E3-E4 MANAGEMENT TENDER EVALUATION. Date: For internal circulation of BSNLonly

Transcription

1 E3-E4 MANAGEMENT TENDER EVALUATION Date:

2 Introduction Every organization needs various resources such as men, machine, material etc. for running its production facilities to produce sellable product/services. Many of these resources have to be procured from various suppliers. Most of high value purchase are done through tender process

3 LESSON PLAN Tender types Objectives of tender evaluation Bid opening committee Committee for evaluation of tender CVC guidelines

4 Tender Types Limited tender Route Open Tender Expression of Interest Route(EOI) Memorendum of undertaking(mou)

5 Objectives of Tender Evaluation Compliance to stipulated technical and commercial conditions Evaluate the bids for selecting reasonable and competitive rates Follow the evaluation in a very objective and transparent manner Ensure compliance to CVC guidelines Complete the evaluation process in defined time frame while ensuring checks

6 Objectives of Tender Evaluation Key objectives of Tender Evaluation General Check Technical Evaluation Financial Evaluation

7 TECHNICAL EVALUATION All technical specifications are complied All items have been quoted as per schedule of requirements Bill of materials submitted with the bid meets our requirement and there is no under-provisioning All technical specifications are complied All items have been quoted as per schedule of requirements Bill of materials submitted with the bid meets our requirement and there is no under-provisioning

8 FORMATION OF BID OPENING TEAM Estimated value of the tender Level of the bid opening officer 3 Crores and above Divisional Engg. or Equivalent Less than 3 crores Asstt. Engineer or equivalent Other members of the bid opening team Asstt. Engineer or equivalent + One dealing Asstt. Accounts officer + one dealing Asstt. Proposal for formation of bid opening team would be approved by the Jt DDG (MMT) in charge of the tendering, well in advance of the bid opening.

9 Preparations By the Bid Opening Team Attendance register of the bidders. List of bidders who purchase the bid document. Majdoor, Security Guard etc. P.A. system. Sealing arrangement etc.

10 Information to be read out in Bid Opening 1. Name of the Bidder 2. Name of the item 3. Quantities/prices quoted in the bid 4. Discount, if offered 5. Taxes and levies 6. Bid opening official should politely and firmly tern down queries of any other nature from any bidder. 7. No argument should be entertainment on this account by the bid opening officer.

11 Minutes of the bid opening a) Bid opening is completed on the same calendar day. b) Or responsible for preparation of the minutes on the same day or maximum next day of the bid opening with reasons recorded. c) List of participants. d) Report duly signed by bid opening team. Certifying that eligible participants were allowed. e) Information regarding item read out. f) Submission of bidder wise were as per bid conditions. g) Steps taken to preserve the sanctity of the bids. h) Proper storage of bids after the bid opening.

12 Constitution of the CET Technical Planning / service/technology cell Convener Commercial MM cell Member Finance Finance cell member In addition depending upon the nature of the tender, officers from TEC / operation branch could also form part of the CET.

13 LEVEL OF CET Depends upon the value of the tender Value of the tender Technical Members commercial Finance Upto Rs. 10 crores >Rs.10 Cr. & upto rs. 50 Cr. >Rs. 50 Cr & upto Rs. 100 Cr. DGM AGM AGM DGM DGM DGM CGM/PGM/GM DGM DGM > Rs.100 Cr. CGM/PGM/GM GM GM

14 Guidelines to CET Correct evaluation decision will continue to depend upon the experience and good judgment of those who are responsible for evaluation. The following documents need to evaluate:- (a) all bids accepted at the time of bid opening. (b) bid document along with technical specification. (c) guideline for CET. (d) minutes of bid opening if any.

15 Guidelines to CET Where there is any variation technical compliance statement. Determination of bid responsiveness based on contents of bid itself. Quarries to or from bidders should generally be avoided. No document should ask which impact on price. Only responsive bids should be evaluated in detail. (a) it meets all the major technical clauses. (b) it meets commercial clauses. (c) the offer is accompanied by a bid security deposit on the prescribed proforma in bid document and valid for 30 days beyond the validity.

16 Guidelines to CET CET should hold a preliminary meeting within one week CET formulate its recommendation within a reasonable time frame The technical evaluation by the technical branch of CET. The preparation of comparative statement of value of bids is to be carried out by the finance representative of CET. Commercial evaluation by MM Cell representative in CET & vetted by finance representative. CET may finalize its recommendation within further TEN days

17 Guidelines to CET The CET should clearly spell out its recommendations in its report about Technically acceptable bids. Listed in an order starting from the lowest technically acceptable bid(l-1) upwards or as per vendor rating starting from V-1. The report should contain complete technical, commercial and financial appraisal. The logic leading to the recommendations and reason for rejecting bids lower than the lowest technically acceptable bids.

18 Guidelines to CET The tender shall be evaluated for the quantities indicated in the schedule of requirements. In normal purchase procedure, the orders will go in favour of the lowest acceptable bidder for the full quantity. Apportioning the quantities may arise due to certain limitations or considerations. As most of the items procured by the BSNL are specialized products it becomes necessary to sustain multiple vendors/suppliers through distribution of quantities.

19 Distribution of the tendered quantities The quantity to be allocated to L-1 and number of suppliers on whom orders shall be placed would be specified in the tender document. The CET thus should act as per these guidelines for distribution of the quantities amongst the various eligible suppliers as per the tender document. In case no mention is made in the documents then, it should be in the inverse ratio of their price quotation. The L-2 bidder should be offered uniform of L-1 rate as per the tender document.

20 All the pages and enclosures of the CET report should be numbered consecutively and signed by all CET members CET needs additional time to complete the work, permission of extension may be obtained from competent authority by the Chairman of CET specifically indicating the reason for the same. The meetings of Committee for Evaluation of Tender should be fixed with prior consultation with its members. The Chairman/Convener of the Committee for Evaluation of Tender should formally submit the report of the committee to the MM Branch.

21 Evaluation of Single responsive bid Such cases are not to be treated as single tender. CET is allowed to evaluate such responsive bid and competent authority can decide in consultation with IFA by satisfying that: a) Wide publicity was given for the subject tender b) Tender specifications are generic in nature. c) Qualified bidder satisfies all tender specifications, terms & conditions d) Rates are reasonable. e) All the policies/guidelines regarding procurement of Telecom equipment and stores in BSNL are observed.

22 CVC Guidelines 1) No post tender negotiation with L-1 except in certain exceptional situations. 2) Proprietary items, items with limited sources of supply 3) Item where there is a suspicion of cartel formation. 4) With the justification and details of such negotiation should be duly recorded.

23 THANK YOU