The Incinerator Guidebook: A Practical Guide for Selecting ... - SSWM

Developing tender documents and inviting offers
Preparation of tender documents and inviting offers will depend upon the equipment option selected
(e.g., purchase of a kit versus local installation), as well as the method of procurement that is
chosen. Note: Procurement decisions must be aligned with local procurement regulations and
must comply with procurement requirements set by the funder. The selected contractor must
deliver according to the contracted specifications.
Procurement of prepackaged kits
Pre-packaged kits include all fabricated metal components and other materials (refractory bricks,
cements, etc.) that are usually not available in country. However, the kit will not include everything
that is required and some things will have to be procured locally. Buyers can purchase pre-packaged
kits from suppliers and request quotes for construction, installation, and maintenance.
Procurement of locally produced components of a small-scale incinerator
It his case the buyer is required to solicit quotes for all materials required to build the incinerator, as
well as quotes for construction, installation, and maintenance of the incinerator.
In general, the purchaser prepares a set of documents that include essential information and
requirements that the manufacturer or designer of the incinerator must know in order to submit a
response to the tender.
Table 3. Tender documentation required.
Procurement of prepackaged kits Procurement of locally produced incinerators
Tender documents should include the following: Tender documents should include the following:
� Specifications of locally available materials � Performance specifications.
not included in the kit.
� Specifications for all materials needed to
� Construction, installation, and maintenance. build the incinerator.
� Training of operators.
� Construction, installation, and maintenance.
In this situation, the buyer purchases a prepackaged kit
with specific features related to performance; therefore,
there is no need to include performance specifications.
� Training of operators
In both cases, construction and installation will require guidance and direction from experienced
engineering consultant services with track records of good installation of incinerators. Buyers need
to plan for these services when budgeting for incinerators construction.
See Annex 2 for examples of requests for quotes for small-scale incinerators.
Selecting suppliers
The evaluation of the supplier’s documentation should be performed by a committee, which should
include the following personnel:
� Technical experts in the field of incineration to help evaluate the documentation and
certification submitted by the suppliers.
� Procurement person who is familiar with the process required to procure incinerators.
� Program person who is familiar with field issues and the budget for the project.
Additionally, the evaluation committee should check to see that the suppliers have confirmed that
they:
� Are capable of providing the quantities required within the desired timeframe.
� Have a proven record of manufacturing the product that conforms with the technical
specifications described in the document.
� Accept the general and specific conditions of the contract.
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