The Tender Section
The Tender Section is responsible for dealing with tender matters administered by the
State Tender Board.
The Tender Section is headed by the Chairman and supervised by the Secretary of The
State Tender Board and assisted by eight (8) personnel.
The State Tender Board meeting is held every Monday at 1.45 p.m and tender submission
will be closed on the same day at 2.00 p.m, except if it falls on a public holiday, the
meeting will be held the following day at 9.00 a.m whereby tender submission will be
closed the following Monday at 2.00 p.m
Objective
To ensure that every officer responsible for dealing with tender complies with the
tender procedure as stipulated by the State Tender Board, from time to time in accordance
with the Financial Regulation for the purpose of securing government interest and
procuring an efficient, economical and fair course of processing tender applications.
Function
The function of the State Tender Board Secretariat is to ensure that the Mini Tender
Board of each Ministry adheres to the current Tender Procedure as follows:-
Ensuring that Tender Notices issued by Ministries/Departments are in order and
circulated not less than 2 weeks from the date of issue. If for some unavoidable reason it
is deemed necessary to extend the closing date thereof, sufficient time must be allowed to
ensure fair competition from bidders (copies of the tender noticesto be submitted to the
Chairman, State Tender Board and Auditor General).
Registering and examining all tender submission received and recording them in the
Minutes of Meeting and forwarding them to the respective user Department for evaluation.
Evaluating all tender recommendations with value above $150,000.00 submitted by the
Chairman of the respective Mini Tender Boards, (subject to the availability of funds).
Preparation of weekly Agenda/Minutes of State Tender Board Meetings
Examining Minutes of Mini Tender Board Meetings submitted by the respective Mini Tender
Boards to ensure that the Tender Procedure stipulated in the Financial Regulations 1983,
Ministry of Finance Circulars Nos: 10/1992 and 7/1993 as well as current procedures have
been strictly observed.
Evaluating applications from the respective Mini Tender Board for Waiver of Tender
Procedure for project/purchase/service valued above B$150,000.00.
Processing applications for extension of completion /delivery time for
project/purchase/service each valued above B$150,000.00.
Informing the respective Mini Tender Board of any discrepancies in the
delivery/completion time of goods and services.
Two bodies responsible for implementing the Tender procedure, namely:
- STATE TENDER BOARD
(For project/purchase/service valued above B$150,000.00)
- MINI TENDER BOARD
(For project/purchase/service valued at B$150,000.00 and below)
TYPE OF TENDER:
- OPEN TENDER
For project/purchase/service valued above B$25,000.00.
- SELECTIVE TENDER
For project/service/purchase valued between $25,000.00 and $150,000.00, subject to prior
approval by the Chairman, Mini Tender Board, and for project/service/purchase valued above
$150,000.00, subject to prior approval by the Chairman, State Tender Board.
- QUOTATION: for project/service/purchase with a minimum value of
B$2,000.00 subject to approvel by the Head of Department . Quotations from at least three
qualified tenderers must be obtained.
- WAIVER OF NORMAL TENDER PROCEDURE
For project/service/purchase valued between $25,000.00 and $150,000.00, subject to prior
approval by the Chairman, Mini Tender Board, and for project/service/purchase valued above
$150,000.00, subject to prior approval by the Chairman, State Tender Board.
Tender Process
Procedure for Tenders and Quotation is in accordance with the following Circulars;
- Ministry of Finance Circular No. 10/1992 dated 14th May 1992.
The circular specifies the following;
Each Ministry has been given the authority to set up their own Mini Tender Board.
However, all Departmental tenders under the Ministry of Finance which is not subject to
the jurisdiction of the Mini Tender Board of the respective Ministries, shall be processed
by the State Tender Board.
Annually, His Majesty the Sultan and Yang Di-Pertuan shall appoint not more than 5
members (including the Chairman) for the State Tender Board and the Mini Tender Boards.
All members of the State Tender Board and the Mini Tender Boards are authorised to initial
all tender documents received.
For tender submission valued at $ 150,000.00 and below, the respective Mini Tender
Board shall consider the recommendations from the Heads of Departments and in turn shall
foward their recommendation to their respective Ministers for approval.
For tender submission valued above $150,000.00, the Heads of Departments shall foward
their recommendations direct to the Chairman of the State Tender Board or through the
Chairman, Mini Tender Board of their respective Ministry for approval.
The State Tender Board Meeting is held every Monday at 1.45 p.m. and receipt of all
tender submission under jurisdiction of the State Tender Board shall close on the same day
at 2.00 p.m. unless that day falls on a public holiday whereby the meeting shall be held
the following working day at 9.00 a.m. and tender submission shall close the following
Tuesday at 2.00p.m.
The quorum for the State Tender Board and the Mini Tender Board is 3. One of the
Board's members may sit as the Acting Chairman if the Chairman is not present at the
meeting.
All tender notices must be publicised at least two weeks before their receipt by the
State Tender Board or the Mini Tender Boards of the respective Ministries.
Tenders applications should be processed within a period of not more than 4 months from
the closing date of the respective tender. 1% of consultants' fees shall be deducted daily
if the said consultant submits their assessment exceeding 35 days after the receipt of the
departmental tender documents.
The Chairman, State Tender Board of the Ministry of Finance shall notify in writing to
the Heads of Department concerned regarding approval for tender valued above $150,000.00
and a copy shall be forwarded to the Chairman of the respective Mini Tender Boards.
All tender valued above $25,000.00 should be made by open tender. Invited tender,
selective tender and waiver of tender procedures may only be considered by the Mini Tender
Boards of the respective Ministries if the project/purchase/service is valued at
$150,000.00 and below. However if the project/purchase/service is valued above $150,000.00
and if the project/purchase/service is required on an urgent basis, then approval is
subject to the Chairman, State Tender Board.
Purchases or contract valued between $5,000.00 and $25,000.00 is subject to approval
from Heads of Departments including Permanent Secretaries. However, if the purchase or
contract is expected to exceed $2,000.00, the Department concerned should invite written
quotations from at least 3 qualified tenderers and quotations should be addressed to the
respective department's quotation box to be opened and considered by Heads of Departments.
- Ministry of Finance Circular No. 7/1993 dated 15th March 1993
The circular specifies the following;
If a project/purchase/service which is required urgently but funds have not been
allocated for the purpose, the respective Department/Ministry concerned should submit
their application to the Permanent Secretary, Ministry of Finance for consideration.
A Department/Ministry shall only invite tender or incur expenditure only after the
budget has been approved.
All tender should be processed by open tender in order to acquire a competitive price
and avoid public accusation of favouritism on the part of the Department/Ministry
concerned that could impose negative and unhealthy impact on the Government's
administrative system if not suppressed.
Should an open tender failed to draw response from tenderers, the Department or
Ministry concerned may submit an application to the State Tenders Board or the Mini Tender
Board of the respective Ministries for selective/invited tender.
The procedures specified in the Ministry of Finance Circular No. 10/1992 dated 14th May
1992 and the Financial Regulations 1983 (Article 327 to 340) regarding tender matters
should be observed.
The payment process by Progress Payment should be observed in order to prevent the
Government from incurring losses in the event where a contractor fails to complete a
project.
FULL ADDRESS OF THE STATE TENDER BOARD
Any correspondence pertaining to Tender should be submitted to;
The Chairman
State Tender Board
8th Floor, IBB Building,
Jalan Pemancha, Bandar Seri Begawan BS8710
Brunei Darussalam
Tel No: 02-235808/ 235809/ 235810
Fax No: 02-235804
