。 2. We need liberal samples previous to approaching the suppliers. It is necessary to do for our tendering participating. 在向供应商联系之前，我们需要大量样品，这也是我们参加投标所需要做的工作。 3. The last date for receipt of bids is 6:00 p.m. October 7, 2005 (local time). 投标文件接受的最后截止日期为2005年10月7日下午6：00(当地时间)。 4. Bids received after that date and time or which are not accompanied by a bid bond, as provided for in the bidding conditions will not be accepted. 逾期到达的投标文件或未按招标条件要求提交投标保证金的投标文件，恕不接受。 5. The Bidder will take the responsibility and obligation for accomplishment of the Contract in accordance with all provisions of the Bidding Documents. 投标人根据招标文件的规定，承担执行合同的责任和义务。

9 Sentences for Doing English-Chinese and Chinese-English Translating Practices:
6. In the event that the bid is withdrawn after the time and date set for bid opening, within the period of validity his bid security shall be forfeited by the Buyer. 如果在规定的开标后，在投标的有效期内撤回投标，则投标保证金将由买方没收。 7. The bid is valid for a period of 60 calendar days from the day of bid opening. 投标自开标之日起60天内有效。 8. The contract is made by and between the Buyers and the Sellers in accordance with the Bid No. XXX whereby the Buyers agree to buy and the Sellers agree to sell the undermentioned commodity according to the following terms and conditions. 本合同由买卖双方根据第XXX号投标签订，按照合同，买方同意购买，卖方同意出售下列商品，其条款如下。 9. The technical specifications of the goods to be supplied and delivered shall be in conformity with those specified in the technical specifications of this Bidding Document as well as in the Specification Compliance Form attached. 提供和交付的货物技术规范应与招标文件规定的技术规范以及所附的技术规范差异表一致。 10. A set of bidding documents may be purchased in the 10th floor at the address below between 9:00 a.m. and 6:00 p.m. (Saturdays, Sundays and holidays excepted) from 1 May 2005, or be promptly dispatched by express mail upon receipt of the nonrefundable payment of RMB XX (or US $ XX ) plus RMB XX (or US $ XX) postage fee. 2005年5月1日起(周六周日及节假日除外)从上午9：00至下午6：00可以在下列地址之10层楼买到招标文件。在收到人民币XX元(或美金XX元)的付款之后(售款不退)，也可立即用快件发出招标文件，但需加邮费人民币XX元(或美金XX元)。

10 Sentences for Doing English-Chinese and Chinese-English Translating Practices:
11. We confirm we intend to submit a bona fide Tender in accordance with all your requirements by the date and time stated in your letter of Invitation to Tender. 我公司确认我公司打算在贵方招标信上所说明的日期和时间以前根据贵方的全部要求进行真诚投标。 12. Tenders shall be submitted in accordance with the Instructions to Tenderers and Form of Tender. Any deviation from the requirements of these Instructions may render your Tender invalid. 应根据投标人须知及投标单提交标书，不符合这些说明书中的要求者投标无效。 13. Your tender must be received no later than 12:00 on Friday, 1 June, 2005(closing date) at the office of the Purchaser in Beijing, PRC. 贵方投标必须于2005年6月1日星期五12：00以前(截止日期)送达中华人民共和国北京购方办事处。 14. Uninvited visits to our offices to discuss the Invitation to Tender are not acceptable and that all contact shall be in writing (by letter or fax) as set out in the Instructions to Tenderers. 未经邀请来我办事处讨论招标事项者恕不接待，一切联系均按招标说明中的规定以书面形式(通过书信或传真)进行。 15. The tenderers shall consider this enclosed Invitation to Tender to be confidential, and the contents shall not be divulged to any person or persons not directly concerned with the preparation of the Tender. 投标人应将此所附招标信看成是保密的，其内容不得泄露于与招标无直接关系的人员。

11 Exercises Ⅰ. Translate the following sentences from English into Chinese. 1. The total bid price for the supply and delivery of the goods specified in the Bidding Document is RMB XX (in words) or US $ XX. 2. The Bidder will take the responsibility and obligation for accomplisment of the Contract in accordance with all provisions of the Bidding Documents. 3. The technical specifications of the goods to be supplied and delivered shall be in conformity with those specified in the Technical Specifications of this Bidding Documents. 4. Delivery of the goods and performance of Services shall be by the Seller in accordance with the time schedule specified by the Buyer in its schedule of Requirements. 5. All bids from foreign manufacturers must be submitted by their representations registered in Beijing.

12 Exercises Ⅱ. Translate the following sentences from Chinese into English. 1.投标自开标之日起60天内有效。 2.我公司拟通过公开招标购买电站设备。 3.我公司欢迎国内外企业投标扩建XX港口集装箱码头。 4.各项投标文件均须为经正式签署的正文，并经封签后寄出。 5.此次投标结果为：由XX公司以低标中标。