Presentation on Tenders

8/12/2019 Presentation on Tenders

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Tender

Necessity


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1. Scope of WorkService/ConsultancyMaterial/Equipment SupplyConstruction

2. Payment BasisItem rate

Turn-Key (Lump sum)Man-month

3. Participation by BiddersOpen subject to fulfilment of eligibility criteriaRegisteredPre-Qualified

4. Submission/Evaluation ProcedureSingle EnvelopeTwo Envelope

Three Envelope


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Publication of Tender NoticePreparation of Tender Documents

Receipt of TendersEvaluation of TendersAward


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Brief scope of workWho can participate?

o Individualo Companyo Joint ventureo Association

Eligibility criteriaTime for completion of jobEarnest Money DepositOther fees ( Document cost, Processing fee etc.)Procedure for obtaining Tender DocumentsImportant Dates

o Issuing Tender Documentso Pre-bid meeting and Site visito Last date/time for submissiono Openingo Likely date for Award

Authority inviting, receiving and processing of tendersOther important conditions


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News PapersWebsitesE- Tendering PortalsDirect information to registered biddersForeign Embassies


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Commercial Terms and ConditionsScope of WorkSpecifications/Design CriteriaBill of Quantities (BoQ)Item Rates/Cost EstimationEligibility Criteria

Bid submission ProcedureEvaluation Criteria and Procedure


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Time for completion of job and for IntermediateMilestonesValidity of TenderEarnest Money Deposito

Amount to be depositedo Acceptable mode (cash, online, Demand Draft, Cheque,

Bank guarantee, Fixed deposit ..)o Other details (when, to whom )

Refund of Earnest Moneyo Unsuccessful Bidderso Successful Bidder


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Performance Guarantee (Amount, Mode, Validity, Refund)Payment for Work Done/Services provided

Billing CycleProcedure for measurement /assessment of workdone/services providedMode of paymentTime frame for payment of Bills

Mobilisation Advance (Amount, interest, Guarantee,Deduction from payments.) Deductions from payments (Amount, Refund) o Securityo Income taxo VAT/SALES TAXo Labour welfareo Provident fundo Others ( )


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Quality Control Procedureso By Tenderero

By Employero Independent Quality Control Agencyo Inspection/ Testing facilities(on site, manufactures site,

laboratory.) Safety Measures

Environmental Management PlanPenalties for delay in completion of job/bad workRewards for early completionTermination of Contract ( reasons, procedure, settlementof payments)Reduction / addition in scope of work (quantity, rate,procedure, time) Enhancement of Agreement scope/ amount ( reasons,limits, procedure..)Price Variation


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Dispute Settlement Mechanism ( Arbitration Act)Sub letting of WorksEquipment/Material/Assistance by the OwnerLegal responsibility of Tenderero Labour lawso Residential facilitieso Medical facilitieso insuranceso Others ( education, recreational.)

Time Extension (Reasons, Authority, Conditions)

Guarantee of EquipmentsDefect Liability PeriodForce Majeure clauseJoint Venture/ Association


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Scope of work is to be defined clearly in detail

Starting and ending physical limits.Linkage to existing infrastructure.Linkage to on-going/proposed facilities andservices.

Facilities for linkage to futureinfrastructure/services.Outputs. Specifications/Design Criteria.

For construction jobs, drawings depicting the worksProcedure for finalization construction drawings.In case of equipments/materials, list of acceptablemanufacturer/makes.


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Item Rate Tenders(i) Tenderer is to quote rates in terms of

percentage below or above the estimated rates:o Descriptions of various items

o Approximate quantity,o Unit rateso Item wise cost

(ii) Tender is to quote unit rate for each item of

worko Descriptions of various itemso Approximate quantity


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lump sum/ Turn-key Tenders BOQ is not detailed. Description of components for which rates are

to be quoted.

Break up of payment at intermediate stages foreach component is either defined in the TenderDocument or tenderer is to quote the same.

For speedy processing of the tenders, BOQ can

be improvised by defining the breakup ofpayment for various components as percentageof total amount to be quoted by tenderer.


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Financial Competency

Turnover during last three or five yearsProfit/loss during last three or five yearsAvailability of funds for execution of job.Bidding Capacity

Technical Competency Specific ExperiencePersonnel (Qualification, experience)Equipment ( Capacity, Number)

Guidelines for competency has been defined by differentagencies (CVC, Funding agencies like World Bank, ADB,JICA).In case joint venture, competency of lead partner and

other partners is also defined.


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This section describes the documents to be attached with the bid,sealing and submission of the bids

Letter of intentCompany registration and General Profile of BiddersAgreement in case of JV/Association/MoU and Power of AttorneyAudited account report/balance sheets. of BiddersAvailability of Funds. (Internal cash, bank credit limits etc.)Litigation history of the Bidders.

Detail of works completed during last .. years (Work detail andclient certificate)Details of works in hand.Personnel to be deployed for the job (list and CV)Equipment for the Job (Owned, leased etc.)Technical detail of Equipment or Machinery to besupplied/installed.Earnest money, Processing fee ,Performance GuaranteeSigned copy of tender document including amendmentsApproach and methodology to execute the job.Price BidSingle envelope, two envelope or three envelope.


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Evaluation is based onMeeting the minimum requirements defined under essential qualifications. OR

Criteria/ sub criteria defining the weightage/marks allocated to variouscomponents of essential qualifications.Example The company should be registered at ------.Average turnover of the company during the last say 5 years should notbe less than -----.During last five years company should not be in loss for any twoconsecutive years.The company should not have consistent history of litigation.The company should not be debarred/ black listed for participation intenders.

The company should have successfully completed at least two jobs ofsimilar nature during last---- years , value of each job shall not be lessthan ----. The physical scope of work done (type & quantum) in each jobshould be-------Detail of personnel/professionals to be deployed for the job.(Number,minimum academic qualification, total experience--- years, similar

experience --- years, experience in similar conditions---- years)


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I. Work experience- ---marksType of work

Volume of workIndividual/associationCompleted/on-goingFinanced byGeographic location

II. Approach and Methodology ----- marks

III. Personnel ----- marks

Minimum Qualification (20 to 30 %)Work experience (60 to 70 %)Experience with funded projects (5% to 10%)Experience in specific geographic area (5% to 10%)


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Preliminary examination

Responsiveness of the bid (yes /No) Whether bid is submitted as per prescribed format ?All the information requested under bid submission isattached?

Earnest money /other fees in full amount and prescribedmode are attached?Company registration, Agreement in case ofJV/Association/MoU, Power of Attorney are in

acceptable format/language.Signing of the bid.


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Detailed evaluation: Only those bids which pass the preliminary examination areconsidered for detailed evaluation.Financial CompetencyTurnoverProfit/loss during past

Availability of funds for execution of job.Bidding capacityTechnical Competency (pass/fail or marking)Specific ExperiencePersonnel (Qualification, experience)Equipment ( Capacity, Number)

Litigation historyBidding capacityApproach and methodology.


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Financial evaluation The financial bid of only those bidders who meet thequalification criteria is opened. The rates, discounts,other terms/conditions by the bidder are announcedand recorded.

Checking for mathematical errorsFinancial loading for specific conditionsEvaluated bid price is worked out.Preparation of comparative financial statementFig or words


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Work will be awarded to the bidder whose Bid has been determined to be substantially responsive

lowest evaluated bid pricebidder meets the eligibility criteriaBidder whose bid has been accepted is notified of the bidacceptance. This notification constitutes formation ofcontract subject to signing of contract and deposit ofperformance guarantee.Contact includes

o Submitted bido All correspondence between bidder and employer