How do I make a tender file? What are the information and procedures needed?

Jiangsu Province housing construction and municipal infrastructure projects \x0d\\ Bidding and tendering file management methods \x0d\ (Discussion Draft)\x0d\ Article 1 In order to standardize the province's housing construction and municipal infrastructure projects bidding and tendering file management, unified bidding and tendering process of the file information collection, organization and archiving standards, based on relevant laws and regulations, combined with the actuality of the province, the development of this approach \x0d\. \x0d\ Article 2 The bidding and tendering file referred to in these measures refers to the house building and municipal infrastructure project bidding and tendering activities formed in the process, and can truly reflect the content of the bidding and tendering activities, and has the value of preservation of text, figures, charts, sound and video and other kinds of carriers of the document information. \x0d\ Article 3 The competent departments of construction administration at all levels are responsible for the management of bidding files and supervision and inspection work, the specific work of the construction project bidding supervision and management organization (hereinafter referred to as "regulatory bodies") is responsible for the supervision and management of construction projects at all levels should be established in accordance with the provisions of this approach to bidding files, business acceptance of the guidance of the urban construction archives department at all levels. City construction archives department's guidance. \x0d\ Article 4 The urban construction archives departments at all levels shall accept and preserve the bidding and tendering files transferred by the supervisory bodies at the same level free of charge. \x0d\ Article 5 The content of the archived bidding and tendering documents and materials must be accurate, complete and complete, and truly reflect the process of bidding and tendering activities. \x0d\ Article 6 The project operator of the supervisory agency shall collect, organize and preserve all kinds of documents and materials generated during the bidding and tendering process in a timely manner during the supervision process and shall hand over the relevant collected and complete archived bidding and tendering documents and materials to the archive administrator within five days from the date of acceptance of the construction contract for filing. In case of change of the operator, the handover shall be done properly. \x0d\ Article 7 Bidding and tendering files shall be managed by specialized personnel. The file manager shall comply with the relevant laws, regulations and rules of file management. \x0d\ Archivists shall, upon receipt of filed bidding and tendering documents and materials, register them in a timely manner and carefully do the work of filing, binding, archiving and centralized management of archival materials. Filing and organizing should be in line with the Ministry of Construction issued "construction project documents filing and organizing specifications" (GB/T50328-2001) requirements. \x0d\ Article 8 The documents and materials that the bidding and tendering supervisory body shall collect, organize and archive include the following, and shall be bound in a volume in the following order:\x0d\ (1) Preliminary plan for the contracting out of the construction project, and its annexes;\x0d\ The annexes shall include:\x0d\ (1) Copies of documents for approval or filing of the construction project; \x0d\ (2) Relevant approval documents for inviting tenders or direct contracting out, and supporting materials. \x0d\ (2) Bidder's own bidding matters filing form and annexed information; \x0d\ (3) Commissioning contract of the project bidding agent, power of attorney and project bidding agent project team composition table; \x0d\ (4) Separately commissioned to prepare the construction bidding bidding bidding bidding commissioning contract; \x0d\ (5) Bidding notice or invitation to tender; \x0d\ (vi) Bidding registration and obtaining pre-qualification documents or obtaining a list of bidding documents; \x0d\ (vii) Pre-qualification documents, a copy of the successful bidder's application for pre-qualification, report on the status of the qualification examination; \x0d\ (viii) Bidding documents, and clarifications or modifications of the bidding documents; \x0d\ (ix) Report on the status of the bidding process; \x0d\ (x) Record of the selection of the jury, notification of the record; \x0d\ (xi) Bidding documents and the record of the bidding process; \x0d\ (xi) Bidding documents and the record of the bidding process. x0d\ (xi) Cover sheet, preparation instructions and summary of quotations for the tender; \x0d\ (xii) Report on the evaluation of tenders; \x0d\ (xiii) Written report on the status of tendering and bidding (of which what has been submitted in the previous procedure may not be repeated.) \x0d\ (xiv) Public notice of successful bidding results; \x0d\ (xv) Notice of successful bidding; \x0d\ (xvi) Copies of power of attorney, bidding letter, summary of quotations, equipping of the project team, and important information about the consortium, subcontracting, etc., in the bidding documents of the winning bidder; \x0d\ (xvii) Copies of the contract; \x0d\ (xviii) Evaluation of the project bidding agency entrusted to the bidding \x0d\ (xix) Evaluation opinion on the project bidding agency entrusted with the bidding; \x0d\ (xix) Filing flow sheet and contract filing form \x0d\ (xii) Record sheet on bidding and tendering supervision; \x0d\ (xxi) Opinion letter on administrative supervision; \x0d\ (xxii) Other materials required to be filed. \x0d\\ Copies of the bidding documents of the successful bidder shall be kept for six months from the date of acceptance of the construction contract for filing. \x0d\ Article 9 The construction unit (the bidding agency entrusted with the project bidding agent) shall collect, organize and file the bidding documents and materials including the following, and bound in the following order: \x0d\ (a) the preliminary plan for awarding the contract for the construction project, with a copy of the project project approval document or filing document; \x0d\ (b) the invitation to tender or direct contracting project, should be accompanied by a copy of the approval document or filing document that can be Invitation or direct contracting out of the relevant approval documents and explanatory materials;\x0d\ (C) entrusted to the bidding agent of the project bidding agent commissioning contract, power of attorney and project bidding agent project team composition of the personnel table;\x0d\ (D) individually commissioned to prepare the construction of the tender bidding bidding preparation commissioning contract;\x0d\ (E) bidding notice or invitation to tender;\x0d\ (F) prequalification of the Obtaining Prequalification Documents or List of Bidding Documents;\x0d\ (vii) List of Potential Bidders Obtaining Bidding Documents for Post-qualification;\x0d\ (viii) Prequalification Documents for Prequalification and Application for Prequalification of Successful Bidder;\x0d\ (ix) Notification of Prequalification and Notice of Results of Prequalification and its Record of Issuance and Acknowledgement;\x0d\ (x) Prequalification Report (xi) bidding documents and clarification or modification of bidding documents (including bidding Q&A or preparatory bidding meeting minutes);\x0d\ (xii) bidding documents and Q&A minutes and other issuance, signing records;\x0d\ (xiii) construction bidding bidding with a tender; \x0d\ (xiv) bidding process in the bidding process of the bidding documents signing, signing of the jury, etc. records;\x0d\ (xv) report on the status of bid clearing;\x0d\ (p) the bid evaluation committee's bid evaluation report (including information on the process of scoring and deliberation of the evaluation committee);\x0d\ (xvii) a written report submitted by the bidder of the tender bidding (including the scope of the tender, bidding mode, qualification examination, the process of opening and evaluating the bids and the manner of determining the successful bidder and the reasons for it. The content that has been submitted, can be quoted, do not have to repeat the submission.) ;\x0d\ (xviii) Public notice of the results of the winning bid; \x0d\ (xix) Notice of the winning bid; \x0d\ (xx) The original bidding documents of the winning bidder; \x0d\ (xxi) A copy of the contract; \x0d\ (xxii) An opinion form on the evaluation of the project's bidding agent who has been entrusted with the bidding agency; \x0d\ (xxiii) The filing of the process form; \x0d\ (xxiv) The opinion of administrative supervision ;\x0d\ (xxv) The original application for pre-qualification and bidding documents of the unsuccessful bidder; \x0d\ (xxvi) Other materials required to be filed; \x0d\ (xxvi) Of the above filed materials, except for the materials in items (xx) and (xxv), the other materials should be bound in a book. Item (xx) (the original bidding documents of the successful unit) can be bound in a separate volume; item (xxv) (the original application for pre-qualification and bidding documents of the unsuccessful unit) should be kept temporarily and destroyed six months after the contract is signed. \x0d\ Article 10 Archived bidding documents and materials should be clear handwriting, neat and tidy charts, the need for units or individuals to sign the seal, its signature formalities should be complete, and should be written in carbon ink, blue-black ink durable materials, not ballpoint pen, pencil and other materials that are prone to color fading. \x0d\ All archived documents and materials should be uniformly used A4 or A3 paper (except drawings). \x0d\ Article 11 The establishment and archiving of the bidding and tendering documents and materials shall follow the law of formation of documents and materials. If the same project is tendered in stages, each stage shall be organized into separate volumes, and materials with the same content may not have to be filed repeatedly, but the filing information of the relevant materials shall be indicated in the file docket; systematic connection shall be maintained between volumes to facilitate the utilization, inquiry and custody of the files. \x0d\ Article 12 of the filed and bound documents and materials should have a file cover and volume catalog; and attached to the volume docket listed in the filed documents and materials after the end of the page. Case file cover, volume catalog and volume docket (format) see annex. \x0d\ Article 13 The supervisory body may entrust the construction project transaction center to undertake the work of filing, binding, archiving and preservation of the files, and shall establish a sound system for the custody, confidentiality, appraisal, destruction and lending of the files \x0d\ Article 14 The bidding and tendering files shall be kept in the supervisory body (or the construction project transaction center) until the completion of the project in one to five years, and then it may be handed over to the local municipal construction archives for Preservation. \x0d\ Article 15 For files whose retention period has expired and must be transferred to the urban construction archives at the same level, the transfer procedures should be handled in accordance with the relevant provisions. The archives have lost its preservation value, the organization can be destroyed after identification. Files must be registered before the destruction of the register, approved by the head of the unit, the appraisal and sale of personnel should be signed on the inventory, in accordance with the relevant provisions of the destruction. \x0d\ Article 16 The archive management personnel before leaving the workplace, should be in accordance with the provisions of the transfer of bidding archive information, shall not be handled or taken away without authorization. \x0d\ Prohibit any unit or individual from selling, altering or falsifying the bidding and tendering files. \x0d\ Article 17 The construction of the archive room shall be equipped with security facilities against theft, fire, dust, moisture, mold, harmful organisms and pollution, and the archives shall not be kept in a dangerous and unsafe environment. For damaged, moldy and scattered archives, remedial measures such as salvage, copying and collection shall be taken in a timely manner to ensure the safety and integrity of the archives. \x0d\ Article 18 Anyone who consults or borrows the bidding files must fulfill the registration, signing and canceling system. Strictly observe and implement the national confidentiality provisions and discipline. When inspecting or borrowing files, they must be carefully and lovingly cared for, and shall not be dismantled, drawn, altered, or destroyed. If there is a need to extract or copy, it must be approved by the leader and fulfill the registration procedures. Borrowed files, no lending, return on schedule to prevent loss and leakage of confidentiality. \x0d\ Article 19 Supervisory bodies at all levels should also do a good job of filing and preserving other documents and materials with preservation value in the bidding management work such as: working documents, complaint handling, statistics, records of activities, etc. If there are management regulations, they should be implemented in accordance with the relevant regulations, and if there are no management regulations, they can be implemented with reference to the present Measures. \x0d\ Article 20 These Measures shall come into force on the date of publication. \x0d\\ Attachments: case file cover (style), volume catalog (style), volume docket (style) \x0d\\\x0d\ March 2, 2007