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RHD Operational Procedure – Planning and Maintenance Wing
 
Procurement - Contract Evaluation Division
 
OP/PC/2.3 - Evaluation of Tenders
 
Purpose and Scope :

This procedure covers the process to be adopted for the opening of tenders and subsequent evaluation of tenders for GoB funded projects.
 
Definitions :

New Contract Procedure (NCP) – comprises Volumes 1 – 4 of the approved standard tender documents (Sept.2001 incorporating approved updates / amendments).

RHD Committee of Purchase (RHDCOP) – a standing committee in RHD to advise the CE, RHD in matters of disposal of RHD contracts prior to the stage of award of contract. The committee is approved by the MoC.

Tender Opening Statement (TOS) – a record of the opening of tenders to be prepared generally by the Engineer and submitted to the concerned ACE on the same day as the opening of tenders. A standard format is attached to this Operating Procedure.

Tender Evaluation Committee (TEC) – a committee comprising a minimum of three members and headed by the Engineer (the authorised officer representing the Employer to administer the contract as per terms and conditions of the contract).

Tender Evaluation Report (TER) – an evaluation report on the tenders opened at the Tender Opening to be prepared by the Engineer and countersigned by the Superintending Officer. A standard format is attached to this Operating Procedure.
 
Responsibility :

Additional Chief Engineer (ACE) – will act as the Superintending Officer of the contract in case the value of contract is more than Taka 3 crores.

Superintending Engineer (SE) – will act as either Engineer or Superintending Officer if the contract value is more than Taka 3 crores or up to Taka 3 crores respectively.

Executive Engineer (EE) – will act as Engineer of the contract for contract value up to Taka 3 crores.
 
Method :

4.1 OPENING OF TENDERS

It is advisable that the evaluation of all tenders are done through some committee comprising of minimum three members and headed by the Engineer who is generally the same officer authorised by the Employer to call the tender.

In accordance with the RHD Tender Invitation Notice and at the appointed date and time for tender opening and in the presence of those tenderers or their representatives who wish to attend, the Engineer along with other members of the Evaluation Team will undertake the opening of tenders. The tender opening will be undertaken in the following manner:

(i) Prior to the scheduled date and time for opening of the tender, the Engineer will ensure that all tenders received in his office and in other designated offices have been collected together to place before him during the time of tender opening.

(ii) the Engineer will then read aloud the Engineer’s Estimate for the Works.

(iii) the Engineer will then open each tender in turn in the following manner:

(a) the tenderer’s name will be read aloud and recorded in the Tender Opening Statement

(b) the tender price will be read aloud and recorded in the Tender Opening Statement

(c) the presence or absence of a tender security will be read aloud and recorded in the Tender Opening Statement

(d) the presence or absence of the original plus two photocopies of Sections 8 & 9 of the tender will be read aloud and recorded in the Tender Opening Statement

(e) the Engineer will initial the Tender Price on the originals and both photocopies of Sections 8 & 9

(f) the Engineer will then place both sets of photocopies in two separate envelopes

(iv) when all tenders have been opened and recorded in the above manner, and the two envelopes both contain two complete sets of photocopies of Sections 8 & 9 of all tenders, the Engineer will seal both envelopes and sign both of them. He will then invite everyone else present at the tender opening to sign the envelopes.

(v) all tenderers or their representatives present at the tender opening will then be asked to complete and sign the relevant part of the Tender Opening Statement as a record of their attendance and witness to the tender opening.

(vi) the Engineer will then complete and sign the Tender Opening Statement and send this, together with the two sealed envelopes, to the concerned ACE on the same day as the tender opening.

4.2 EVALUATION OF TENDERS

4.2.1 DETERMINATION OF RESPONSIVENESS

All tenders must be checked by the Tender Evaluation committee (TEC) to confirm whether or not they comply with the requirements of the Instructions to Tenderers. A checklist of those requirements is included as an appendix to the standard format for an Evaluation Report attached to this Operating Procedure. This checklist must be completed for every tender, with a complete set of checklists included as part of the Tender Evaluation Report.

On the basis of these checklists the TEC will determine whether or not each tender is deemed to be responsive or non-responsive. Only those tenders which are deemed to be responsive will be subject to further evaluation.

4.2.2 ARITHMETIC CHECK ON RESPONSIVE TENDERS

The TEC will undertake an arithmetic check of responsive tenders in accordance with Clause 29.1 of Section 1: Instructions to Tenderers and thereafter determine the Evaluated Tender Price for each tender in accordance with Clause 30.2 of the same Section.

Where the TEC identifies and corrects arithmetic errors in a tender, the Engineer shall notify the tenderer concerned to obtain their agreement to the corrected tender price. If the tenderer does not accept the corrected tender price then the tender must be rejected and the tender security will forfeited.

4.2.3 COMPARISON OF THE LOWEST EVALUATED TENDER WITH THE ENGINEER’S ESTIMATE

The TEC will undertake a comparison of the lowest (agreed) evaluated tender with the Engineer’s Estimate in accordance with Clauses 30.3 & 34.2 of Section 1:Instructions to Tenderers. A simplified method of achieving this is contained in the standard format for the Tender Evaluation Report attached to this Operating Procedure.

4.2.4 CLARIFICATION OF TENDERS

During the course of evaluating tenders it may be necessary for the Engineer to seek clarification from one or more of the tenderers. Where such clarification takes the form of a detailed price analysis for any item in the Bill of Quantities this must be undertaken in accordance with Clause 27.1 of Section1: Instructions to Tenderers.

4.2.4 RECOMMENDATION FOR THE AWARD OF CONTRACT

As a result of the comparison of the lowest evaluated tender with the Engineer’s Estimate, it is possible that an increased Performance Security may be required from the tenderer to protect the interests of the Employer. The need or otherwise for this will be identified by completion of the attached standard Tender Evaluation Report.

Unless there are exceptional circumstances for doing otherwise, the Engineer will recommend the award of the contract to the lowest evaluated tender with an increased Performance Security if required.

The Engineer will forward the completed Tender Evaluation Report to the Superintending Officer for the Contract for his certification and onward transmission to the higher authority for approval in accordance with the delegated financial power to accept tenders.

4.2.5 AWARD OF CONTRACT

In case the acceptance of the tender is beyond the limit of the financial power of the ACE, the Tender Evaluation Report will be submitted to the CE, RHD who will refer the matter to the RHDCOP for its recommendations. Based on the recommendations of the RHDCOP, CE, RHD will take decision regarding award of contract of value up to Taka 4 crores and if more the matter will be referred to Ministry for decision in the DIVCOP (Divisional Committee of Purchase), now renamed as MinCOP (Ministrial Committee of Purchase).
 
References :

RHD Standard Tender Documents Volumes 1 – 4 (September 2001)
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

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