Vendor Bidding Guidelines

Effective Date: December 12th 2024

Purpose of This Guide

This document provides all approved vendors with a clear, step-by-step outline of how bidding works at TIDAL Caribbean. It is intended to ensure transparency, consistency, and efficiency across all procurement activities.

Vendor Eligibility to Bid

• Only vendors who meet the following criteria are allowed to submit bids:

• Fully approved by the procurement team

• Have completed the administrative registration fee

• Issued a TIDAL Vendor ID

• Officially added to the TIDAL Vendor Notice Drive (Google Drive)

Accessing Bid Notices and Documents

• All current and upcoming bid opportunities will be posted in the TIDAL Vendor Notice Drive, which will be shared with all approved vendors via their registered email addresses.

• Each bid will have its own folder containing:

• Project Reference ID

• Bid Description

• Scope of Works / BOQ / Technical Drawings

• Submission Deadline

• Submission Link (form-based)

• Any Addenda or Clarifications issued

Vendors are responsible for checking the drive regularly and downloading all relevant documents.

Receiving Bid Notices

Bidding opportunities will be announced through:

• The Vendor WhatsApp Group (quick alerts + link to Drive)

• The shared TIDAL Google Drive Notice Folder

• Email notices for select invite-only projects

Bid Submission Process

1. Review all files and requirements for the specific bid from the Google Drive folder

2. Click the included link to the Bid Submission Form

3. Complete the form with:

   • Your Vendor ID

   • Company & contact details

   • Bid amount, duration, proposed start date

   • Upload your formal quotation (PDF), optional timeline, and supporting documents

4. Accept the Declaration of Independent Submission

5. Submit before the listed deadline

   • An auto-confirmation email will be sent upon successful submission.

What to Include in Your Bid

• Formal Quotation (signed, dated, and on letterhead)

• Detailed cost breakdown if required

• Proposed execution timeline (optional)

• Relevant licenses, insurance, or certifications (optional unless stated)

• Any assumptions, exclusions, or clarifications (clearly listed)

Deadlines & Amendments

• All deadlines are strict unless officially extended

• Clarification period: First 48 hours from notice release

• Addenda or updates will be posted in the same Google Drive folder — vendors are expected to check for changes

Confidentiality & Conduct

• Bids must be prepared independently — collusion or bid sharing is strictly prohibited

• Do not forward or copy bid documents outside your company

• Your Vendor ID is confidential and should only be used by authorized personnel

• Any attempt to influence the bid evaluation process will result in disqualification

Evaluation Process

• All bids are reviewed by TIDAL’s procurement and technical teams

• Awards are based on criteria including:

  • ✔️ Scope compliance

  • ✔️ Pricing and value

  • ✔️ Timeline and availability

  • ✔️ Past performance and capacity

• If shortlisted, you may be contacted for clarification or negotiation

• If selected, an award letter or contract will follow

Support & Inquiries

All bid-related inquiries must be directed to:

• 📧 procurement@tidalcaribbean.com Or raised within the Vendor WhatsApp group during the clarification window

Final Notes

We encourage all vendors to submit bids that are well-documented, competitive, and clearly structured. Your professionalism reflects your potential partnership with TIDAL.

Let’s build with confidence — together