Number of tenderer should be assessed is between 15-20 tenderer to produce between 3-5 tenderer who will pass. "Range" of tenderer can be selected is between + / - 20% (+ / - 25% for Civil Engineering) from the Mean Price. For the tenderers who are below the "cut-off" will be checked the compulsory document first. Select tenderer with special criteria to be evaluated. For tenderers who are outside the “cut-off” to be referred to tender committee for consideration. Objective:To determine and to recommend to the Board of Procurement a tender which offers the most profit to the GOVERNMENT. Only contractor which has the financial and technical capabilities is eligible for Award and Acceptance.

1. DEPARTMENT OF CIVIL ENGINEERING
PROJECT PLANNING AND MANAGEMENT
EVALUATON TENDER
Punit Sharnagat

2. October 2, 2017 NURUL ASRA ABD RAHMAN 2
COURSE OUTCOME
• Enable to understand the tender evaluation process.
• Knowledge on tender evaluation stages and the criteria involved.
• Enable to know all information needed during tender.
• Enable to strategize work during tender stages.
To determine and to recommend to the Board of Procurement
a tender which offers the most profit to the GOVERNMENT.
Only contractor which has the financial and technical
capabilities is eligible for Award and Acceptance.
OBJECTIVES

3. October 2, 2017 NURUL ASRA ABD RAHMAN 3
EVALUATION PROCESS
6.
Issuing of
tender
Acceptance
letter
5.
Determine
budget
4.
Treasury
(if applicable)
3.
Procurement
board
2.
Processing
tender
1.
Tender opening
committee
In validity
Tender
period
Tender evaluation must be done in validity of tender period
(minimum 90 days) from tender closing date.

4. October 2, 2017 NURUL ASRA ABD RAHMAN 4
EVALUATION PROCESS
FIRST STAGE
Tender price adjustment
Arrange the tender price
(from low to high)
Price reasonableness based
on budget or “cut-off”
Determine the number of
tenderers to be evaluated
SECOND STAGE
Tender compliance
Tender compliance analysis
Completeness of document analysis
Adequacy of minimum capital
analsys
THIRD STAGE
Experience and capability
Tenderer experience analysis
Technical personnel analysis
qualify
qualify
Rejected Contractor
Not Fulfill requirement
Not Fulfill requirement
Not Fulfill requirement

5. October 2, 2017 NURUL ASRA ABD RAHMAN 5
CRITERIA
• PWD practice tender evaluation has been divided into
3 categories, namely:
i. Large projects (more than RM10.0 million)
ii. Medium projects (RM2.0 million to RM10.0 million)
iii. Small projects (less than RM2.0 million)
CRITERIA
- INFORMATION REQUIRED
OTHERS DOCUMENT
i. Audited account copy for last 2 years
ii. Account bank statement copy for last 3 months
iii. Bank report / financial institution (sealed)
iv. Copy of the certificate / confirmation of completion for each
project listed in Form D and G
v. EPF statement and a copy of Form A or copy service
agreement for contract staff
vi. Copy of the certificate of approval of technical staff
vii. Copy of Grant / hire-purchase agreement plant / equipment
viii. Copies of the final interim payment certificate for the current
project
ix. Project report (sealed)

6. October 2, 2017 NURUL ASRA ABD RAHMAN 6
• Number of tenderer should be assessed is
between 15-20 tenderer to produce between 3-
5 tenderer who will pass.
• "Range" of tenderer can be selected is between
+ / - 20% (+ / - 25% for Civil Engineering) from
the Mean Price.
• For the tenderers who are below the "cut-off"
will be checked the compulsory document first.
Select tenderer with special criteria to be
evaluated.
• For tenderers who are outside the “cut-off” to be
referred to tender committee for consideration.
EVALUATION STAGES
- FIRST STAGE

7. October 2, 2017 NURUL ASRA ABD RAHMAN 7
• A system of evaluation based on predetermined
conditions to ascertain whether tenderers are
eligible for further evaluation.
• Evaluation Criteria:
i. Analysis on Compliance to Tender
ii. Analysis on Completeness of tender
documents.
iii. Analysis on Adequacy of Capital
iv. Analysis on performance of current work.
• Objectives:
To ensure tenders under consideration are
reasonable, in compliance, complete, have
adequate capital and have good current work
performance free from sick project,
EVALUATION STAGES
- SECOND STAGE

8. October 2, 2017 NURUL ASRA ABD RAHMAN 8
i. Analysis on Compliance to Tender
EVALUATION STAGES
- SECOND STAGE
• Only Tenderers which comply and free from any
imperfection in term of legal and contractual which may
jeopardize their qualification based on current practice are
to be considered.
– To check if form of tender has been signed by
tenderers
– The signing person has been given the power to sign.
– To check if tender price is stated in the form of tender.
– Are PKK/CIDB registration still valid.
– Has tenderer returned all the basic tender documents,
– Check proposed construction period is stated in the
form of tender.
– Failure to submit any of the forms of tender may effect
the ranking of tenderer,

9. October 2, 2017 NURUL ASRA ABD RAHMAN 9
ii. Analysis on Completeness of Tender
a) Tender which is complete and comply to the
requirement of tender/regulation/Authority.
b) Mandatory Tender Documents includes:
i. Forms of Tender
ii. List of Quantity/ Summary of Tender
iii. Addendum (if any)
iv. Schedule of rates
v. Design proposal, specification, pricing by
contractor etc. (where applicable) as
required
to enable design work by tenderer to be
evaluated.
EVALUATION STAGES
- SECOND STAGE

10. October 2, 2017 NURUL ASRA ABD RAHMAN 10
ii. Analysis on Completeness of Tender
EVALUATION STAGES
- SECOND STAGE
MANDATORY DOCUMENTS
a) Audited account copy for last 2 years, or
Account bank statement copy for last 3 months, or
Bank report / financial institution (sealed)
b) Project report by project superintendence officer
Without mandatory documents
(especially regarding financial)
evaluation of tenders can not be made
and therefore tender will be rejected.

11. October 2, 2017 NURUL ASRA ABD RAHMAN 11
EVALUATION STAGES
- SECOND STAGE
iii. Analysis on Adequacy of Minimum Capital
Method of calculation
i. Rolling capital = asset liability – current liability
ii. Bank account = average of latest 3 months
iii. Make comparison between rolling capital and bank
account. Select the higher amount
iv. Include credit facilities report
v. Add (+) iii and iv = total liquidated capital (>3%)

12. October 2, 2017 NURUL ASRA ABD RAHMAN 12
• Work still on progress during the tendering
process (Form D, G and GA)
• No sick project – below 30% of work schedule
• No termination record
• Checking will carry out through;
i. PKK / CIDB / JKR scale
ii. Superintendence project report
iii. T.K.S. if no project on hand.
EVALUATION STAGES
- SECOND STAGE
iii. Analysis on performance of current work

13. October 2, 2017 NURUL ASRA ABD RAHMAN 13
EVALUATION STAGES
- THIRD STAGE
FINANCIAL CAPABILITY (Financial Bid Capacity)
= Working capital
Yearly project value
i. Financial Capability

14. October 2, 2017 NURUL ASRA ABD RAHMAN 14
• Working experiences
• Technical staff
• Machineries / plant
EVALUATION STAGES
- THIRD STAGE
ii. Technical
• Working experience
Evaluation criteria
-. Completed total work value past 5 years
- Largest work value done in past 5 years
- Type of work is limited to recognized work
Comparable or similar (follow by head / sub-head

15. October 2, 2017 NURUL ASRA ABD RAHMAN 15
• Machineries / plants
EVALUATION STAGES
- THIRD STAGE
Plant and equipment that could be accounted is limited to:
• As listed in the Estimated Minimum Requirement. Plants / machineries
can be considered if function equivalently
• Owned / hire-purchase before the closing of tender
• Useful life not exceeding 150 years
• If rent-mortgage, the agreement should cover the contract period.