Systematic Process Involved For Choosing Right Tender For The Project

INTRODUCTION

All procurement must conform to the 3 pillars of integrity , transparency and accountability . These apply to all activities before construction , the actual construction and to subsequent operation and maintenance of the structure and any related infrastructure such as an irrigation scheme . Rules and regulation encourage true and open competition in tendering and contract award . So Now I will explain steps involved in the Bids that are chosen for the particular project .

STEP 1 RECEPTION OF THE BIDS

After the advertisement of the tender , ensure every tenderer who pays the required , non refundable fee receives the documents , date of site visit and deadline for delivery and the location and time of tender opening .

Bids Received and Site Visit should be noted in a diary and the bidder and staff member sign to confirm date and time received . Any bids delivered in unsealed envelopes should be rejected and the bidder advised in writing that his/her fee is forfeited and that s/he cannot re-bid .

STEP 2 OPENING OF THE BIDS

The Responsible officer during opening the bids everyone should follow procedure . Brief details on the evaluation procedure should be given the potential bidders that the evaluation is to be fair and equitable .

At tender opening , one staff member should be given the responsibility for opening the bids received . A secretary will be required to note persons attending and any comments (especially objections) made .

STEP 3 REVIEW OF THE DOCUMENTATION

As each bid is opened, the responsible staff member may name the bidder but then must check that the bid is complete and conforms to the advertised conditions . If For any reason it is not complete , the bid should be rejected and the bid price not disclosed . The whole document has to be returned to the bidder with a covering letter why it has been rejected . there is no appeal on this matter .

Minor omissions or errors can be accepted . Small arithmetic errors should b corrected and the revised figure used in the evaluation .

Unrealistic bids with either costs shown at levels impossible to achieve or for bidders who show that they are completely inexperienced or have completely inappropriate equipment, can also be rejected at this stage .

Any bidder with recent criminal convictions relating to fraud, bribery or corruption or with serious, proved cases of contract malpractice or failure, should be excluded at this time . The bid should not be evaluated .

STEP 4 TECHNICAL EVALUATION

Once the bids are declared valid, the actual points evaluation procedure can begin . Tenders should initially be assessed, in accordance with the evaluation methodology being utilized against non price criteria, that is, on their technical merits . The evaluation team should not have access to the tender price at this stage . The Assessment of the non price criteria is to be documented before moving onto the next stage of the evaluation .

STEP 5 FINANCIAL ASSESSMENT

Once tenders have been assessed against the technical criteria, a financial evaluation of the prices tendered (or quoted) can then be undertaken . the results of the financial assessment are to be documented before moving onto the next stage of evaluation

STEP 6 ASSESSMENT OF 'BEST COMBINED OFFER'

Having separately assessed tenders against technical and financial criteria, a comparison of 'technical worth' and 'price', is undertaken in accordance with the criteria established in the tender document, to determine which tender represents the best combined offer . This stage will establish the final ranking of the tenders

CONCLUSION

Once the results are out the one with highest total gets awarded the contract . The Contractor should be given all the necessary requirement documents for initiating the contract . And when the decision arrives the winning bidder can't negotiate or reduce the contract price or improve on the bid to include items considered deficient .

By - RONAK KATKADE

Class - SYBCOM

Division - G

Roll number - 690

Group number - 8