Contract Forms

Notice of Intention to Award a Contract

[Letter head paper of the PE]

Ref No: [insert Ref. No.].................................. Date: ...............

To: [name and address of the Service Provider]

RE: NOTIFICATION OF THE INTENTION TO AWARD CONTRACT NUMBER [insert No of

contract] FOR [insert description]

Reference is made to the above subject matter.

The submitted tenders were evaluated according to the criteria stated in the tender documents. In
accordance with the requirements of Public Procurement Act, Cap 410, we announce our intention to
award a contract to M/s: (Insert the name of the firm) for a contract price of (insert the contract award
price and currency) and for a completion period/delivery period of (insert the duration).

Your tender was not considered for award of the contract due to the following reasons 1011)
.........................................................
2) .........................................................

3) ..........................................................

Be informed that, you have seven (7) working days from the date of this letter, within which to submit
for administrative review any complaints you may have regarding this award decision and/or
circumstances surrounding the rejection of your tender. The complaints must be in writing, clearly
identifying the tender in question, detailing ground(s) of the complaint and should be submitted to
(insert the title of Accounting Officer) through TANePS.

We appreciate your interest in doing business with us and encourage you to participate inour future
tenders.

Authorized Signature: .............................................................................................

Name and Title of Signatory: ..................................................................................

Name of PE: ............................................................................................................

10 1Insert the reasons for non-selection of the tenderer for the award of contract. The reasons given
here should be those which appears in the evaluation report and which were approved by the Tender
Board as justifiable reasons to turn down the offer given by the tenderer.

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Letter of Acceptance

[letter head paper of the Employer]

[date]

To: [name and address of the Contractor]

RE: NOTIFICATION OF AWARD OF CONTRACT FOR TENDER NO. [insert tender

number] FOR [insert tender description]

This is to notify you that your Tender dated [date] for execution of the [name of the Contract and
identification number, as given in the SCC] for the Accepted Contract Amount [amountin numbers
and words] [name of currency], as corrected and modified in accordance withthe Instruction to
Tenderers is hereby accepted by our Procuring Entity.

In the case of Sole member of Dispute Avoidance and Resolution Board

(a) We accept that [name proposed by Tenderer] be appointed as Sole Member of Dispute
Avoidance and Resolution Board
OR
(b) We do not accept that [name proposed by Tenderer] be appointed as Sole Member of
Dispute Avoidance and Resolution Board, and by sending a copy of this letter of
acceptance to [insert the name of the Appointing Authority], we are hereby requesting
[name], the Appointing Authority, to appoint the Sole Member of Dispute Avoidance and
Resolution Board in accordance with Clause 58.1 of the Instructions to Tenderers.11
In the case of Three Members of Dispute Avoidance and Resolution Board

(a) We accept that 1……………………… 2…………………….and 3………….

[names proposed by Tenderer] be appointed as Members of Dispute Avoidance and
Resolution Board
OR
(b) We do not accept that 1……………………. 2………………. and 3…………….
[names proposed by Tenderer] be appointed as Members of Dispute Avoidance and
Resolution Board, and by sending a copy of this letter of acceptance to [insert the name of
the Appointing Authority], we are hereby requesting [name], the Appointing Authority,
to appoint the Members of Dispute Avoidance and

11 To be used only if the Contractor disagrees in the Tender with the Sole Member of DARB proposed
by the Employer in the Instructions to Tenderers, and has accordingly offered another candidate. If
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the Employer does not accept the counterproposal, the sentence should so state, and be followed
by an additional sentence: “We therefore shall request the [name of Appointing Authority as named
in the Special Conditions of Contract] to appoint the Sole Member of DARB in accordance with
Clause 44 of the Instructions to Tenderers.”

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Resolution Board in accordance with Clause 58.1 of the Instructions toTenderers.12

You are requested to furnish the Performance Security and an Environmental and Social (ES)
Performance Security [Delete ES Performance Security if it is not required under the contract]within
28 days in accordance with the Conditions of Contract, using for that purpose one of the Performance
Security Forms and the ES Performance Security Form, [Delete reference to the ES Performance
Security Form if it is not required under the contract] included in Section XI, Contract Forms, of the
Tendering Documents

Authorized Signature:
Name and Title of Signatory:

Name of PE:

Attachment: Contract Agreement

Copy: PPRA, CAG, Office of Attorney General, GAMD, IAG, TRA and Adjudicator’sAppointing
Authority (where applicable).

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12 To be used only if the Contractor disagrees in the Tender with the Members of DARB proposed by
the Employer in the Instructions to Tenderers, and has accordingly offered another candidate. If
the Employer does not accept the counterproposal, the sentence should so state, and be followed
by an additional sentence: “We therefore shall request the [name of Appointing Authority as named
in the Special Conditions of Contract] to appoint the Members of DARB in accordance with
Clause 44 of the Instructions to Tenderers.”

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