E3-E4 MANAGEMENT TENDER Management-Tender...For internal circulation of BSNLonly LESSON PLAN • Tender types • Objectives of tender evaluation • Bid opening committee • Committee for evaluation of tender

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  • For internal circulation of BSNLonly

    E3-E4 MANAGEMENT

    TENDER EVALUATION

    Date: 01-04-2011

  • 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

    For internal circulation of BSNLonly

  • For internal circulation of BSNLonly

    LESSON PLAN

    Tender types

    Objectives of tender evaluation

    Bid opening committee

    Committee for evaluation of tender

    CVC guidelines

  • Tender Types

    Limited tender Route

    Open Tender

    Expression of Interest Route(EOI)

    Memorendum of undertaking(MOU)

    For internal circulation of BSNLonly

  • Objectives of Tender Evaluation

    For internal circulation of BSNLonly

    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

  • Objectives of Tender Evaluation

    For internal circulation of BSNLonly

    Key objectives of Tender Evaluation General Check Technical Evaluation Financial Evaluation

  • For internal circulation of BSNLonly

    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

    TECHNICAL EVALUATION

  • For internal circulation of BSNLonly

    FORMATION OF BID OPENING TEAM

    Estimated value of the tender

    Level of the bid opening officer

    Other members of the bid opening team

    3 Crores and above Divisional Engg. or Equivalent

    Asstt. Engineer or equivalent + One dealing Asstt.

    Less than 3 crores Asstt. Engineer or equivalent

    Accounts officer + one dealing Asstt.

    Proposal for formation of bid opening team would be approvedby the Jt DDG (MMT) in charge of the tendering, well inadvance of the bid opening.

  • Preparations By the Bid Opening Team

    For internal circulation of BSNLonly

    Attendance register of the bidders.

    List of bidders who purchase the bid document.

    Majdoor , Security Guard etc.

    P.A. system.

    Sealing arrangement etc.

  • 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.

    For internal circulation of BSNLonly

  • Minutes of the bid openinga) Bid opening is completed on the same calendarday.

    b) Or responsible for preparation of the minutes onthe same day or maximum next day of the bidopening with reasons recorded.

    c) List of participants.

    d) Report duly signed by bid opening team. Certifyingthat eligible participants were allowed.

    e) Information regarding item read out.

    f) Submission of bidder wise were as per bidconditions.

    g) Steps taken to preserve the sanctity of the bids.

    h) Proper storage of bids after the bid opening.

    For internal circulation of BSNLonly

  • Constitution of the CET

    For internal circulation of BSNLonly

    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.

  • LEVEL OF CET

    For internal circulation of BSNLonly

    Value of the tender

    Technical Members commercial

    Finance

    Upto Rs. 10 crores

    DGM AGM AGM

    >Rs.10 Cr. & upto rs. 50 Cr.

    DGM DGM DGM

    >Rs. 50 Cr & upto Rs. 100

    Cr.

    CGM/PGM/GM DGM DGM

    > Rs.100 Cr. CGM/PGM/GM GM GM

    Depends upon the value of the tender

  • 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.

    For internal circulation of BSNLonly

  • Guidelines to CET

    Where there is any variation technical compliancestatement.

    Determination of bid responsiveness based oncontents of bid itself.

    Quarries to or from bidders should generally beavoided.

    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 documentand valid for 30 days beyond the validity.

    For internal circulation of BSNLonly

  • 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

    For internal circulation of BSNLonly

    Guidelines to CET

  • Guidelines to CET

    The CET should clearly spell out itsrecommendations in its report about

    Technically acceptable bids. Listed in an order starting from the lowest

    technically acceptable bid(L-1) upwards or as pervendor rating starting from V-1.

    The report should contain complete technical,commercial and financial appraisal.

    The logic leading to the recommendations andreason for rejecting bids lower than the lowesttechnically acceptable bids.

    For internal circulation of BSNLonly

  • Guidelines to CET

    The tender shall be evaluated for thequantities indicated in the schedule ofrequirements.

    In normal purchase procedure, the orders will goin favour of the lowest acceptable bidder for thefull quantity.

    Apportioning the quantities may arise due tocertain limitations or considerations. As most ofthe items procured by the BSNL are specializedproducts it becomes necessary to sustainmultiple vendors/suppliers through distribution ofquantities.

    For internal circulation of BSNLonly

  • 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 price @ of

    L-1 rate as per the tender document.For internal circulation of BSNLonly

  • 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.

    For internal circulation of BSNLonly

  • 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.

    For internal circulation of BSNLonly

  • 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.

    For internal circulation of BSNLonly

  • For internal circulation of BSNLonly

    THANK YOU

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