FORM A

INSTRUCTIONS AND INFORMATION TO BIDDER

Tender No. GPOC/CS/CPL/CON-A/2023/021

Provision of Grass Cutting Services in GPOC’s Fields
Form A Instructions and Information to Bidder Page 1 of 13
INDEX

1.0 Introduction

2.0 Definitions

3.0 Examination Of ITB

4.0 Confirmation To Bid

5.0 Joint Bid Proposal

6.0 Addenda

7.0 Interpretation And Clarification Of ITB

8.0 Base Bid Proposal

9.0 Bid Exceptions

10.0 Alternative Bid

11.0 Implied Agreement

12.0 Bid Price

13.0 Taxes And Duties

14.0 Bid Proposal Format

15.0 Submission Of Bid Proposal

16.0 Submission Of Bid Proposal In Electronic Format

17.0 Bid Closing Date

18.0 Bid Validity

19.0 Acceptance Of Bid

20.0 Disclaimer

21.0 Confidentiality

22.0 Other Conditions Regarding The Bid

23.0 Bank Guarantee, Retention Money and Parent Company Guarantee

24.0 Local Content

25.0 Bid Bond (Deleted)

26.0 Valid Registration and Clearances from Concerned Authorities of Government of Republic of South
Sudan

27.0 Conflict of Interest

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FORM A
INSTRUCTIONS AND INFORMATION TO BIDDER
1.0 INTRODUCTION
GREATER PIONEER OPERATING COMPANY LIMITED (hereinafter referred to as “GPOC”) is
hereby soliciting a competitive Bid Proposal for the Provision of Grass
Cutting Services in GPOC’s Fields for GPOC detailed in Exhibit-II Scope of
Work.
1.1 Successful Bidder will be required to undertake the scope for the Provision of
Grass Cutting Services in GPOC’s Fields (hereinafter referred to as “Works”)
based the requirements specified in the Invitation to Bid Document (ITB). Please
study the complete ITB not limited to the Scope of Work carefully.
2.0 DEFINITIONS
Unless the context otherwise requires, the following terms and expressions in this ITB shall
have the following meaning. Defined terms not contained in this Section 2 of Form A shall
be deemed contained in the Articles of Contract entitled “Definitions”.
2.1 “Bid Proposal” or “Bid” shall mean the proposal submission by Bidder in response
to the ITB.
2.2 “Bidder” shall mean the person or persons, partnership, joint venture and
consortium companies or company that responds to the ITB.
2.3 “Bid Period” shall mean the time between the issuance of this ITB and the Bid
Closing Date.
2.4 “Bid Closing Date” shall mean the latest date and specified time by which Bid
Proposal must be submitted by Bidder to GPOC.
2.5 “Invitation to Bid Document” or “ITB” shall mean this document including any
drawings, addenda, written clarification and written communication issued by GPOC
during the Bid Period.
3.0 EXAMINATION OF ITB
3.1 Bidder shall examine and consider all documents issued as part of this ITB prior to
preparation of the Bid Proposal.
3.2 In order for GPOC to fully assess the relative merits of each Bid Proposal, Bidder is
requested to furnish GPOC with any and all relevant and complete information as
set forth in this ITB.
3.3 Bidder is urged to comply strictly with each and every one of the provisions of this
ITB and must submit Bidder's proposal strictly in accordance with the terms of the
ITB which consist of the followings:
 Form A - Instruction And Information To Bidder
 Form B - Letter Of Confirmation To Bid
 Form C - Bid Proposal Form
 Form D - Bid Exceptions
 Form E - Technical Proposal Requirement and Forms
 Form F - Commercial Proposal Requirement and Forms
 Form of Contract
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  Exhibits
3.4 FAILURE TO STRICTLY COMPLY WITH THE INSTRUCTIONS SET FORTH IN
THIS FORM A WILL RESULT IN THE BID PROPOSAL BEING DEEMED TO BE
NON - COMPLIANCE, IN WHICH CASE IT WILL BE EXCLUDED FROM FURTHER
CONSIDERATION.
4.0 CONFIRMATION TO BID
4.1 Bidder is requested to check the ITB upon receipt and to advise GPOC if there is
any omission or pages missing.
4.2 Bidder is advised to confirm within three (3) days upon receipt of ITB the
followings:
 Bidder’s intention to submit Bid Proposal by returning a duly completed Form B.
 Name, address and contact information of representative to whom GPOC shall
address all communications.
4.3 Should Bidder decline to submit a Bid Proposal, Bidder shall state in writing the
reasons for declining to submit a Bid Proposal, and Bidder shall promptly return
complete ITB to GPOC not later than the Bid Closing Date.
The Bid Documents returned shall be forwarded to the address given in Section 15
of this Form A and the following shall be clearly marked on the cover/envelope:
(a) DECLINE TO BID - DOCUMENT RETURNED
(b) Tender number and title
(c) Bidder's name
5.0 JOINT BID PROPOSAL
5.1 GPOC will accept Bid Proposals made by Bidder to whom ITB is issued or Bid
Proposals made by Bidder jointly with two or more companies who wish to combine
their resources in order to maximize economies of scale for GPOC. The joint effort
could be between local and foreign companies, between few local companies or
between foreign companies and made in the form of joint venture, partnership, and
consortium. However, GPOC will not accept and will disqualify any Bidder who
submits more than one Bid Proposal.
5.2 Where Bidder forms joint venture, partnership or consortium while submitting their
Bid Proposal, the constituent companies of the joint venture, partnership or
consortium shall remain firm and committed throughout the bidding exercise and
during the Contract period until Time for Completion. Any change of companies in
the joint venture, partnership or consortium during the Bid Period or after award of
Contract, is not allowed and may result in the Bid being disqualified or Contract
being terminated or GPOC taking such remedies available to it under the ITB or
Contract as the case may be.
5.3 The companies of the joint venture, partnership or consortium shall nominate a
Leading Party who shall act as the focal point with GPOC, and shall be authorized to
act and decide on behalf of other members in all aspects of the Contract. Payment
by GPOC under the Contract shall be made to the account authorized by all
constituent companies of joint venture, partnership or consortium.

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 5.4 GPOC shall not entertain and/or consider any bid proposal made in agent/principal
relationship.
5.5 A certified true copy of the Partnership deed or Memorandum of Understanding
(MOU) or Agreement on the joint venture, consortium or partnership shall be
submitted together with the Bid. All members of the partnership, joint venture or
consortium shall execute the Bid Proposal Form and shall be jointly and severally
liable under the Bid Proposal.
5.6 If successful, all constituent companies of the partnership, joint venture or
consortium shall be required to be signatories to the Contract. In addition, all
members of the joint venture must provide evidence satisfactory to GPOC, of the
authority to enter into the Contract and the authority of the signatories to sign the
Contract.
6.0 ADDENDA
6.1 GPOC may, from time to time during the Bid Period, issue addenda to this ITB.
Bidder shall acknowledge receipt of addenda in the manner specified in the addenda
cover letter.
6.2 Such addenda shall be taken into account by Bidder in the preparation of its Bid
Proposal. Addenda are complementary to and form part of the ITB, and shall be
incorporated in the Contract.
6.3 Where any actual conflict exists between the addenda, the addendum subsequent in
time shall govern.
6.4 Bidder shall include in its Bid Proposal the cost of all work included in the addenda
issued. Bid Closing Date shall not be extended due to issuance of addenda.
7.0 INTERPRETATION AND CLARIFICATION OF ITB
7.1 Bidders are requested to examine ITB carefully and any clarification or interpretation
to ITB provisions be sought. Bidders are advised that subsequent to GPOC
response to all Bid clarifications sought, deviation and exceptions to ITB provisions
shall not be entertained and Bid Proposals containing any deviation and exception to
ITB provisions are not encouraged as GPOC is to finalize tender process in schedule
time and bid containing exceptions and deviations after GPOC response on bid
clarifications may be excluded for further considerations.
7.2 Bidder shall submit all requests for documents clarification or interpretation of any
portion of the ITB by using Attachment A1 – ITB Clarification Form attached to this
Form A to GPOC at the address given in Section 15 of this Form A.
7.3 In the event Bidder finds discrepancies, errors or omissions in any part of the ITB,
Bidder shall immediately request an interpretation. Requests for interpretation must
be received by GPOC not later than ten (10) calendar days before the Bid Closing
Date.
7.4 A copy of all questions of interpretations received from Bidders and the respective
answers from GPOC will be sent to all Bidders in order to keep the Bid on a
comparable basis.
7.5 GPOC shall not be bound by any oral interpretation of the ITB, which may be made
by GPOC or any of its representatives. Only interpretations made in writing by

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 GPOC in accordance with the procedures set forth in this ITB shall be binding upon
GPOC.
8.0 BASE BID PROPOSAL
8.1 As a base case, Bidder's shall submit a Base Bid Proposal, which shall be in full
conformity with the requirements set out in this ITB. Nothing shall be deemed to
change or supplement this basis except revisions to the Bid Documents issued to all
Bidders in writing by GPOC as addenda to Bidders. If Bidder wishes to present
Alternative Bid Proposal, Bidder may do so only after having duly complied with the
requirements of this ITB as its Base Bid Proposal in the manner specified in Section
10 of this Form A.
8.2 Bidder is advised to use positive terms in responding to the ITB. Vague/generic
statements may be considered as non-compliance with, or deviations from, the ITB.
9.0 BID EXCEPTIONS
9.1 Bidder shall ensure that Bidder's Base Bid Proposal does not contain any deviation
or exception. All deviations and exceptions (including any clarifications, exclusions,
conditions, variations, assumptions, and rejections) shall be clarified from GPOC
during Bid Clarification using Attachment A1 – ITB Clarification Form attached to this
Form A.
9.2 Still Bidders has any exceptions and deviations that is considered of mutual benefit
or if there is any exception to the Articles of Contract or any other part of the ITB,
Bidder must state the deviations or exceptions proposed by using the format in Form
D and giving specific reasons thereof. Bidder must indicate clearly the effect, if any,
these deviations or exceptions may have on Bidder's Bid Price and time schedule if
the deviations or exceptions are rejected by GPOC.
9.3 GPOC will not recognize and will totally disregard any deviations/exceptions
mentioned elsewhere in the Bid Proposal, but not listed in Form D.
10.0 ALTERNATIVE BID
10.1 In addition to the Base Bid Proposal, Bidder may propose alternatives to the
requirements of the ITB that are technically and / or commercially attractive. Bidder
should, however, keep the number of proposed alternatives from the ITB to a
minimum.
10.2 Where alternatives are proposed, Bidder shall submit Alternative Bid Proposal as
follows:
(a) Alternative Technical Bid Proposal, which the following particulars shall be given:
(i) Section number of the ITB;
(ii) Reason for the proposed alternative including effects on operation,
maintenance, efficiency, etc.;
(iii) Proposed revision of text; and
(iv) Detailed specifications and highlight changes compared with Base
Bid
(b) Alternative Commercial Bid Proposal, using Commercial Proposal Form
specified in Form F, reproduced from original forms provided in this ITB.

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 10.3 Alternative Bid Proposal shall be clearly marked “ALTERNATIVE BID PROPOSAL”
in separate section.
11.0 IMPLIED AGREEMENT
Where Bidder’s Bid contains no specific mention of exceptions to compliance with ITB or
alternative Bid to the ITB in accordance with Section 9 and 10 of this Form A, Bidder shall
be deemed to have accepted and complied with all of the terms, conditions and
requirements of the ITB.
12.0 BID PRICE
12.1 Bidders are required to quote in USD and once quoted shall not be allowed to be
changed at any stage.
Bid Price and rates proposed by Bidder shall be quoted in the above currency and
shall be firm throughout the duration of the Contract.
The exchange rate as on the date prior to the commercial bid opening (price bids)
shall be taken to consideration to convert all quoted currencies into USD for
evaluation purpose only.
Other conditions shall be in accordance with the Articles of the Contract entitled
“Contract price and Payment”.
12.2 Bid Price and rates quoted shall prevail throughout the duration of this Contract and
shall not be subject to revision by reason of cost escalation nor currency fluctuation
except as permitted for in the Contract.
12.3 Commercial Bid Proposal Form in Form F must be entirely completed by Bidder as
required. Every page of the Commercial Bid Proposal Form must be stamped
by Bidder's official company logo and properly initialed by Bidder's authorized
officer.
12.4 Payments under the terms of this Contract shall be in accordance with the Articles of
Contract entitled “Payments”.
13.0 TAXES AND DUTIES
13.1 Bidder is responsible to seek clarification through their tax advisor on the
applicability of those taxes and duties provisions prior to submitting the proposal.
13.2 Bidder is advised to refer Article of Contract entitled “Taxes and Duties” for details on
the applicable taxes and duties.
13.3 Bidder shall confirm that it has understood and accepted the taxes provisions
stipulated by completing and submitting Part 9 of Form E, Part 1 in the Technical Bid
Proposal.
14.0 BID PROPOSAL FORMAT
14.1 Bidder must submit its proposal in sealed packages consisting;
(1) "TECHNICAL BID PROPOSAL", and
(2) "COMMERCIAL BID PROPOSAL",
14.2 The Bid Proposal format shall be as follows:
14.2.1 TECHNICAL BID PROPOSAL PACKAGE

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 The Technical Bid Proposal Package shall include, but not be limited to, the
followings:
(1) Section T1: Form C(i) - Technical Bid Proposal Form
(2) Section T2: Form E - Technical Proposal Form (Base Bid)
(3) Section T3: Form E - Technical Proposal Form (Alternative Bid, if any)
(4) Section T4: Form D, Part I - Bid Exception (if any).
(5) Section C1 to C3 of Commercial Bid Proposal Package as defined in
Section 14.3.2 of this Form A,
Bidder must have one of the following statements prominently displayed in
capital letters under Section T3:
"THIS PROPOSAL COMPLIES WITH ALL TERMS AND CONDITIONS OF THIS
CONTRACT"
14.2.2 COMMERCIAL BID PROPOSAL PACKAGE
The Commercial Proposal Package shall include the followings:
(1) Section C1: Form C(ii) - Commercial Bid Proposal Form
(2) Section C2: Form F - Commercial Proposal Form (Base Bid)
(3) Section C3:Form F - Commercial Proposal Form (Alternative Bid, if any)
(4) Section C4:Form D, Part II - Bid Exception with cost impacts if GPOC
reject all such Bid Exceptions (with price, if any).
14.3 All Bid Proposals must be signed and certified by an officer duly authorized by
Bidder.
14.4 Any amendments appearing in the Bid Proposal must be signed or initialed by the
Bidder's authorized officer.
15.0 SUBMISSION OF BID PROPOSAL
15.1 Bidder shall submit their Technical and Commercial Bid Proposal Packages
mentioned in Section 14 of this Form A in one (1) bound original set plus three (3)
bound photocopy set of each. In the event of discrepancy between the original set
and the copies, the original shall prevail.
15.2 The original sets must be stamped with the words "CONFIDENTIAL - ORIGINAL
COMMERCIAL” or "CONFIDENTIAL - ORIGINAL TECHNICAL" on every page of
the respective package. Similarly, the photocopy sets must be stamped with the
words “CONFIDENTIAL - COPY COMMERCIAL” or "CONFIDENTIAL - COPY
TECHNICAL" on every page of the photocopy sets.
15.3 Sealed envelope shall also be labeled properly as appropriate, including the Bidder's
name and address, and this Tender number and title.
15.4 Bidder shall submit the Bid Proposal to the following address:
Secretary, Tender Committee
Tender No. : GPOC/CS/CPL/CON-A/2023/021
Tender Title : Provision of Grass Cutting Services in GPOC’s Fields

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 Contract, Procurement & Logistic Department,
Greater Pioneer Operating Company Limited
NOTE: BIDDER MUST ENSURE EACH ENVELOPE SUBMITTED ARE CLEARLY
MARKED WITH BIDDER’S NAME AND DETAILS OF THE CONTENT FOR EASY
REFERENCE AND IDENTIFICATION.
15.5 Responsibility for timely delivery of the proposal to the correct address rests fully
with Bidder. GPOC does not accept late bids. Delivery to the wrong address shall
not be an excuse for late delivery.
15.6 Bidder must ensure that the proposal is delivered to the above address given in
Section 15.4 above not later than the time and date specified in the ITB covering
letter. In case the specified bid closing day happens to be a holiday, the next
working day shall be the closing day.
15.7 All communications/correspondence with regard to bid preparation/clarification and
submission of all proposals shall be made in writing (English) to the address
specified under Section 15.4 above.
15.8 All correspondences with regard to bid clarifications shall be in writing and must
indicate the tender number and title and sent to the address given in Section 15.4
above.
15.9 Bidder is strongly advised to deliver the proposal by hand in order to assure timely
receipt by GPOC. If Bidder elects to mail the proposal, Bidder is advised to use a fast
and reliable delivery service (e.g., courier). Bidder should advise GPOC by fax the
date and details of the delivery services.
15.10 Failure of Bidder to comply with any of the instructions under this Section 15 shall
render Bidder’s proposal(s) invalid.
16.0 SUBMISSION OF BID PROPOSAL IN ELECTRONIC FORMAT
16.1 In addition to the Bid Proposal submission as required in Section 15 of this Form A,
Bidder shall also submit all the attachments, tables, forms required to be filled in by
Bidder as specified in Form E and Form F in electronic format. The electronic files
shall be submitted together in the appropriate packages. The required information
shall be submitted in the following format, as applicable:
(a) Microsoft Word;
(b) Microsoft Excel;
(c) Microsoft PowerPoint;
(d) Microsoft Projects;
(e) Primavera
16.2 All files shall be submitted in virus-free compact diskettes (CD). A list of files and its
descriptions shall accompany the diskettes.
16.3 Electronic files for Technical Bid Proposal shall be submitted together with the
Technical Proposal Package.
16.4 Electronic files for the Commercial Proposal shall ONLY be submitted together with
the Commercial Proposal Package.

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 16.5 Bidder shall utilize the tables provided without any changes to the format. Bidder
shall not create Bidder own attachments, tables or form.
17.0 BID CLOSING DATE
17.1 Bid Proposal must be received by GPOC not later than the Bid Closing Date
and time specified in GPOC ITB covering letter, unless otherwise specified by
GPOC.
17.2 In case the specified bid closing day happens to be a holiday, the next working day
shall be the closing day. Bid Proposal received by GPOC after the Bid Closing Date
will not be considered. GPOC will not accept posting as proof of receipt. It is the
responsibility of Bidder to ensure that the whole of its Bid Proposal is received by
GPOC at the proper location on or before the Bid Closing Date and time.
18.0 BID VALIDITY
18.1 Bidder’s Bid Proposal shall be binding and shall remain valid, irrevocable and remain
open for acceptance by GPOC for One Hundred Twenty (120) days after the Bid
Closing Date. Withdrawal of any statement, terms and conditions or prices in the
Bid Proposal during this period will result in the Bid being rejected and the Bid Bond
(if any) automatically being forfeited.
18.2 BIDDERS shall provide quotation for any adjustment required by BIDDER to extend
the bid validity for each two (2) consecutive thirty (30) days period up to an additional
sixty (60) days beyond the validity period by completing Form C (ii).
19.0 ACCEPTANCE OF BID
19.1 GPOC reserves the right to accept or reject, in whole or in part, any or the entire Bid
and to select the Bid of its choice without assigning any reason. GPOC shall not be
bound to accept the lowest cost Bid submitted, or any Bid.
19.2 GPOC may at its own discretion split the Contract to more than one Bidder at it’s
own discretion and will be under no obligation to explain the reasons thereof.
19.3 GPOC shall not be deemed to have accepted all or any parts of a Bid Proposal
unless and until written acceptance is issued.
19.4 The successful Bidder will be invited to enter into an agreement with GPOC
(reference is made to the Form of Agreement of the ITB). Prior to such an invitation,
GPOC may send the successful Bidder a letter of intent/award.
20.0 DISCLAIMER
20.1 Drawings, specifications, plans, diagrams, sketches, data or other information, or
part thereof, whether technical or otherwise, provided by GPOC in connection with
Contract and ITB which may have been obtained by GPOC from other parties.
GPOC shall not be liable or responsible whatsoever for any inaccuracy, insufficiency
or impracticality of the said drawings, specifications, plans, diagrams, sketches, data
or other information or part thereof.
20.2 Bidder shall make use of and interpret the said drawings, specifications, plans,
diagrams, sketches, data or other information or part thereof entirely at its own risks.

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21.0 CONFIDENTIALITY
21.1 Bidder shall treat this ITB and its contents therein as confidential. If, at any time
during the Bid preparation period, Bidder decides to decline to submit Bid Proposal,
all documents must be immediately returned to GPOC.
21.2 If so requested by GPOC in Form E, Bidder shall execute the Confidentiality and
Secrecy Declaration attached in Form E (if any provided).
22.0 OTHER CONDITIONS REGARDING THE BID
22.1 It is the responsibility of Bidder to submit all information, which demonstrates its
ability to complete the Works described in this ITB. Any inadequacy or failure to
submit the required information and comply with the instruction set forth this ITB may
result in the Bid being rejected.
22.2 All expenses incurred by Bidder related to the preparation of the Bid, clarifications,
meetings, Bid Bond etc. shall be to Bidder’s account. GPOC shall not compensate
for any expenses so incurred by Bidder.
22.3 All correspondence regarding this ITB and the Contract shall be in the English
language. Submission in other language(s) will be deemed as non-compliance to
ITB and will be disqualify from further consideration.
22.4 All Bid submitted by Bidder shall become the property of GPOC.
23.0 BANK GUARANTEE, RETENTION MONEY AND PARENT COMPANY GUARANTEE
23.1 Bidder’s attention is drawn to Article 6 of the Contract Form where two (2) options
are available and Bidder should select the best option suitable to them and indicate
clearly the selected option by completing Part 8 of Form E, Part I and submitted the
same in the Technical Bid Proposal.
23.2 In the case Bidder selected option of furnishing Bank Guarantee, the successful
Bidder is required to provide an irrevocable and unconditional first call Bank
Guarantee issued by International or local South Sudan commercial banks
acceptable to GPOC to guarantee performance of Contractor’s obligation under the
Contract. The format of the Bank Guarantee shall be as set out in Exhibit VI in this
ITB.
23.3 In the case where Bidder is only subsidiary of a principal company, GPOC shall, in
addition to the above, have the right to require the Bidder to furnish GPOC with a
Parent Company Guarantee issued by its principal, or parent company. Such Parent
Company Guarantee shall be in the format set out as Exhibit VII in this ITB.
24.0 LOCAL CONTENT
24.1 Bidder is encouraged to maximize National resources of host countries, personnel
and facilities in the execution of the Works.
24.2 If so requested by GPOC in Form E, Bidder shall identify and propose areas where
local joint ventures, sub-contractors, suppliers and personnel can participate in the
execution of the Work in accordance with the instruction provided. GPOC
encourages and will assign more weight for Bidder who proposes more local content
for the Works.

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25.0 BID BOND
Deleted
26.0 VALID REGISTRATION AND CLEARANCES FROM CONCERNED AUTHORITIES OF
GOVERNMENT OF REPUBLIC OF SOUTH SUDAN:
26.1 Bidder is requested to submit the copies of valid registration/clearance certificates of
the Government of Republic of South Sudan for providing the services against this
proposed contract together with the technical bid proposal.
26.2 The requirement for submission of above certificate with Technical Proposal is
mandatory.
27.0 CONFLICT OF INTEREST:
27.1 Bidders are advised to disclose any Conflict of Interest for performing Services as
per scope of work if they are winner with any of other work / services they are
rendering for GPOC. In event Bidder’s are having any conflict of Interest with GPOC
Contracts and have not disclosed at the time of bidding in their technical proposals
will be taken seriously and their proposals will be rejected straightway.
27.2 In event Bidders are having conflict of Interest in this tender scope with any of work
/services already being performed by them for GPOC, it should clearly specified in
their technical proposal and quantified. GPOC reserve its right taking appropriate
decision on such bids whether to accept or reject. The decision of GPOC in this
regard shall be final and binding.

END OF FORM A

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ATTACHMENT A1 – ITB CLARIFICATION FORM

Bidder shall list all clarification questions regarding this ITB.

ITB Reference
No Subject BIDDER's Question
(Article No. or Exhibit No.)

END OF FORM A1

Attachment A1 to Form A: ITB Clarification Form Page 13 of 13