Tender Participation Requirements and Procedures Nigerian States Projects Procurement Board (NSPPB) Government of the Federal Republic of Nigeria 1. Tender Application Letter (Letter of Intent) All interested bidders are required to submit a Letter of Intent written on their official company letterhead. The letter must clearly state the bidder’s intention to participate in the ongoing procurement process and must reference the specific Tender Reference Number being applied for. This letter confirms the bidder’s formal interest and commitment to the tender and must be duly signed by an authorized officer (CEO, Managing Director, or Company Secretary). 2. Bidding Product Price List / Quotation All submitted quotations must specify unit prices based on one of the following terms: Each bidder must include a comprehensive description of all proposed products, including: 4. Company Profile / Business Introduction Bidders must submit a formal corporate profile including: 5. Certificate of Incorporation / Business Registration All bidders must provide a certified copy of their Certificate of Incorporation or Business License, which serves as proof of legal registration and operational legitimacy in their home country or jurisdiction. 6. Documentation Format and Submission Address Bid documents must be submitted on the company’s official letterhead and must be signed by a senior executive (CEO, Director, or Company Secretary) for authentication. and be submitted by hand through the Bidder Representative, not later than the Bid submission deadline. Bids submitted upon submission deadline will be rejected.
7. Financial Eligibility Requirement Tenders from companies experiencing financial insolvency, ongoing liquidation, or inability to fulfill large orders will be disqualified. The Board seeks only credible bidders with proven financial capacity to execute awarded contracts responsibly and efficiently.
8. Communication and Clarification Protocol Direct private contact between bidders and procurement board members is strictly prohibited. All requests for clarification must be routed through the bidder’s accredited local Representative or Agent in Nigeria. Clarifications will be addressed officially by the NSPPB Tender Board Secretariat and shared publicly, in compliance with the Public Procurement Act 2007.
Tender Documents Submission Guidelines 9. Submission of Price Lists All price lists must be physically submitted through the bidder’s NSPPB-accredited Nigerian Representative or Agent to the official Tender Submission Desk located at the NSPPB Lagos Coordination Office.
This consolidated submission is essential to confirm the bidder’s credibility, compliance with regulatory requirements, and readiness to engage in public procurement under the standards of the Nigerian States Projects Procurement Board (NSPPB). 10. Request for Proforma Invoice (PI) Only bidders who have received an official Request for Proforma Invoice (RFPI) from the Nigerian States Projects Procurement Board (NSPPB) are authorized to submit a formal Ex-Works, FOB or CIF Proforma Invoice. This request will specify the exact items, quantities, and tender reference number under consideration.
This process ensures that only pre-evaluated and qualified suppliers participate in the final procurement phase, guaranteeing quality, compliance, and value-for-money in all public project procurements. 11. Production/Delivery Schedule All bidders submitting a Proforma Invoice (PI) must also attach a detailed Production and Delivery Proposal. This document should clearly state the production schedule and estimated delivery timeframe for the goods and quantities listed in the PI, along with critical logistics details. The Production and Delivery Proposal must include:
This requirement ensures that only bidders with demonstrated logistical readiness, production efficiency, and capacity to meet delivery obligations participate in the final procurement phase thereby reinforcing accountability and value-for-money in public sector contracting. Bidder Mandatory Registration 12. Company Registration and Refundable Tender Bid Bond Requirement All international bidding companies that do not hold an active business registration in Nigeria are required to complete a mandatory one-time registration with the Nigerian States Projects Procurement Board (NSPPB). This registration must be carried out at the time of Proforma Invoice (PI) submission and must be facilitated through the bidder’s officially accredited local representative or agent. As part of this process, bidders are required to deposit a refundable Tender Bid Bond, which serves as both a commitment guarantee and a verification of the bidder’s financial credibility. Key Terms:
The Tender Bid Bond is a critical tool used by the NSPPB to ensure that only serious, financially stable, and contract-ready bidders are considered for public procurement awards. It discourages speculative bidding and strengthens the credibility of the tendering process.
Post-Submission Process and Evaluation Supplier Selection and Contractual Procedures
13. Supplier Nomination Criteria Suppliers will be nominated based on:
14. Contract Payment Terms Upon successful nomination, the contract payment structure shall range from 50% to 100% upfront, depending on the nature of the supply and mutual agreement between the NSPPB and the contractor. Acceptable payment methods include:
Each bidder is required to clearly state their preferred payment terms in their Proforma Invoice (PI). These terms will be reviewed during the evaluation process and must align with NSPPB’s financial policies and timelines. Bidders proposing favorable and realistic payment options that reflect industry standards and project risk will receive preferential consideration during contract award evaluations.
15. Administrative Procedures for approved bids All suppliers whose bids are approved by the Nigerian States Projects Procurement Board (NSPPB) must undergo the following administrative procedures to finalize the contract award:
For Clarifications and Support: All inquiries regarding tender procedures, documentation, or approvals must be channeled through the bidder’s officially accredited Nigerian Representative or Agent, who is recognized by the NSPPB. This ensures streamlined communication, regulatory compliance, and expedited resolution of any procedural matters. |
