Mr.P.Nirojan - Technical Officer (Department of Buildings-N.P)

1. BID EVALUATION
Goods & Works

2. PRINCIPLES OF BID EVALUATION
a) Only the Bids marked “original” shall
be evaluated by the TEC.
b) Late Bids, as well as those not opened
at a bid opening shall not be considered.
c) If required, the PC may use the copy of
the Bid for comparison purposes.

3. During the bid evaluation
“substantially responsive concept”
used rather than fully responsive bids.
PRINCIPLES OF BID EVALUATION

4. Bids shall be evaluated only as per disclosed
criteria
Evaluation factors not specified should not
be used in bid evaluation.
PRINCIPLES OF BID EVALUATION

5. The basic sequence for bid evaluation
a) Preliminary examination of bids
b) Detailed evaluation and comparison of bids;
c) Post qualification verification; and
d) Writing bid evaluation report.

6. All bid, except late bids and withdrawn bids will be
subjected to the preliminary examination
Only bids that are found to be substantially responsive
will be subjected detail evaluation.
Post qualification verification is done on the lowest
evaluated bidder
The basic sequence for bid evaluation

7. Preliminary Bid examination

8. Preliminary Bid examination
Must Meet Condition - Eligibility Requirement
(a) Not be back-listed;
(b) Have required ICTAD registration;
(c) for foreign funded projects:
(i) In works contracts, bidder shall be from the
member country
(ii) goods contracts, goods shall be manufactured in
one of the member countries

9. Major and Minor Deviations
 Major deviations -“non responsiveness”
 Minor deviations - “substantially responsive”

10. • bid is not signed properly
• power of attorney not submitted;
• bid securities not submitted are in acceptable format
• bid is not containing all required critical documents
• bid is not complete and quote for all items
• Varying Bid Price
• Major Technical deviation
Preliminary Bid examination
Major deviations

11. • Propose Sub Contracting (if not permitted as per BD)
• Submission of a bid based on entirely different design
• Unacceptable delivery period or construction period
• Conditional Bids
• Bid is not complete and quote for all items
• Varying Bid Price
• Major Technical deviation
Preliminary Bid examination
Major deviations

12. • Submission of a bid based on slightly different design
• Minor change in delivery period or construction period
• Acceptable Conditional Bids
• Not quoting for minor items
• Non submission of document for historical data
• Minor Technical deviation
Preliminary Bid examination
Minor deviations

13. • Requesting different amount of advance
• Changes in construction period which is not critical
• Omissions of minor works included in scope of work
• Conditional Bids
• Payment Terms
Preliminary Bid examination
Debatable Deviations

14. Detailed Evaluation of Bids

15. Principles and Methodologies
• Exclude contingencies and provisional sum
• Correction of arithmetical errors;
• Application of applicable discount;
• Adjustment to bid prices for omissions;
• Adjustments for acceptable departures;
• Adjustments for delivery period;

16. No. Description Unit Qty Rate Amount Rate in
Words
** ************* ** **** 100/= ****** Ninety
90
Correction of Arithmetical Errors
Errors will be corrected by the Employer as
follows:
(a) where there is a discrepancy between the
amounts in figures and in words, the amount
in words will govern;

17. Correction of Arithmetical Errors
No. Description unit qty rate amount rate in
Words
** ************* ** 23.8 70/= 2956 seventy
** ************* ** 25 40 1000 forty
3956
1666
2666
Errors will be corrected by Employer as follows:
(b) where there is a discrepancy between unit rate and line item
total, resulting from multiplying unit rate by quantity, unit rate
as quoted will govern, unless there is an obviously gross misplacement of
decimal point in unit rate, in which case line item total as quoted will govern,
and unit rate will be corrected;

18. No. Description unit qty rate amount rate in
Words
** ************* ** 33.8 90/= 304.20
9
Correction of Arithmetical Errors
Errors will be corrected by Employer as follows:
(b) where there is a discrepancy between unit rate and line item total, resulting
from multiplying unit rate by quantity, unit rate as quoted will govern,
unless there is an obviously gross misplacement of
decimal point in unit rate, in which case line item total
as quoted will govern, and unit rate will be corrected;

19. Principles and Methodologies
Application of applicable discounts
• Discounts will be considered for evaluation
and award of contract.
• These discounts should be considered in that
manner the bidder has offered them;
• If discounts are offered to limited items it
should be applicable to such items;

20. Principles and Methodologies
Examination for unbalance bids:
• If bid is front loaded obtain additional
Performance Bond
• Unbalance rates could be distributed.

21. Principles and Methodologies
• A bid should not be rejected solely because
the bid price exceeds by some predetermined
margin the engineers estimate;
• nor they should be rejected solely on the
grounds that they are substantially lower than
such estimates.

22. Principles and Methodologies
Rejection of all bids
only under exceptional circumstances
• lack of effective competition; or
• no substantially responsive bid received;
• inadequate competition;
• all bid prices were unreasonably high and
substantially above the PE’s budget provision;
• bidding documents found to be defective;
• The requirements of the PE has changed

23. Principles and Methodologies
Clarifications during evaluation:
• The TCE may request bidders for clarifications of his
bid if there is any doubt about the intent of the bidder.
• Modifications of the substances of the bid by a bidder
are, however, not allowed.
• Any change in price, delivery terms, conditions of
contract or change of specifications proposed by the
bidder is considered as substantive modifications.
• The PE should not change any of the commercial
terms or technical specifications as a result of
clarifications.

24. POST QUALIFICATION

25. • The documentations to be submitted
should be specified.
• Financial data that bidders should provide
with their bids may include:
o a banker’s statement;
o statements of business accounts; and
o statement of overall business turnover
in three previous financial years.

26. • Performance data for goods may include:
o information on similar deliveries in the
last three years;
o description of competence of the
bidder’s technical personnel; and
o certification by official quality control
institutes.

27. • For works contracts, performance data may
include:
o information on similar works undertaken in the
last five years;
o whether the bidder has the necessary equipment
or access to the equipment needed for
o whether he has the personnel and manpower to
undertake the works; and
o if he is aware of the testing procedures to endure
that the works can perform the purpose for which
they were procured.

28. • The failure of a bidder to submit all the
information and documentation specified in
the bidding documents is generally regarded
as a minor deviation provided such
information is historical and factual.