Internal Management System for Bidding and Tendering of Shenyang Fulin Special Transformer Co., Ltd.

I. General Provisions

II. Organizational Structure

1. Bidding Leadership Team: The company’s General Manager serves as the team leader, responsible for the overall planning and decision-making of bidding work.
2. Bidding Project Management Team: Composed of heads of relevant departments, responsible for the implementation and management of specific bidding projects.
3. Bidding Working Team: Composed of employees specifically responsible for bidding work, responsible for the preparation, organization, and submission of bidding documents.

III. Bidding Workflow

1. Project Screening: The Bidding Leadership Team screens projects that align with the company’s positioning and capabilities based on the company’s development strategy and market conditions.
2. Feasibility Study: The Bidding Project Management Team conducts a feasibility study on the screened projects, including market analysis, technical evaluation, financial forecasting, etc.
3. Bidding Document Preparation: The Bidding Working Team prepares bidding documents based on the feasibility study report, including technical proposals, commercial quotations, project management plans, etc.
4. Document Review: The Bidding Project Management Team reviews the bidding documents to ensure the content is complete, accurate, and compliant.
5. Document Submission: The Bidding Working Team submits the bidding documents within the specified time in accordance with the requirements of the tender documents.
6. Post-Bidding Evaluation: The Bidding Leadership Team evaluates the bidding results, summarizes experiences and lessons, and provides references for future bidding work.

IV. Specifications for Bidding Document Preparation

1. Document Format: Bidding documents shall be prepared in accordance with the format required by the tender documents, including the cover, table of contents, main text, attachments, etc.
2. Content Requirements: The content of bidding documents shall be true, accurate, and complete, with no false statements.
3. Technical Proposals: Technical proposals shall specify the project’s technical route, implementation plan, technical indicators, etc., to ensure technical advancement and feasibility.
4. Commercial Quotations: Commercial quotations shall be reasonable and transparent, in line with market conditions, to maximize the company’s interests.
5. Project Management Plans: Project management plans shall clarify the organizational structure, responsibility division, schedule arrangement, risk control, etc., during the project implementation process.

V. Internal Coordination and Communication

1. Information Sharing: All departments shall establish an information sharing mechanism to ensure the timely transmission of bidding information.
2. Communication and Coordination: The Bidding Working Team shall maintain close communication with all departments to coordinate and resolve problems encountered during the bidding process.
3. Confidentiality System: Bidding documents and commercial secrets involved in the bidding process shall be strictly kept confidential and shall not be disclosed.

VI. Responsibilities and Assessment

1. Responsibility Division: Members of the Bidding Working Team shall clarify their respective responsibilities to ensure the smooth progress of bidding work.
2. Assessment System: The company shall conduct assessments on bidding work, covering aspects such as the quality of bidding documents, bidding efficiency, and bidding results.
3. Reward and Punishment Measures: Employees who perform well in bidding work shall be rewarded; employees who make work mistakes or cause losses to the company shall be punished.

VII. Supplementary Provisions

1. This system shall be interpreted by the company’s General Manager’s Office.
2. This system shall come into force on the date of issuance.

VIII. Specific Implementation Rules

1. Bidding Document Preparation Process

• The Bidding Working Team determines the document preparers based on project requirements.
• Preparers collect relevant materials in accordance with the requirements of the tender documents.
• Preparers draft the document content in accordance with the bidding document specifications.
• After completion of the draft, the team leader of the Bidding Working Team conducts a review.
• After passing the initial review, the Bidding Project Management Team conducts the final review.
• After passing the final review, the Bidding Working Team prints, binds, and seals the documents.

2. Bidding Document Review Standards

• Whether the document format complies with the requirements of the tender documents.
• Whether the content is complete, accurate, and compliant.
• Whether the technical proposal is advanced and feasible.
• Whether the commercial quotation is reasonable and transparent.
• Whether the project management plan is clear and feasible.

3. Bidding Document Submission Requirements

• Bidding documents shall be sealed in accordance with the requirements of the tender documents.
• Bidding documents shall be submitted to the tenderer within the specified time.
• A bid bond shall be provided at the time of submission.