How to evaluate bids

1. Sr.
No
Stage Assessment Clearance Status
Non conformance
Status
conformance
1 Eligibility Eligibility
Criteria
Mandatory
100%
Not Eligible Eligible
2 Qualification Qualification
Criteria
Threshold
Passing Marks
Disqualified Qualified
3 Bid
Submission
Method Mandatory
100%
Returned Submitted
4 Bid
Opening
Preliminary
Examination
Mandatory
100%
Non
Responsive
Responsive
5 Technical
Evaluation
Specifications Mandatory
100%
Technically
Rejected
Responsive
6 Technical
Evaluation
Technical
Evaluation
Criteria
Threshold
Passing Marks
Technically
Rejected
Technically
Accepted
7 Financial
Evaluation
Financial
Evaluation
Criteria
Mandatory
100%
Financially
Rejected
Financially
Accepted
8 Price or Cost
Comparison
Whole Life
Cost
Cost Effective Financially
Accepted
Lowest
Evaluated Bid

2. Sr.
No
Fields Marks Assigned Marks Obtained
50% marks
each category
1 Relevant Experience
a) General Experience
b) Specific Experience
20
10
10
2 Performance
a) Similar Nature of work in past
b) Similar Nature of work in Hand
20
10
10
3 Financial Position
a) Audited reports for last 3 years
b) Bank statements for last 3 years
20
10
10
4 Resources
a) Equipment/Plants
b) Work Force/ Key Personnel's
20
10
10
5 Managerial Capabilities
a) Time Line of past projects
b) Satisfaction Certificates
20
10
10
Evaluation Criteria Prequalification

3. EXAMPLE OF PRELIMINARY EXAMINATION
Bidder
(a)
Verification
(b)
Eligibility
(c)
Bid Security
(d)
Completene
ss of Bid
(e)
Substantial
Responsiven
ess
(f)
Acceptance
for Detailed
Examination
(g)
Bidder A Yes Yes Yes Yes Yes Yes
Bidder B No1 Yes Yes Yes Yes2 No
Bidder C Yes Yes Yes Yes Yes Yes
Bidder D Yes Yes No3 No Yes No
Bidder E Yes No No4 Yes Yes No
Bidder F Yes Yes Yes Yes Yes Yes
Bidder G Yes Yes Yes Yes Yes Yes
Bidder H Yes Yes Yes Yes Yes Yes
1. Joint Venture agreement missing.
2. Requires 25 percent mobilization advance; bid document states maximum of 15 percent.
Deviation is minor or major depending on the resources of Employer.
3. Bid security not in required amount/format.
4. Required validity period of security not met ( 8 weeks instead of 12 weeks ).

4. Sr.
No
Fields Marks
Assigned
Marks
Obtained
Weight
80
1 Quality
a) Certificates
b)Inspections
c) Tests/Samples
40
10
10
20
M x
0.8 =
2 After Sale Service
a) Warranties
b)Guarantees
c) Backup Support
40
10
10
20
3 Reliability
a) Proof of Past Performance
b)Insurance
20
10
10
4 Whole Life Cost 20
Technical Evaluation Criteria

5. Whole Life Cost
Sr.
No
Components Marks Obtained Weight
1 Price of Product 50
2 Price of Spares 20
3 Transport Charges 10
4 Installation Charges 10
5 Maintenance Charges 10

6. S No
Name of
Firm or
Bidder
Cost
offered
by the
Bidder
Ranking
in terms
of cost
Comparis
on with
Estimated
cost
Reasons for
acceptance
/
rejection
Remarks
0 1 2 3 4 5 6
1. A
2. B
3. C
4. D
Bid Evaluation Report:

7. Sr.
No
Fields Marks Assigned Marks Obtained
1 Company profile
a) Year of incorporation
b) Employees
10
5
5
2 Qualification of Key Staff
a) PhD
b) M. Phil
c) Maters
30
15
10
5
3 Relevant Experience
a) General Experience
b) Specific Experience
20
10
10
4 Performance
a) Similar Nature of work in past
b) Similar Nature of work in Hand
20
15
5
5 Financial report
a) Audited reports for last 3 years
b) Bank statements for last 3 years
20
10
10
Expression of Interest

8. Sr.
No
Fields Marks
Assigned
Marks
Obtained
Weight
80
1 Approach
a) Understanding
b) Innovation
c) Risk assessment
20
10
5
5
M x 0.8 =
2 Methodology
a) Tools
b) Techniques
c) Cost Effectiveness
30
10
10
10
3 Work Plan
a) Timelines
b) Milestones
20
10
10
4 Quality Management
a) KPIs
b) KRIs
20
10
10
5 Key Staff
a) Qualification
b) Relevant Experiance
20
10
10
Request for Proposal