Bid Evaluation Guideline

7/25/2019 Bid Evaluation Guideline

1/11

Format for Sample

Bid Evaluation Report


2/11

Format for Sample Bid Evaluation Report

1.0 INTR!U"TIN#

1.1 Background

Brief description of the Project

Packaging of works into Contracts

Engineers Estimate

Approval of PC for the bidding document Invitation &

P!

1.2 Composition of Procurement Committee

1.3 Composition of Technical Evaluation Committee

2.0 "$$E"TIN F INFR%ATIN AN! &RE$I%INARYE'A%INATIN F BI!S (STA)E I*#

2.1 Invitation of Bids

Approved method "ICB#$CB#I%B#$%B'(

$ames of $ational $ews Papers and other media used

$on refundable fee of the Bidding )ocument *ist issue date

%atest updated+ if an,


3/11

2.# Preliminar$ E%amination of Bids

1erification

.missions2 Bid 1alidit,2 Completeness of Bid *orm2 Acceptable 3oint

1enture Agreement+ if applicable2 %etter of Authori4ation# Power ofAttorne,2 if the bidder is an agent+ an authori4ation from the supplier or

manufacturer

Eligibilit,

he bidder "including all members of a 3#1 and sub-contractors( ma, be

dis5ualified if affiliated with a firm that has provided related consultanc,

services on the project or in case of A)B#6B funded projects+ if thebidder is a publicl, owned enterprise from the borrowers countr,+ lacking

legal and financial autonom,

E/ample7- a( he bidder shall not be blacklisted2

b( In case of 6orks Contracts+ the domestic biddershould have re5uired ICA) registration2

c( *or foreign funded projects+ if so specified b, the*unding Agenc,+ "i( in case of works contracts+ the

bidder shall be from one of the member countries

of the *unding Agenc,+ and "ii( in case of goods+the goods shall be manufactured in one of the member

countries of the funding agenc,

Bid !ecurit,

*rom an acceptable suret, in the re5uired format for the specified amount


4/11

+.0 !ETER%INATIN F SUBSTANTIA$ RES&NSI,ENESS F BI!S

(STA)E-2*#

3.1 &inor Deviations

A ;inor )eviation would be one which either+

a( 9as no effect on the validit, of the bid2 or

b( 9as no effect in substantial wa, to the scope+ 5ualit,+ functionall, or

performance2 orc( 9as no effect on price+ 5ualit, or deliver, of the goods or service offered2 or

d( 6ill not limit an, substantial wa, the Emplo,ers right or biddersobligations2 or

e( 9as such effect but the difference from the commercial terms or technicalspecifications in the bidding documents is such that it can be given a monetar,

value2 or

f( 9as not been specified in the bidding documents as grounds for rejection ofthe bid+ provided that the total amount of adjustments for such deviations does

not e/ceed a previousl, determined percentage of the price

3.2 &a'or Deviations

A bid considered substantiall, responsive if it does not contain an,


5/11

"iii(Phasing of contract start-up+ deliver,+ installation+ or construction

not conforming to re5uired critical dates or progress markers

"iv( !ub-contracting in a substantiall, different amount or mannerthan that permitted

"v( ?efusing to bear important responsibilities and liabilities allocated

in the bidding documents+ such as performance guarantees andinsurance coverage

"vi( aking e/ception to critical provisions such as applicable law+

ta/es and duties+ and dispute resolution procedures"vii(hose deviations that are specified in the IB as re5uiring

rejection of the bid "such as+ in the case of works+ participatingin the submission of an anothers bid other than as a sub-

contractor(

3.3 De!ata!le Deviations

3.# (ames of !idders) re'ected and reasons for re'ection

In the absence of clearl, defined distinction between ;ajor and ;inor

deviations+ there is a room for different interpretation

Bids that offer deviations ma, be considered substantiall, responsive-at

least as to the issue of fairness- if the deviations can be assigned a

monetar, value that would be added as a penalt, during the detailedevaluation process and if such deviations would be acceptable in the

eventual contract

he results of preliminar, e/amination should be presented in a ableanne/ed to the report

$ames of bidders rejected and reasons for rejection should be presented in

a able


6/11

herefore+ detailed evaluation should include all substantiall, responsive

bids which have a reasonable chance of becoming the lowest evaluated bid

Correction for errors

he methodolog, for correction of computational errors as described

in the IB' he readout prices and their corrections should be

presented in a table' he corrections are binding upon the bidder'8nusual or large corrections that could affect the comparative

ranking of bids should be e/plained in footnotes .

Corrections for Provisional !ums

Bids ma, contain provisional sums set out b, the Emplo,er for

nominated sub-contractors or for contingencies etc' As these sumsare the same for all bids+ the, should be subtracted from read-out

prices+ to allow for a proper comparison of bids in subse5uent steps

;odifications and discounts

In accordance with the IB+ bidders are allowed to submit+ prior to

bid opening+ modifications to their original bid' he impact of

modifications should be full, reflected in the e/amination and

evaluation of the bids

Additions


7/11

#.2 Technical Evaluation

%ist and tabulate an, deviations from the scope of suppl,+ deliver, or work

schedule+ the important technical specifications of all major items of e5uipment

and material "e'g7 plant rating+ capacit,+ speed+ voltage and pressure+ operatingtemperature+ etc'(+ their performance characteristics "e'g7 plant efficienc,+ fuel

consumption+ losses+ etc'(+ and warrant, period as set out in the technical

re5uirements'

As in the detailed evaluation of commercial terms+ an, substantial deviations fromthe technical re5uirements of the bidding documents should be listed and it should

be determined whether a financial adjustment to the bid is necessar, or the bidshould be rejected as non responsive

#.3 *inancial Evaluation

*inancial adjustments to the acceptable deviations identified under the

Commercial Evaluation and echnical Evaluation are made according to theprovisions in the IB'

i' he bid prices should be adjusted for the purpose of bidcomparisons for those deviations which are permissible and which can be


8/11

necessar, to consider the bid as a whole is non-responsive'

In other instances+ adjustments for onl, one or a few deviations have a

relativel, high monetar, value+ as would be the case with deviationsregarding retention mone, or li5uidated damages' It is+ therefore+ useful

to adopt a percentage of the bid price as the ma/imum amount of

adjustments which can be made without considering the bid non-responsive' *ifteen percent of the bid price is considered an appropriate

limit for the total monetar, value of all adjustments to the bid price2 if the

total e/ceeds fifteen percent of the bid price+ the bid ma, be rejected asnon-responsive

)omestic Preference

)omestic Preference+ if applicable+ shall be used in this stage of

evaluation' Applicable margin of preference as given in the Duidelinesshall be used

?ecord of clarifications made from all bidders

E/tension of Bid 1alidit, Period

If it was necessar, to get the Bid 1alidit, period e/tended+ due tounavoidable circumstances+ to complete the bid evaluation and award the

contract+ bids of those who refused to e/tend the validit, as re5uired shall

be rejected

/.0 !ETER%INATIN F TE $EST E,A$UATE! SUBSTANTIA$$Y

RES&NSI,E BI! AN! &ST-UA$IFI"ATIN ASSESS%ENT

(STA)E-*#


9/11

+.3 Post ualification ssessment

-Capabilit,-Capacit,

-E/perience

-Performance

As a final step prior recommendation for an award+ the EC should

alwa,s make a post-5ualification assessment of the lowest evaluatedsubstantiall, responsive bidder to ensure that the bidder has the

e/perience+ technical capabilit,+ capacit, "both technical and financialresources( to e/ecute the contract satisfactoril,' If the lowest evaluatedbidder fails post-5ualification+ its bid should be rejected+ and the ne/t

ranked bidder should then be subject to post-5ualification e/amination' If

successful+ this bidder is recommended for an award

A distinction should be made between the 5ualification of the bidder and

those of the manufacturer+ if the bid is submitted b, a part, other than the

manufacturer+ such as importer+ a trader+ an agent who will act as asupplier and sign the contract'

A statement b, the manufacturer certif,ing that the bidder is authori4ed to

offer goods manufactured b, him and that the manufacturer will assume

all warrant, obligations.

he minimum 5ualification re5uirements are specified in the Invitation toBid and the bidding documents.

he information and documentations re5uired to be submitted b, bidders are also


10/11

c( *or works contracts+ performance data ma, include7- Information on similar works undertaken in the last three

,ears2

6hether the bidder has necessar, e5uipment or access to

the e5uipment needed for the works contract2

6hether he has the personnel and manpower to undertake

the works

3.0 RE"%%EN!ATIN#

Based on the above detailed evaluation+ acceptable lowest evaluated substantiall,

responsive bid is recommended for award'

*ull name and registered address

amount of award e/cluding 1A should be given

TABU$ATIN F !ATA

he following details and information shall be tabulated and attached to the Evaluation?eport in the form of Anne/ or Appendi/ as appropriate'

0' )eclaration of the ;embers of EC as per $PA ;anual:' ?ecord of Bid .pening

>' )etails of Bid !ecurities submitted

@ *or all bidders details of eligibilit,


11/11

.PE?AI.$A% & CAPIA% C.! A$A%!I! .* 9ID9 %I* P8;PI$D !E!

!ES"RI&TIN "ompan4 No.1 "ompan4 No.2 "ompan4 No.+ "ompan4 No. "ompan4 No./ "ompan4 No.3

Capacit, "m>

#hr(Capacit, "l#s(

9ead "m(

6ater Power "Jw(

Pump Efficienc, "K(

;otor Efficienc, "K(

.verall efficienc, "K(

Pump power re5uired "Jw(

;otor power re5uired "Jw(

Annual operational hours

Elect7 Energ, #ear "k6h(

8nit cost of elect7 energ, "?s'#k6h(Cost of annual elect7 energ, "?s'(

Economic life of pumping sets "ear(

)iscounting rate#0HH

Present value of total elect7 energ, cost "?s'(

Capital cost of pumping sets "?s'(

Capital cost L P1 of .perational cost "?s'(

?ank

0H

Documents

Bid Evaluation Guideline