bidding sites | Project Tender | Digital Guide

Project Tender | Digital Guide 


With the aim of obtaining a more advanced technology, access to computer solutions in less time and to use appropriately the available resources, public institutions can make bids for third parties to develop the Website project.

Through these it is possible to receive concrete offers regarding development methodologies, appropriate technologies and complete computer solutions according to the available resources; At the same time they allow obtaining a wide range of price offers to decide which may be the most appropriate for the case.

To properly comply with a tender procedure, it is necessary to comply with the following recommendations:

Bidding Bases
Terms of Reference or Technical Bases
Public Tenders (ChileCompra)
Evaluation and Award of Proposals
Preparation of Service Contracts
Of this group, the most important are the first two, because through the correct execution of them will establish the path by which the project will be developed; Any failure in both, will make that the difficulties that may occur in the project, the institution does not have the right tools to deal with the situation.

Here is the detail of each of them:

Bidding Bases
It consists of a document that is normally generated by the legal area of ​​the institution, which stipulates the relationship that will exist between the parties during the development of the project. Among the items that must be addressed is: General Background:
in which the reasons for developing the project are explained in a thick line.
Schedule of the bases:
it refers to clearly indicating when the main milestones of the tender will be produced, which will be the following:
Consultations and Clarifications:
Indicates when the institutions participating in the tender may ask their questions to clarify concepts of the bases or terms of reference.
Reception and Opening of Proposals:
date in which the received proposals will be received and then publicly opened.
Adjudication of Proposals:
indicates on what date the winner of the bidding process will be notified.
Presentation of Proposals:
It indicates which are the formalities that must be fulfilled for the delivery of the proposals, explaining in a clear manner which is the documentation that must be included. As an example, if it is a legal entity, it should be noted that together with the proposal all the legal antecedents of the proposal must be attached, which in case of being a company, requires the delivery of deeds of incorporation, modification, copy of its registration in the Commercial Registry, and its publication in the Official Gazette, if applicable, certificate of social validity, and antecedents that accredit the representative's personality.
Evaluation of Proposals:
it refers to the way in which the proposals made by the different bidders and the criteria that will be used for it will be evaluated. It can be indicated that an Evaluation Commission will be used and to indicate who its members will be.
Adjudication of Proposals:
explains how the acceptance of the proposal will be communicated and the steps that will be taken after said acceptance.
Deadlines:
refers to the deadlines that are indicated for the project to have been completed, giving strict compliance to its characteristics, which should have been indicated in the Terms of Reference or Technical Bases that accompany the bases.
Seriousness Guarantee:
It indicates that the winner of the tender must establish a guarantee in money in a bank, by means of which it assures the seriousness of compliance during the project and supports its respect for the terms contained in it. It usually corresponds to 10% of the value of the economic proposal, including taxes, with a maturity greater than 20-30 days to the validity of the contract.
Technical Guarantee:
indicates that the winner of the tender must offer a period of support once the project has been delivered, in order to solve operational or programming problems that impede the normal functioning of the system that has been developed. Depending on the technical characteristics of the project, this guarantee can go from 45 to 90 days.
Fines:
indicates the situations in which it will be appropriate to discount, of the remaining payments or of the guarantee, amounts of money. The situations in which this can occur correspond to one of the following:
Non-compliance or delay in the delivery terms of the contracted service
No delivery of the products established in the contract
Delivery of work in conditions other than those agreed upon
Way to pay:indicates the payment modality that the project will have; usually a percentage is stipulated at the beginning; another upon reaching 50% progress and a majority with the final conformal delivery.
Conflict resolution:
it must be indicated in what form the conflicts that occur will be settled; usually it is indicated in which court will be the competence for the resolution of the same.
Terms of Reference or Technical Bases
A second document of importance in the Tender stage is the Terms of Reference (TOR) or Technical Bases. It is a document that explains in detail what is required to be developed within the framework of the project, together with the conditions of delivery and satisfaction.

To have TDR that meet these characteristics, it is suggested that you include at least the following:

General purpose:
indicate what you expect to achieve with the Website.
Specific objectives:
indicate the goals by area that is expected to be achieved with the project.
Expected results:
indicate what should be the minimum content that should be included in the site.
Functional Requirements:
indicate what the interactive services expected to be on the site should be.
Technical requirements:
indicate the technical characteristics that the proposed IT solution should have.
Methodology:
indicate in what form and in what deadlines the progress made in the development project should be delivered.
Elements of the final reception:
indicate what elements will be the ones that must be delivered by the winner of the tender, including from the Website itself to other important elements, among which the following must be highlighted:
Website working
Source code of all built applications
Complete documentation of all the elements of the Website
Website graphic elements, original and editable
Training in all the necessary elements to use on the site
The importance of detailing each of the elements very clearly, lies in the fact that this document will be the guide that will be developed by the website project, to execute each of the project's parts. The more detailed the explanations of what you want to obtain in each point, the better the compliance that the developer can give to each one and the follow-up that the Institution will be able to do to what is being built.

Public Tenders and Framework Agreements (ChileCompra)
To make the call to Tender for a Website development project, due to the amounts involved, the ChileCompra.cl portal should normally be used.
According to the law of Public Purchases (Basis Law on Administrative Contracts for the Supply and Provision of Services, No. 19.886), all the bodies governed by law 18.575: Ministries, Municipalities, Governaments, and Public Bodies and Services created for compliance of the administrative function, including the Comptroller General of the Republic, the Central Bank, the Regional Governments and the Municipalities must participate in this system. Public companies created by law, municipalities and Armed Forces and Public Order and Public Security are excepted, for which the law will come into force as of January 1, 2004 and January 1, 2005, respectively.

The law specifies that it will be mandatory to call for public bids, when the amount of the acquisition exceeds 1000 UTM and that private bids and direct contracting must be justified through well-founded resolutions.

The law also specifies those cases in which private bidding or direct contracting is justified, as well as the grounds for declaring a process void and the procedure for reporting it. It also establishes the causes and procedures to modify or terminate the contracts.

It is important to consider that the publication in www.chilecompra.cl, must contain complete and timely information referring to the calls to present offers, reception of the same ones; clarifications, answers and modifications to the bidding rules, as well as the results of the adjudications related to the acquisitions and hiring.

Framework ChileCompra agreements for digital services
As part of the procedures for purchasing goods and services in the State, the ChileCompra Directorate permanently calls for national public tenders in which companies that meet the requirements of the bases are awarded and become preferred suppliers through the virtual store of Marco ChileCompra Express Agreements.

In this virtual store, the goods and services required by more than 850 public institutions, municipalities and Armed Forces are available through Framework Agreements in an electronic catalog that is the first legal purchase option for State entities.

The objective of this type of agreements for the State is to achieve benefits such as:
    • Savings and efficiency in time and resources.
    • Quality guarantees and advantageous commercial conditions.
    • Convenient discounts and limited dispatch times.

Regarding Government Websites, ChileCompra has two framework agreements that seek to streamline and establish quality standards for the services of conceptualization, design, development of Public Websites, these agreements are the following:

1. Framework Agreement for Digital Communication Services and Non-Transactional Websites.

The objective of this Bidding by Framework Agreement is to have an offer of services that allows State agencies to contract the Digital Communication Services and Non-Transactional Websites in accordance with the provisions of laws Nos. 19.896 and 19.886. This agreement contemplates the bidding separately or jointly with services such as:

Strategy design service for a web implementation
    • Definition of information architecture
    • Definition of audience characteristics
    • Construction of wireframes
    • Definition of scope of digital communication consulting
    • Documentation of the strategy definition process

Basic web implementation service
    • Contemplate the design and implementation of a small website
    • Mainly static content and no more than 10 pages
    • News update service periodically.
Advanced web implementation service
    • Contemplates the design and implementation of a large-scale site
    • Consider development after having made the strategic design
    • Consider use of content manager (CMS)
    • Integration of all types of functionalities
    • No pages and sections cap

Hosting Services for Websites
    • Web services hosting services considering uptime, customer service and quality of attention and response to incidents

2. Framework Agreement for Development and Maintenance of Software

The purpose of this Bidding by Framework Agreement is to incorporate software development and maintenance services into the catalog; This service involves the hiring of professional hours packages (Junior or Senior) for management, design, development and maintenance of the applications required by public bodies and in which the resulting intellectual property will be from said agencies or in Code mode. Open.

The required services are structured in three categories:
    • Project Management (Project Management, Analysis and Documentation)
    • Design, Development and Construction (Architecture, Construction and Design)
    • Testing (Quality Assurance)

related links

ChileCompra - Virtual Shops of Framework Agreement
Framework Agreement No. 2239-3-LP11 on Digital Communication Services and Non-Transactional Websites
Framework Agreement Nº 527838-100-LP09 Development and maintenance of Software
GobForge - Public Software Repository, Government of Chile


Evaluation and Award of Proposals
As part of the bidding process, an element that must be established with due anticipation is the way in which the Institution will make the decision to award it to one of the bidders.

For this it is very important that the mechanism is established and that it is known in all its aspects, in such a way that all the participants know in a transparent manner how the participants were evaluated and who was the winner.

For example, some of the criteria and factors that will be taken into consideration by the Evaluation Committee can be:

Profile of the participants: composition of the work team; experience in the subject matter of the study.
Quality of the Technical Offer: understanding of the requirements indicated in the Terms of References or Technical Bases; work methodology.
Characteristics of the Economic Offer.
Preparation of Service Contracts
Once the award of the development project has been made, it is necessary to advance in the drafting of the contract, by means of which all the elements that it will be necessary to protect while maintaining the working relationship with the winner of the tender will be included.

For this purpose, everything that the Bases and Terms of Reference indicate must be incorporated as an element of value in the contract, since in this stage the specifications that these contain will be the elements that will allow verifying the effective fulfillment of the project.

It corresponds that this stage of the adjudication is approached by those in charge of the legal subjects of the institution; However, it is recommended that you have the technical advice of the Project Manager, in order to ensure the inclusion of all the elements that are necessary to face a situation in which the project does not end in the expected terms.