Section V.

Sample Forms
 Table of Forms

1. Suppliers Bid Form ……………………………………………… ……………………..40

2. Price Schedule Form ………………………………...…………………………………..41

3. Manufacturers Authorization Form ………………………………………………...…...42

4. Performance Security Form (Bank Guarantee )…………………………….…………. 43

5. Advance Payment Security Form (Bank Guarantee) ……………………..……………44

 Form-1

BID FORM

Date: ____________

To: The Chairperson

Bids Evaluation and Award Committee (BEAC)
International Organization for Migration
[insert Mission address]

We, the undersigned, declare that;

Having examined the Bidding Document for the [insert project name and IFB No.], issued on
[insert date], the receipt of which is hereby duly acknowledge, I, representing [insert name of
company] offer to complete the Supply and Deliver the GOODS in conformity with the
Bidding Document for the total fixed lump sum price of [insert total bid amount in words
and figures and currency].

I undertake, if my Bid is accepted, to deliver and supply the Goods in accordance with the
Price Schedule and Goods specifications set out in the Bidding Document.

If my Bid is accepted, I will obtain the guarantee of a bank in a sum equivalent to 10% of the
total amount of the Contract Price for the due performance of the Contract, in the form
prescribed by IOM.

I agree to abide by this Bid for the Bid Validity Period specified in the Bidding Document
which may be accepted at any time before the expiration of that period.

Until a formal contract is prepared and executed, the Bid, together with your written
acceptance thereof and the Notice of Award, shall constitute a binding agreement between us.

I hereby certify that the Bid complies with the requirements stipulated in the Bidding
Document.

Dated this ______________day of__________________20___.

________________________ ________________________________
[signature over printed name] [in the capacity of]

Duly authorized to sign Bid for and on behalf of [name of company]

 Form-2

PRICE SCHEDULE

Item Description of Country of Qty/Unit Unit Price Transportation/ Taxes if Total Price
No. Goods Origin (EXW/CIF/DDU) Handling Cost Applicable per Item
Please specify

Name of Bidder: ________________________

Signature of Bidder: _____________________
Date: ________________________________
 Form -3

MANUFACTURER’S AUTHORIZATION FORM

[See Clause 13.3 (a) of the Instructions to Bidders.]

To:

WHEREAS [name of the Manufacturer] who are established and reputable

manufacturers of [name and/or description of the goods] having factories at [address
of factory]

do hereby authorize [name and address of Agent] to submit a bid, and subsequently
negotiate and sign the Contract with you against IFB No. [reference of the Invitation
to Bid] for the above goods manufactured by us.

We hereby extend our full guarantee and warranty as per Clause 16 of the Conditions
of Contract for the goods offered for supply by the above firm against this Invitation
for Bids.

_______________________________________
[signature for and on behalf of Manufacturer]

Note: This letter of authority should be on the letterhead of the Manufacturer and
should be signed by a person competent and having the power of attorney to
bind the Manufacturer. It should be included by the Bidder in its bid.
 Form-4
PERFORMANCE SECURITY (Bank Guarantee)

To: [name and address of Employer]

WHEREAS [name and address of Supplier] (hereinafter called “the Supplier”) has
undertaken, in pursuance of Contract No. [number] dated [date] to execute [name of
Contract and brief description of Goods] (hereinafter called “the Contract”);

AND WHEREAS it has been stipulated by you in the said Contract that the Supplier
shall furnish you with a Bank Guarantee by a recognized bank for the sum specified
therein as security for compliance with his obligations in accordance with the
Contract;

AND WHEREAS we have agreed to give the Supplier such a Bank Guarantee;

NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to
you, on behalf of the Supplier, up to a total of [amount of Guarantee] [amount in
words], such sum being payable in the types and proportions of currencies in which
the Contract Price is payable, and we undertake to pay you, upon your first written
demand and without cavil or argument, any sum or sums within the limits of [amount
of Guarantee] as aforesaid without your needing to prove or to show grounds or
reasons for your demand for the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the Supplier
before presenting us with the demand.

We further agree that no change or addition to or other modification of the terms of

the Contract or of the Goods to be performed thereunder or of any of the Contract
documents which may be made between you and the Supplier shall in any way release
us from any liability under this Guarantee, and we hereby waive notice of any such
change, addition, or modification.

This Guarantee shall be valid until a date 28 days from the date of issue of the
Certificate of Completion.

Signature and seal of the Guarantor

Name of Bank
Address
Date
 Form-5
ADVANCE PAYMENT SECURITY (Bank Guarantee)

To: [name and address of IOM Mission]

Contract : [name of Contract]

Gentlemen:

We have been informed that [name of Supplier] (hereinafter called "the Supplier") has
entered into Contract No. [reference number of the contract] dated [insert date] with
you, for the supply of [brief description of goods & related services] (hereinafter
called "the Contract").

Furthermore, we understand that, according to the conditions of the Contract, an

advance payment in the sum of [amount in figures & in words] is to be made against
an advance payment guarantee

At the request of the Supplier, we [name of Bank] hereby irrevocably undertake to

pay you any sum or sums not exceeding in total an amount of [amount in figures and
in words]1 upon receipt by us of your first demand in writing accompanied by a
written statement stating that the Supplier are in breach of their obligation under the
Contract because the Supplier have used the advance payment for purposes other than
toward providing the required Goods and Services under the Contract.

We further agree that no change or addition to or other modification of the terms of

the Contract or of Goods to be supplied thereunder or of any of the Contract
documents which may be made between [name of IOM Mission] and the Supplier,
shall in any way release us from any liability under this Guarantee, and we hereby
waive notice of any such change, addition, or modification.

This Guarantee shall remain valid and in full effect from the date of the advance
payment under the Contract until [name of IOM Mission] receives full repayment of
the same amount from the Supplier.

Yours truly,

Signature and seal: _____________________________

Name of Bank/Financial Institution: ___________________________

Address: __________________________________
Date: ___________________________________

1
The Guarantor shall insert an amount representing the amount of the advance payment and
denominated either in the currency of the advance payment as specified in the Contract, or in a freely
convertible currency acceptable to IOM.