PWD Vol-2, Chapter-9, Step 4, page 9-14

Step 4.3 Site Visit by Bidders
The Employer should provide equal opportunity to all the bidders to visit the project site, at the bidders' cost, to familiarise themselves with site conditions and to obtain all relevant information required to prepare their bids. The Employer should make a record of bidders or their representatives visiting the site.

Step 4.4 Bidders' Queries
Bidders may have queries on the bidding documents. The necessary clarification should be
provided by either

(1) issuing addenda to the bid documents to all bidders without disclosing the source of queries

(2) a bidders' conference arranged by the Employer or

(3) both in some cases. Bidders' written queries shall be answered orally during the conference but the employer shall minute the essential proceedings of the conference and send a copy to all bidders within a reasonable time. Receipt of the minutes should be acknowledged by the bidders. The SBDs normally require that queries submitted up to 14 days before the bid submission deadline shall be answered by the Employer.

Addenda when issued should carry a serial number for reference purpose. Receipt of addenda by bidders should be acknowledged by signing a receipt slip, or by fax/email. Addenda become part of the tender documents.

Step 4.5 Submission and Receipt of Bids
Bidders should submit their bids as instructed in the bidding document to the designated person of the project by the due submission date and time, properly signed by the authorised person. The Employer should mark all tenders with time and date of receipt, and keep them unopened in a secured place until the official opening. Bids received after the appointed time shall be immediately returned unopened to bidders.

PPA 2007, Chapter 3, Section 16

16. Clarification as to Unclear Matter on Bidding or Prequalification Documents:

(1) Where any bidder, being unclear about any matter set forth in the bidding documents or the prequalification documents, requests, within the time period set out in such documents, for a clarification, the Public Entity shall have to communicate the information of such matter to all bidders prior to the deadline for the submission of bids or prequalification proposals.

(2) Where the Public Entity makes any alteration/modification in the information under Sub-section (1) and the bidding documents or prequalification documents, it shall have to communicate information relating to such alteration/modification to all bidders that have participated in the procurement proceedings within a reasonable time so as to enable them to take such alteration/modification into account in submitting their bids or preparing their proposals for prequalification.

(3) Where it is necessary to provide additional time to bidders for the act under Sub-section (2), the Public Entity may extend the deadline for the submission of bids or prequalification proposals.

PPR-2007, Chapter 5, Rule 52

52. Pre-bid Meeting:

(1) The Public Entity may organize a meeting of bidders in the case of a notice for invitation to national level bidding, at least ten days before and in the case of a notice for invitation to international level bidding, at least fifteen days before the deadline for submission of bids to provide information relating to bidding documents, technical specifications, construction site and the like matters.

(2) In the meeting held pursuant to Sub-rule (1), a bidder may raise any question or curiosity concerning procurement proceedings to the Public Entity and such Entity shall be required to make available as soon as possible the answer to such question or curiosity without divulging the source of questioners and the minute of the meeting to all bidders.

(3) If, from the meeting held pursuant to Sub-rule (1), any technical or commercial aspects of the bidding documents require to be amended, the Public Entity shall, after amending the documents accordingly inform all the bidders who have purchased bidding documents of such amendments within five days of such meeting.