Opening and Evaluation of Tender
Opening and Evaluation of Tender
Opening and Evaluation of Tender
Contract Signing
Public Procurement
at ion
Fo rm
Steps C
TE
PROCESS
8. Submission
9. Opening
10. Evaluation
11. Approval
12. Notification of Award
13. Contract Signing
Act [Section- 5,47, 48-49, 59]
a) Chairperson
b) Member
c) Member-Secretary
Schedule II of Rule 7
TOC/POC SHALL ENSURE THAT
Tenders/Proposals prepared and submitted on the basis of
Standard Tender/Proposal documents (STDs/SRFPs)
Act [Section 5,46]
Obligations:
Member Secretary (Rule - 97)
Ensures opening procedure is followed
Certifies that TDs are sent to PE
PE (Rule-32)
Ensures safe custody of Tender Documents
Hands over to EC Chairperson within maxm 2 wd
POC shall open first all Technical Proposals received; shortly after
the deadline for submission and at the place specified in the PDS
No public opening of the Technical Proposals
Financial Proposal shall be kept closed in safe custody of HOPE
A minutes of the PE shall convene the meeting of the POC
Proposal opening shall be drawn by POC
PE shall send the Proposals along with the minutes of the opening
to PEC
Evaluate by themselves;
Evaluated by 5 including external 2;
Signed by 5 including 1 external;
Meeting valid with 3 members;
Gives declaration of impartiality;
Declaration that the evaluation done according to Rules and Act.;
Shall never be delegated;
TEC can seek clarification;
Member disagree can give note of descent;
Submit the report directly to the AA.
Member shall not be changed without grounds in rules.
TENDER EVALUATION: MAIN STAGES
Goods & Works
Preliminary Examination
Post-qualification
If no pre-qualification is performed:
To examine and verify whether Minimum
Qualification Requirements are met
PRELIMINARY EXAMINATION
Procedure
Completeness/Eligibility
Eligible Country( Tenderer/goods);
Shall have the capacity to sign the contract;
Government owned-legally and financially autonomous,
Enrolled as trade body;
Shall not have conflict of interest;
Shall not be under a declaration of ineligibility for corrupt, fraudulent, collusive and coercive;
Are not restrained or barred;
Shall not be insolvent, be bankrupt, be in process of bankruptcy;
Fulfilled its obligation to pay taxes and VAT;
Continued eligibility satisfactory to the PE;
Applicable for sub-contractor proposed by the tenderer.
PRELIMINARY EXAMINATION (cont.)
Completeness/Qualification
Litigation History
Maximum number of arbitration awards against the tenderer over a period specified.
Experience Criteria
Overall experience
Specific experience
Minimum supply or production capacity/Turn over
Financial Criteria
Satisfactory supply of similar goods of minimum value under maximum number
contracts within the period;
Available of minimum liquid assets, working capital lines of credit from bank to meet
the cash flow requirement during execution of contract.
Public Procurement
Completeness/Format
Tender security
Reference
Date
Authenticity Validity
Format Amount
Public Procurement
Elimination
on ss o
st
s
Adequacy
ou nes
i
tive
thr sive
e
gh
jec
Re ass
Authenticity
Ob
sp
Acceptability
NEG NO
TEC can seek clarification in writing OTI
A TI
ONS
!
Any changes in the prices or substance of the Tender shall
not be sought, offered, or permitted, except to confirm
correction of arithmetical errors
Neither the clarification nor the response shall be directed
to make an apparently non-responsive Tender responsive
Tenderer not responding to TEC’s request shall not be
considered for evaluation
FINANCIAL EVALUATION
Calculation of lowest evaluated cost
“Evaluation Criteria”
RECAP: STEP 13 (Cont.)
Factors affecting the Economic Value:
Approval Process
AA decides in compliance with the provision of the Act and Rules on the Recommendation of
EC
AA considering the over all recommendation of the TEC/PEC may either:-
a. Approve the recommendation;
b. Seek any clarification from the TEC/PEC through the PE on any specific issue in connection
with the recommendation.
Or
Explaining the Reasons :
c. Reject the recommendation for a re-evaluation;
d. Reject the recommendation with instructions to reprocess.
Notification of Award ( Step-12)
NOA Supplier
NOA before the expiry date of
Within 7 Working
Issuance NOA
the validity
Accepted in
PE
Writing
Days
Within 7 Working days of
receipt of the approval of the
award by AO
Public Procurement ( Step-13)
Contract Signing
Submission of PS ( 10% for goods) within 14 days from the acceptance of NOA
PS Validity 28 days after completion ( including the date of warranty)
Date specified in NOA
Contract signing within 28 days from the issue of NOA
Public Procurement
Contract
1. The signed Contract Agreement;
2. The Notification of Award;
3. The Tender and the appendix to Tender;
4. Particular Conditions of Contract;
5. General Conditions of Contract
6. Technical specifications;
7. General specifications;
8. Drawings;
9. Price Schedule and schedule of requirements
for Goods;
10. Other Documents including correspondence
[order of precedence]
Grounds for Rejection
Lowest
Evaluated
Price fi c ial te
s Of tima
d
ee ; if Es ic.
x c
E ate list
i m e a l l not
t
Es is R n sh ry if a
je ctio ndato west
Re Ma d Lo
Lack of be uate s in
Professional Reasons of l
Eva Price ity wi
i th
Misconduct Rejection Evidence m e
on for t Pric
of Effective C ar ke
M
Competition
Ac
As tion
P
Ru er
127 le Even the
(4) Unable to Propose
Stipulated
All Tender Completion of the Time is
Non-Responsive Delivery/Works Reasonable
& Realistic
Public Procurement
Re-assess
(i) Official Estimate or
(ii) Budget or
(iii) Both
Action after Rejection of All
Tenders
Consider Making Revisions
of
(i) Conditions of Contract
(ii) Design & Specifications
(iii) Scope of Contract
(iv) Or a Combination of the
Above Factors
Public Procurement
Forfeiture of TS
Return of TS
(4) not to include more than 2 firms from the same country & at least 1
firm from a developing country (International)
47/27
CPTU-IMED Three-Week Training on Public Procurement Manager M5-2 ES
SHORT-LISTING PROCESS (cont.)
Receipt
Receiptof
of Capacity
Advertisement Expressions
Expressionsofof General experience
Advertisement Specific Experience
Interest
Interest Organization
Geographic Distribution
Number of Firms
Evaluation
Evaluation&&Shortlist
Shortlist
HOPE
HOPE or
or AO
AO Approval
Approval Process
must be
Issue
Transparent
Issue
Letters & Fair
Lettersof
ofInvitation
Invitation
++RFP
RFP
Specific experience
Adequacy of the proposed Methodology & Work plan
Key Staff’s Qualification and Competence
Transfer of knowledge i.e. training, if any
National participation (in case of International Procurement)
May be sub-criteria
RESULTS OF TECHNICAL EVALUATION
Organizing the results
QCBS Method
Thanks