Procurement Workshop Second State Health Systems Project
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Proc u reioen t Work s h op
Second State Health Systems Project
Section I
PROCUREMENT WORKSHOP
Malaria Control Project
General
1)
The Articles of agreement require the Bank to ensure that the proceeds of Loan/Credit are
used for the purposes intended with due attention to economy and efficiency.
2)
Accordingly, Bank has developed Guidelines for procurement of Goods, Works, and
Consultancy. Bank Guidelines explain the various procedures acceptable and these are
applicable only to the extent provided in the Legal Agreements for specific projects.
3)
Bank is a co-operative institution and equal business opportunities have to be provided to
all the member countries of the Bank. Impartial administration of procurement among all
eligible bidders is essential to maintain Bank’s ability to raise financial resources from it's
member countries and in the Capital Markets.
4)
Procurement is an important aspect of Bank’s operation. It is a critical element in Project
Implementation and unless it is carried out efficiently and promptly, the full benefits of
the Project cannot be realized. Bank loans/credits are normally disbursed as expenditures
are incurred. Since, delays in procurement delays disbursements, every effort should be
made to ensure prompt handling of procurement.
5)
Good procurement practices alone cannot assure that the Bank assisted Projects will
achieve their developmental goals. But poor procurement practices virtually guarantee
that these goals will not be fully achieved.
6)
The responsibility for the execution of the Project and therefore for the award and
administration of the contracts under the Project rests with the Borrower.
7)
Role of Procurement
It is critical for:
ensuring satisfactory implementation;
ensuring speedy transfer of resources by way of disbursement:
achieving economy and efficiency; and
ensuring success of the Project.
Sf-cund Stale Health Systems Project
Procurement Worhhop
Four considerations generally guide procurement in Bank financed projects:
8)
the need for economy and efficiency in the execution of the project;
Bank's interest as a co-operative institution in giving all eligible bidders from
developed and developing countries an opportunity to compete;
Bank's interest as a development institution in encouraging the development of
domestic contracting and manufacturing industries; and
the importance of transparency in the procurement process.
Features of Bank's Model Procurement Documents
9)
sharing of risks between the parties of the contract;
incorporation of suitable qualification criteria;
incorporation of precise and fair evaluation criteria;
incorporation of minimum technical specification;
ensure transparency by public bid opening, disclosure of qualification and
evaluation criteria, absence of negotiations;
adequacy of price; and
dispute resolution mechanism.
10)
Specific Concerns in India
delays in finalization of bidding documents;
delays in bid evaluation and award of contracts;
delays in signing of contracts after obtaining no objection from Bank;
inadequate engineering leading to wide variations at the time of implementation
and consequent disputes; and
weak contract administration.
H)
Methods of Procurement
International Competitive Bidding;
Limited International Bidding;
National Competitive Bidding;
Shopping Intemational/National;
Direct contracting; and
Force Account.
Srr 'd Ktnte Health Systems Project
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Procurcmenl
kshop
Section II
Bank Guidelines, Procurement Procedures and Bidding Documents
(a)
Bank Guidelines
The following guidelines are applicable:
Bank Guidelines for Procurement of Works and Goods (January 1995): and
Bank Guidelines for Use of Consultants by World Bank Borrowers (August
1981).
(b)
Procurement Procedures
Detailed instructions on procedures to be followed alongwith the suggested formats for
preparation of evaluation reports, and other procurement documentation are given in the
following brochures :
Procurement of Civil Works and Goods under NCB procedures in Bank-financed
Projects;
Procurement of Civil Works and Goods under ICB procedures in Bank-financed
Projects.
(c)
Procurement Planning :
Methods of procurement and procurement arrangements are explained in attached
Annexure I.
Prior to the issuance of any Invitation to pre-qualify- for bidding or to bid for contracts,
the proposed Procurement Plan (Procurement Schedules) for the Project should be
furnished to the Bank for it’s review and approval in accordance with the provisions of
Paragraph 1 of Appendix 1 of the Guidelines. Procurement of all Goods and Works
should be undertaken in accordance with the approved Procurement Plan. [Annexure II J
Some of the important points to be noted in Bank-financed contracts are attached
(Annexure III).
A note on the Procedures for Hiring of Consultants is also attached (Section IV).
Second Stale Health Systems Project
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Procuremeri Workshop
(d)
Bidding Documents:
(i)
Works/Goods/Equipment
Model documents for the following are available These have to be invariably used
irrespective of the agency procuring the Works/Goods/Equipment etc.
Civil Works costing more than equivalent of US $10 Million (ICB)
Civil Works costing equivalent of US $10 Million and below (ICB):
Civil Works costing more than Rs. 3 Million (NCB);
Civil Works costing Rs. 3 Million and below (NCB);
Prequalification (Procurement of Works including Major Equipment and
Industrial Installation);
Supply of Goods and Equipment (ICB);
Supply of Goods and Equipment (NCB);
Supply and Installation of Plant and Equipment (ICB);
Pharmaceuticals and Vaccines (ICB);
Pharmaceuticals and Vaccines (NCB); and
Supply of Kits (containing durg/non-drug items) (NCB).
For Procurement of specialized equipment such as computers etc., appropriate
modifications have to be made in the document.
(H)
Hiring of Consultants
Models for the following are available and can be obtained as and when required:
Intemational/National Consultants - Time based;
Intemational/National Consultants - Lumpsum - Simple Assignments;
Selection of Consultants - Simple Assignments - Lumpsum;
Small Assignments (Firms - Selection through shortlist)
- Lump sum - upto US $ 15,000;
Small Assignments (Individuals) - Lumpsum - Upto USS 15,000:
Second State Health Systems Project
Procurement Workshop
Small Assignments (Firms - local. Sole source selection)
- Lumpsum - upto US $15,000;
Short Term Assignments (Individuals) - Time Based - Upto US SI 5,000,
Long Term Assignments (Individuals) - Time Based; and
Single Source - Lumpsum - Simple Assignments (Less than USS 200.000)
The above models should only be used for inviting proposals from short-listed firms
(including sole source).
Note: The particular method of Procurement and the categories of Goods and Works io which they
apply are determined by agreement between the Bank and the Borrower and are specified in the
loan agreements which govern the legal relationships between the Borrower and the Bank.
Procurement guidelines are made applicable to Procurement of Goods and Works- for the Project,
only to the extent provided in that agreement.
Second State Health Systems Project
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Procurement Workshop
Section - II
Annexure -1
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Second Stale Health Systems Project
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Procurement Workshop
Methods of Procurement
1.
International Competitive Bidding (ICB):
Alfords opportunity to all eligible prospective bidders from member a mim ics
Taiwan, China to bid.
'.c Bank and
To be Adopted:
For Goods and Equipment costing more than the equivalent of USS 200.0'
Irrespective of value, where supplies need import and entail payment in foreign currency.
Requirement:
Publication of Invitation for Bid (IFB) in United Nations' Development Bu iness (UNDB)
published fortnightly from Washington - Bank will arrange this - minimum period
required 30-35 days;
Transmission of IFB to embassies and trade representatives of countries of likely
suppliers/contractors of the Goods and Works required and also to those who have
expressed interest in response to the General Procurement Notice;
Publication of IFB in national newspapers having wide circulation in all rceions of country:
Use of Bank's standard bidding document;
Sale of bidding document to start only after publication of IFB in UNDB and national
newspapers; and
Bidding period 45 to 90 days from date of start of sale of bidding documents.
Steps:
Notification/Advertising;
Issue of Bidding Documents;
Submission of Bid;
Public opening of bids;
Evaluation;
Selection of lowest evaluated responsive bid - based on post qualification:
Contract Award; and
Contract Performance.
Second Stale Health Systems Project
I
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Procurement IVorksh' --
National Competitive Bidding (NCB);
2.
Competitive bidding advertised nationally for procuring Goods or Works which by their nature
or scope are unlikely to attract foreign competition. Currency specified is Indian Rupees for
bidding as well as for payment. However, foreign bidders are not to be precluded from
participation, if they wish to bid but they are also to be paid only in Indian Rupees.
To be adopted where :
the contract values are small;
works are scattered geographically or spread over time;
works are labour intensive; or
the goods and works are available at prices below international market.
Requirement:
Publication of IFB in newspapers having a wide circulation in the country;
Use of Bank's standard bidding document;
Sale of bidding documents to start only after publication of IFB in newspapers;
Bidding period 30 days to 60 days from date of start of sale of bidding documents;
Payment in local currency; and
If foreign firms wish to participate, they shall be allowed to do so.
Steps:
Same as in ICB
3..
Shopping ; International / National
Shopping is a Procurement method based on comparing price quotations obtained from several
foreign or National suppliers, usually atleast three, to ensure competitive prices. It requires
formal bidding documents and is an appropriate method for procuring readily available off-theshelf goods or standard specification commodities that are small in value. Rate Contracts of
Directorate General of Supplies and Disposals (DGS&D) are acceptable under National shopping
(Rate Contracts of State Governments are not acceptable, but they can be considered as one
quotation).
Second Stale Health Systems Project
Procurement Workshop
4..
Direct Contracting
Direct contracting without competition may be an appropriate method under the following
circumstances:
Extension of existing contracts for Works or Goods awarded with procedures acceptable to
Bank, justifiable on economic grounds;
Standardization of equipment or spare parts to be compatible with existing equipment:
Proprietary equipment;
Need for early delivery to avoid costly delays; and
In exceptional case, such as in response to natural disasters.
5.
Force Account
Force Account is construction by the use of borrower's own personnel and material (generally
limited to 10% of the cost of Civil Works) where:
Quantities of work involved cannot be defined in advance;
Works are small and scattered or in remote locations where mobilization costs for
contractors would be unreasonably high;
Work must be carried out without disrupting on going operations;
The risk of unavoidable work interruption are better borne by the bonowcr than by a
contractor; or
There are emergencies needing prompt attention.
Second State Health Systems Project
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Procurement Workshop
Procurement Arrangements
(As per Schedule 1 of the Project Agreement)
Prior to the issuance of any invitations to prequalify for bidding or to bid
for contracts, the proposed procurement plan for the Project shall be furnished to
the Association for its review and approval, in accordance with the provisions of
paragraph 1 of Appendix 1 to the Guidelines. Procurement of all goods and
' works shall be undertaken in accordance with such procurement plan as shall
have been approved by the Association, and with the provisions of said
paragraph 1.
To the extent practicable, contracts for goods shall be grouped in bid
packages estimated to cost the equivalent of US S 200,000 or more each.
Category
1.
Civil works
Procedure to be followed
(a) National Competitive Bidding (NCB)
except as provided in (b) below
(b) For works estimated to cost the equivalent of
US $ 45,000 or less per contract upto an aggregate
amount not to exceed the equivalent of
US S 18 million* as under :
(i) under quotations obtained from three qualified
domestic contractors on lumpsum fixed price basis;
or
(ii) direct contracting in accordance with procedures
acceptable to the Association; or
(iii) under Force Account upto an aggregate amount
not to exceed the equivalent of US $ 10 million*.
2.
Goods & Equipment
(a) International Competitive Bidding (ICB)
except as provided in (b) and (c) below
(b) National Competitive Bidding (NCB)
Items estimated to cost less than the equivalent of
USS 200.000 but more than the equivalent of
US S 50,000 per contract upto an aggregate amount
not to exceed equivalent of US $ 12.7 million*.
Second State Health Systems Project
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Procurement Workshop
(c) SIkwiu’
Items estimated to cost the equivalent of
USS 50,000 or less per contract as under:
(i) International Shopping (Soliciting quotations from
at least three suppliers in two different countries)
upto an aggregate amount not to exceed equivalent
of US $ 4.2 million*; and
(ii) National Shopping (under quotations from at least
three suppliers)
upto an aggregate amount not to exceed equivalent
of US $ 12.7 million*.
3.
Vehicles
(a) International Competitive Bidding (ICB)
except as provided in (b) below
(b) National Shopping (under quotations from at least
three suppliers)
upto an aggregate amount not exceeding equivalent
ofUSS 300,000*
4.
Medical Laboratory
Supplies
(a) International Competitive Bidding (ICB)
except as provided in (b) and (c) below
(b) National Competitive Bidding (NCB)
Items estimated to cost the equivalent of less than
USS 200,000 per contract upto an aggregate
amount not to exceed the equivalent of
US S 2'7 million*.
(c)
(i) Internal nal Shopping (Soliciting quotations from
a: least three suppliers in two different countries)
Items estimated to cost the equivalent of less than
USS 200,000 per contract upto an aggregate
amount not to exceed the equivalent of
US $ 0.4 million*; and
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i
Second Stale Health Systems Project
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F.' ocurement Workshop
(ii) National Shopping (under quotations from at least
three suppliers)
Items estimated to cost less than the equivalent of
US $ 50,000 per contract upto an aggregate amount
not to exceed the equivalent of US $ 2.3 million.*
Medicines, Furniture,
MIS/IEC materials
and other supplies
5.
(a) National Competitive Bidding (NCB)
except as provided in (b) below
(b) National Shopping
Items estimated to cost less than the equivalent of
US $ 50,000 per contract for :
(i) Medicines upto an aggregate amount not to exceed
equivalent of US $ 3.7 million.*
(ii) Furniture upto an aggregate amount not to exceed
equivalent of US $ 2.8 million.*
(iii) MIS/IEC materials upto an aggregate amount not
to exceed equivalent of US $ 1.7 million.*
(iv) Other supplies upto an aggregate amount not to
exceed equivalent of US $ 11.1 million.
6.
Medicines
International Shopping
Medicines estimated to cost less than the
equivalent of US $ 50,000 per contract upto an
aggregate amount not to exceed the equivalent of
US $ 1.5 million.*
7.
Maintenance of
Buildings, Vehicles
and Equipments
(a) National Shopping
except as provided in (b) below.
(b) Direct Contracting or Force Account Costing in
the aggregate less than the equivalent of
(i) US $ 31. million*for Buildings; and
(ii) US $ 7.0 million* for Vehicles and Equipment.
• these thresholds are for all the three states. Share ofeach state will be as per cost tables given in Appendix 18
(Pages 12-15)
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Procurement Workshop
8
Consultancy
9.
Review
9.1
Goods and Works
9.2
Bank’s Consultancy Procedures.
a) Prior Review
All contracts valued more than the equivalent of
US $ 300,000 for civil works and US $ 200.000 for
goods/equipment
b) Post Review
Rest
Consultancy
a) Prior Review
Prior review is necessary for the following :
- Terms of Reference regardless of value;
- All Single Source Selection of consulting firm;
- All Consultant Contracts for assignment of a critical
nature, regardless of value;
- Contracts for Consultancy Services valued
equivalent of:
- US $ 100,000 and above for Consulting Firms;
-USS 50,000 and above for Individuals;
- Amendments to contracts for the employment of
consulting firms raising the contract value to
US $ 100,000 equivalent or above; and
- Amendments to contracts for employment of
individuals raising the contract value to US $ 50,000
equivalent or above.
Prior review would be at every stage as follows:
- Terms of Reference
- Shortlist
- Documents containing Letter of Invitation,
Supplementary Information io Consultants and
Conditions of Contract;
- Evaluation Report of the technical proposals;
Second Slate Health Systems Project
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Procurement Workshop
• •*rr* .<■ -
- Negotiated draft contract (with a copy of the winning
proposal);
- Final contract (to be accompanied by Checklist)
b) Post Review
All other cases;
Post review covers the final contract along with
appendices and copy of evaluation note/award
recommendations, which should be submitted
alongwith the Checklist.
Note : First 1/2 contracts, irrespective of value, may be got prior reviewed by the Bank to
ensure adherence to the Bank guidelines.
Second Stale Health Systems Project
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Procurement Workshop
Section-H
Annexure-Il
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Second State Health Systems Project
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Procurement Workshop
PROCUREMENT
Objectives
1.
to firm up procurement arrangement for the project;
to frame the bidding strategy and initiate preparation of procurement plan indicating
the bid packages and schedule for procurement;
to familiarize borrower on the Bank's procurement guidelines, bidding procedures.
Bank's standard bidding documents; and
Preparation of specific bidding documents for the project after completion of
detailed engineering, finalization of specifications for the packages planned to be
taken up in the first two years of implementation of project.
2.
Procurement Arrangement
Steps:
list out all the identifiable items (similar items should be aggregated for one
state/organization) for each main category such as - Civil Works, Goods,
Equipment, Vehicles, Supplies, Consultancies etc. :n the format enclosed
(Annexure II);
work out the number, estimated cost, source of supply, requirement, year wise over
the project period in the format enclosed (Annexure II);
identify the procurement method best suited for the items and enter in the format
enclosed (Annexure II). The methods of procurement are:
International Competitive Bidding;
Limited International Bidding;
National Competitive Bidding;
Shopping, National/Intemational;
Direct Contracting; and
Force Account.
[Methods ofprocurement will apply as may be provided in the Project Agreement]
Second Slate Health Systems Project
Procurement Workshop
The various methods of procurement are discussed in the Bank procurement guidelines.
However a brief note detailing the salient points on methods of procurement is enclosed Annexure I.
Identify the agency/agencies responsible for the procurement in the project. The
agency should be well versed in the Bank procurement procedures. Good
procurement practices alone cannot assure that the Bank assisted projects will
achieve their developmental goals, But poor procurement practices virtually
guarantee these goals will not be fully achieved; hence the need for good,
knowledgeable, efficient procurement agency. If the State/Organization does not
have the requisite expertise, employment of procurement agents is suggested. Fees
paid to such agents is reimbursable under the credit (as consultant fee). RITES.
NTPC, HSCC (Hospital Services Consultancy Corporation) (GOI undertakings).
TCE, CONSINDIA (Private) etc. are working as procurement agents for some of
the projects (The Consultant Guidelines shall apply for the selection of procurement
and inspection agents).
Preparation of Procurement Plans
Steps:
Review by Bank and finalization of the lists prepared, the packages and method of
procurement proposed as per Annexure II/l, II/2 & II/3.
Compilation of the procurement schedule for the finalized packages.
(Annexure II/4 & 11/5)
Second State Health Systems Project
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Procurement Workshop
Annexure II/l
LIST OF WORKS TO BE PROCURED
Name of State/Department/Organization
Name of Work Location
Number Est.
Cost
(Rs. M)
I
Year wise Procurement
I!
HI
IV
V
Remarks
(Method of
Procurement)
(Brief Description of Work)
1
2.
3.
4.
5.
6.
Second Slate Health Systems Project
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Procurement W orkshop
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Anncxurc 11/2
LIST OF GOODS /EQUIPMENT /VEHICLES /FURNITURE /DRUGS ETC, TO DE PROCURED
Name of State/Departmenc/Organization
Name of Item
Number
Mode of
Tcridednc *
Est.Cost
(Rs, M)
1
Year wise Procurement
11
HI
1Y
(Brief Description)
Y
Remarks
(Method of
Procurement)
Goods:
1.
2.
3.
4.
5.
Equipment:
1.
2.
3.
4.
5.
Vehicles:
1.
2.
3.
4.
Furniture:
1.
2.
3.
4.
Drugs etc.
State whether it is Supply, Supply/ supervision of erection, Supply/crcction/commissioning or
Turnkey.
Second State Health Systems Project
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Procurement Workshop
Annexure II/3
LIST OF CONSULTANCY SERVICES TO BE HIRED
Name of State/Department/Organization
Name of Consultant
Est.
Man
Months
Year wise Procurement
I
II
111
IV
V
Remarks
(Method of
(Procurement)
(Brief Description)
International:
I.
2.
3.
4.
5.
6.
National:
I.
2.
3.
4.
5.
6.
Individual:
1.
2.
3.
4.
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Second State Health Systems Project
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Procuremeni Workshop
ANNEXURE II/4
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AMNEXURE II/5
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Section - II
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Important Points to be noted in
Bank Financed Contracts
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Second State Health Systems Project
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-24-
Procurement Workshop
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IMPORTANT POINTS TO BE NOTEI) IN BANK FINANCED CONTRACTS
1.
Principal criteria followed in Bank procurement procedures is transparency, economy and
efficiency, opportunity to all eligible bidders of member countries, and encouraging development
of domestic contracting and manufacturing industries.
2.
Bank approved model bidding documents for procurement of Works and Equipment (ICB/NCB)
should be used;
3.
Detailed design and engineering, including soil investigation, acquisition of land for works and
preparation of technical specification for equipment, to be completed before invitation of bids.
4.
(a)
Bid Security;
2 to 5% for Goods and 1 to 3 % for Works
(b)
Performance Security:
Works
5% of contract price
(Valid till 28 days from
the date of issue of
certificate of completion)
(C)
Goods
5 to 10% of contract price
(Performance Security could be reduced
to 2% after delivery & acceptance
of goods to cover suppliers obligations
during period of warranty)
Retention Money ;
Works
5% of contract price
(50% to be retained till completion
of the whole of the works and 50%
to be retained till the end of
defects liability period)
Goods
Nil
5.
No filtration in the sale of bidding document. It should be sold to all whosoever requests for it
and made available by mail as well.
6.
Where Bidders are not prequalified, minimum post qualification criteria to be clearly specified in
the bidding document and enforced.
7.
Contractors should be made responsible to provide all materials including Cement and Steel etc.
8.
Minimum bidding period for NCB -30 days and ICB -45 days (from the date of publication of
IFB in press /UNDB or the date ♦he documents are made ready for sale, whichever is later).
Second Slate Health Systems Project
Procurement Workshop
9.
Bidding documents should be made available for sale till a day prior to the last date of receipt of
bids. The time for the bid opening should be the same for the deadline for receipt of bids or
promptly thereafter (to allow only sufficient time to take the bids to the place announced for
public bid opening).
10.
Publicity of Bid Notices
ICB
NCB
UNDB insertion (mandatory for all cases
over $ 10 M & encouraged for others)
[Bank will arrange this].
Copies to local representatives
of eligible countries (encouraged).
Copies to bidders who have
expressed interest in response
to the General Procurement Notice.
Copies to bidders who
have expressed interest.
Publicity in the national press
having a wide circulation in all
regions of the country.
Publicity in the press
having a wide circulation
in the country.
For large, specialized or important
contracts, publicity in well known
technical magazines, newspapers and
trade publications of wide international
circulation.
11.
No preference to any bidder or class of bidders, either for price or for other terms and conditions.
12.
Two or three envelope system is un-acceptable.
13.
All bids received should be opened and read out at the time of bid opening. No bid should be
rejected at bid opening except for late bids, which shall be returned unopened to the Bidder.
14.
No negotiations.
15.
Evaluation of bids should be made strictly in terms of the provisions in the bidding document.
Evaluation report should be drafted on the suggested format.
16.
Award should be in favour of the lowest evaluated responsive bidder, who is determined to be
qualified to perform the contract satisfactorily.
17.
Evaluation and award decision of bids should be completed within ihe initial period of bid
validity. An extension of bid validity, if justified by exceptional circumstances shall be
Second State Health Systems Project
-26-
Procurement Workshop
requested in writing from all bidders before the expiration date- The extension shall be for the
minimum period required to complete evaluation, obtain necessary approvals and award of
contract. The bid validity period may be extended a second time only if the bidding documents
or the request for extension shall provide for appropriate adjustment of the bid price to reflect
changes in the cost of inputs for the contract over the period of extension. Such an increase in
the bid price shall not be taken into account in the bid evaluation. In the case of prior review
contracts. Bank’s prior approval will be required for (i) a first extension of the bid validity period
if the period of extension exceeds (60) sixty days; and (ii) any subsequent extension of bid
validity period.
If there is undue delay in awarding the contract. Bank may consider declaring the same as
misprocurement.
18.
Rejection of all bids, irrespective of value, to be referred to the Bank for review and issue of no
objection. Format for seeking no objection of Bank circulated separately.
19.
During execution of contracts, all material modification or waiver of the terms and conditions of
contract or material extension of stipulated time or change order which would increase the
contract cost by over 15% should be reported to the Bank in the prescribed format as per
Paragraph 3, Appendix I of the Procurement Guidelines (format included in the Procurement
Procedures brochures). _
v
20.
Review of Contracts (thresholds will be fixed in SAR/LEGAL Agreements)
Prior Review:
It consists of review of:
invitation for bids;
bidding documents;
minutes of pre-bid conference;
bid evaluation report (suggested format included in the Procurement
Procedures brochures); and
final contract(s) with checklist (format of checklist included in the
Procurement Procedures brochures)
Post Review:
Review of final concluded ontract(s) with checklist and supporting documents for all contracts
each valued US $100,000 equivalent and above upto US $200,000 equivalent for
goods/equipment and upto US $300,000 equivalent for civil works (format for checklist included
in the Procurement Procedures brochures).
Second State Health Systems Project
Procurement Workshop
Field Review:
For Contracts of value less than US $100,000 equivalent. Statement 1 A. B and C should
be submitted quarterly (Formats 1A, IB and 1C included in Procurement Procedures
brochures).
Second State Health Systems Project
-28-
Procurement Workshop
................. *-■
Section - IV
_ Procedures for Hiring of Consultants
in Bank-Financed Projects
“O ? ■
Second State Health Systems Project
-29-
Procurement Workshop
-V -
• &*.
Procedures for Hiring of Consultants in Bank-financed Projects
Quality consideration will be the over-riding factor in consultant's selection in
Bank-financed projects. The responsibility for the selection of consultants clearly
remaining with the borrower, the Bank's objectives are to ensure that the consultancy
services to be provided are appropriate for the assignment and that consultants are
treated in an equitable manner. To help achieve these objectives, the Bank requires that it
be given an opportunity to review and comment at several stages in the selection process.
The procedures to be followed in selection are given below in briej.
1.
2.
Steps;
1.
Preparing the terms of reference;
2.
Preparing the cost estimate;
3.
Preparing the short list of firms;
4.
Determining the selection procedure;
5.
Sending the Letter of Im itation;
6.
Evaluating proposals; and
7.
Negotiating a contract.
The Terms of Reference should include;
A precise statement of objectives;
An out line of the tasks to be carried out;
A schedule for completion of tasks;
The support/inputs provided by the client;
The final outputs that will be required of the Consultant;
Composition of Review Committee (not more than three members) to
monitor the Consultant’s works and procedures for :
Mid term review and Progress Reports required
from Consultant;
Review of the final draft report; and
List of key positions whose CV and experience would be evaluated.
Second State Health Systems Project
-J0-
Procurement Workshop
J5’
\
■
z
-----
5.
There are two basic types of selection procedures. The first, those which rely
solely on an evaluation of the technical competence of the firm, the personnel
undertaking the assignment and the suitability of the proposal. The second, those
that involve both a technical evaluation and consideration of the ottered price ol
the services. Since quality of services is of paramount importance, the Bank
strongly recommends that consulting firms should be selected on technical
grounds alone and price and contract should be then negotiated with the best
technically ranked firm. If prices should be considered for certain types of
services, it should not dominate the process of selection and can best be a factor
with a nominal weightage (usually 10 to 20% only). (No negotiations on unit
rates including man-month rates will be permitted if price is taken as a factor in
the evaluation of proposals).
6.
The evaluation of the technical proposals should done as per criteria specified in
the Letter of Invitation. The evaluation report should be compiled as per Bank s
format attached and forwarded to Bank for review and comment for all prior
review cases only, before price envelopes are opened and contract negotiated with
selected consultant.
7.
During negotiations, the Bank recommends that discussion of the work plan,
staffing, borrower’s input and form of proposed contract should be completed
prior to the financial negotiations. Paras 2.45 to 2.47 of the Guidelines may be
referred to for further details.
8.
The Model Documents are available as follows:
Intemational/National Consultants - Time based;
Intemational/National Consultants - Lumpsum;
- Simple Assignments
Selection of Consultants - Simple Assignments - Lumpsum;
Small Assignments (Firms - Selection through short list)
- Lump sum - upto USS 15,000;
Small Assignments (Individuals) - Lumpsum - Upto USS 15,000;
Small Assignments (Firms - local, Sole source selection)
- Lumpsum - upto USS 15,000;
Short Term Assignments (Individuals) - Time Based - Upto US $15.000:
Long Term Assignments (Individuals) - Time Based; and
Single Source - Lump sum; Simple Assignments (Less than US $ 200.000)
The above models should only be used for inviting proposals from short-listed
firms (including sole source).
Second State Health Systems Project
-32-
Procurement Workshop
NGOs (Non Government Organization)
9.
in these cases as well, the above procedures should be followed except, when
agreed otherwise specifically for the project.
10.
Prior Review
Prior review is necessary for the following:
Contracts for Consultancy Services valued:
US $ 100,000 and above for Consulting Firms;
US $ 50,000 and above for Individuals.
Terms of Reference for Consultants' Contracts, regardless of value:
All Single Source Contracts, regardless of value (not applicable to Contracts
for Individuals upto US $ 50,000);
All Consultant Contracts for assignment of a critical nature regardless of
value;
Contract amendments valued at more than equivalent of US $100,000 and
US $ 50,000 for Firms and Individuals, respectively, or those that raise the
total contract value above these thresholds;
Any standard document that the Borrower intends to develop and use
repeatedly; and
First few contracts (say one or two), irrespective of value in the case of all
new projects.
Prior review would be at every stage as follows:
Terms of Reference
Short List;
Documents containing Letter of Invitation, Supplementary Information to
Consultants and Conditions of Contract;
Evaluation report of the technical proposals;
Negotiated draft contact ( with a copy of the winning proposal);
Final Contract (to be accompanied by Checklist)
Second State Health Systems Project
-33-
Procurement Workshop
11.
Post Review
All other cases.
Post review cover the final contract alongwith appendices and copy of
evaluation note/award recommendations, which should be submitted
alongwith the Checklist. (However. Terms of Reference and Consultants
contracts of critical nature will be reviewed in all cases, regardless of value).
Second Slate Health Systems Project
-34
Procurement Workshop
Form I-B
Force Account
Name of Project:
Credit No.:
Year
Value permissible under Force Account as per Project Agreement:
Rs
19
Month
lakhs
VALUc OF WORKS U -xrnjTHD ON FOnCb ACCOUNT
hd.7;e of Sub-project
(1)
From the beginning
of Credit upto die
end of previous
During the
month under
reporting
(Rs.)
(Rs.)
Total to the end
of month under
reporting
month (Col 2+3)
(Rs.)
(2)
(3)
(4)
1.
2.
3.
4.
5.
6.
TOTAL FOR PROJECT
Signature
Date:
Note: Itemwise details should be included in Form 1A only
/sk
Form I B/LCB
. December 23. 1992
Name and Designation
i
PROCUREMENT
CHECKLIST FOR PREAW/\RD REVIEW OF CONTRACTS
FOR CIVIL WORKS
1.
Name of (lie Project
2.
Procurement Package Number
3.
SAP reference
4.
Description of woiks
5.
Estimated cost of works
6.
Stipulated time of completion
(including non-working season)
7.
Type of contract
ICB/LCB
8.
Whether die bidders were prcqualificd,
and, if so, attach details as per Annc.xurc I.
Yes / No
9.
Date of clearance of bidding document by
die Bank
10.
Date of invitation of price bids
11.
*
12.
Rs
lakhs
(in months)
When was the bid notice sent to
representatives of member
countries?
When the bid notice was published
in UNDB?
13.
Publicity
(National press • Name and Date
of publication)
1...
2.. .
3.. .
14.
Dates when the bidding documents were
made available for sale (ICB - 45 to
90 days/LCB - 30 to 90 days)
From
15.
Number of bidding documents purchased
by prospective bidders
a) Domestic
b) Foreign
16.
Prebid conference held on
(Schedule it at about 2/3rd of bidding time)
17.
Date of clearance of prebid conference
minutes by the Bank
18.
Last date of receipt and dale of opening
of bids (bodi should lx: the same)
to
• 43
2
19.
Number of bids received
a) Domestic
b) Foreign
20.
Date of clearance of award by the Bank
(No objection cable)
21.
Award amount as cleared by the Bank
Currency
Amount
22.
Amount of contract *
Currency
Amount
23.
Dale of signing of the agreement
24.
Contract numlxir
25.
Name and nationality of the contractor
26.
Whether the contract includes price
adjustment clause?
27.
Dale of start of work
28.
Stipulated time of completion
29.
Performance security
a)
Amount and currencies in proportion
to the currencies of payment
Yes / No
Percentage
Initial
(Value M)
Deduction
from bills
Total
not
exceeding (%)
b)
Additional Security for unbalanced
bids if any
c)
Defects liability period
months
<5
Stipulated time of completion
plus defects liability period
months
c)
Has the successful bidder furnished the
performance security in various
currencies in an acceptable form
as stipulated in die bid document
valid upto die end of defects
liability period? Indicate
i) Form
ii) Amount
iii) Validity
)__________ ______________ ____________________ _______ ______________
* Clarify reasons for variations if any from die value as clcaivd by the Bank vide S.No.21
3
Reasons for delay, if any, in
30.
forwarding die conformed copy of
die contract. (Contracts along widi
the checklist, should be forwarded
to the Bankwithin ten days of signing of
agreement)
Any other remarks (attach sheet, if
necessary)
31.
Signature
Name
Designation
bate
-i
•
4
ANNEXURE1
L^ELmUiaCA'llUKQEIAl!^
1.
Dale of clearance of prcqualificaiion document by
lire Bank
2.
Dale of invitation of prcqualificlion
3.
*
When die prcqualification notice was sent to
representatives of member countries?
4.
•
Wlten the prcqualificalion notice was published
inUNDB?
5.
Publicity: (National press - Name and Date
of publication)
6.
Dales when prcqualificalion documents
were made available for sale
(ICB - 45 lo 90 days/
LCB - 30 to 60 days;
7.
Last date of receipt of prcqualificalion application
and dale of opening
8.
Dale of prcqualification conference
(Schedule it at about 2/3rd of the lime
given to applicants)
1
2
3
From
to
Date of clearance of prcqualificalion conference
minutes by the Bank?
10.
No. of applicants who
a) purchased the prcqualificalion documents
Domestic
Foreign
b) submitted the prcqualificalion applications
Domestic
Foreign
c) arc prcqualificd
Domestic
Foreign
x
4) Date of clearance of prcqual ifeation by Bank
Signature .
Name
Designation
Dale
To be filled for ICB contracts only
*
jj\Nov 30. 1993
i
i
<
PROCUREMENT
CHV.CKM.ST FOR POST-AWARD
for civil WORKS
1.0
GENERAL :
1.1
Name of Project
1.2.
Procurement Package Number or S AR Reference
1.3
Description of works
1.4.
Estimated cost of works
1.5.
Stipulated penod of completion
,_.l4r
rQNTRAOS
lakhs
Rs
(in months
(including non-working season) from the date of
award)
1.6.
Whether die method of procurement adopted
is in accordance with the Project Agreement
2.0
BIDDING DOCUMENT :
2.1
Whether bidding document used for this work
is according to the standard model cleared with
the Bank for the project
2.2
If no. list the deviations from standards.
i) Ycs/No
ii) ICB/LCB
Ycs/No
1
3
2.3
2.4
Whether Package and Alices procedure has been
adopted? It so, have you suitably modified die
clauses for submission and evaluauon of bids
Y es/No
Whether price adjustment clause provided?
(Provide when period of completion is more
Ycs/No
than 12 months)
Ensure that total percentage of labour
contractor’s materials and . OL equals 100,
if 'R' in the formula represents net value
Percentage
Labour
of work done.
2.5
Whether bill of quantities and specifications
properly checked?
(Provide schedule of quantity for each slice
separately and also one schedule for the
combined work, i.e., for the package in
the same bidding document).
Ycs/No
Materials
POL
2
2.6
Bid Security:
a) Whether the guidelines have been followed in :
fixing the Bid Secunty? If not, give reasons.
b) What is the percentagc/amount?
(No exemption should be permitted to any
bidder or any class of bidders)
2.7
Whether any preference on price or other conditions :
allowed in the bidding documcnt/award for any
bidder or class of bidders? If yes, list die preferences.
(No preferential treatment should be given to any
bidder or claas of bidders cither for price or for
conditions unless specifically cleared with the Bank
and stipulated in the Project Agreement.)
2.8
Does the bidding document provide for advances?
If so. give details.
What is the interest rate on advances?
2.9
What is the performance secunty specified
in the bidding document
Yes/No
%
Yes/No
Yes/No
Initial
(%)
2.10 Cost of bidding documents
BID INVITATION AND ISSUE OF BIDDING DOCUMENTS:
3.1
Whether the bids for this work were rejected
previously and are being remvited? If yes, whether :
Bank’s clearance was obtained? Give reference
(Bids should not be rejected without Bank’s prior
consultation - ref. para 2.60 of Procurement
Guidelines)
Date of invitation of bids
3.3
Publication of NIT.
(ijivc names of natiynal newspapers and date
of publication)
3.4
Dates when bidding documents were made
available for sale;.
(b) Sale period should generally be
30 to 90 days; if not, specify reasons.
4.0
4.1
Percentage
Deduction
from bills
(%)
Rs
3.0
3.2
Rs
Rupees
Yes/No
1
2
2
(a)
PRE-BID CONFERENCE
Date of pre-bid conference
> ..(Schedule ii at about 2/3rd of bidding umc)
from
to
Toil
not
excec
3
4.2
Whether pre-bid minutes were cleared with
the Bank? When?
Ycs/No
4.3
Was any amendment issued after pre-bid
conference?
Ycs/No
4.4
Whether minutes of prebid conference &
amendments transmitted to all prospecuve
bidden?
Yc.*7No
5.0
SALE AND RECEIPT OK BIDDING DOCUMENTS:
5.1
I ast date of receipt of bids and the date of
opening of bids. (Bodi should be tl- same)
5.2
No. of documents purchased by prospecuve bidders
5.3
No. of bids received
6.0
EVALUATION :
6.1
Has award been made to the lowest responsive
bidder who satisfies the minimum qualification
criteria specified in the bidding document ?
(Give rank lowest, or second lowest
or third lowest, ex.)
6.2
Give reasons for ignoring lower offers if the
lowest responsive bidder is not awarded.
6.3
Arc you satisfied that he has the
appropriate standards of capability
and financial i ^sources to execute
the work as required on the basis of
information furnished? Comment Briefly.
6.4
Is the award to die lowest responsive bidder
conditional? (Refer para 2.58 of Procurement
Guidelines)
Ycii/No
6.5
Were any negotiations held with the bidders after
opening of bids? If yes, whether Bank’s clearance
' was obtained before holding negotiations and
when ? If Bank’s clearance was not obtained why ?
(Bank docs not favour negotiations)
Ycs/No
6.6
Whether the award was made within the initial
period of bid validity?
Ycs/No
i)
Yes / No
if no, list the reasons for delay
a)
date of opening
b)
date of award
c
4
ii)
if extens*ion of bid validity was sought,
was that from all bidders and not
from the lowest alone?
7.0
AWARD OF CONTRACT :
7.1
7.2
7.3
7.4
7.5
7.6
7.7
Name of contractor
Date of award of contract
Date of signing of contract
Contract value as awarded
Contract number and date
Date of stan of work
Stipulated time of completion of work
8.0
PERFORMANCF SECURITY :
8.1
8.2
Defects liability period
Stipulated time of completion plus defects
liability period
Amount of Performance Security
Initial
Addiuonal Security for unbalanced bids
8.3
8.4
Has the successful bidder furnished performance
security in an acceptable form in various currencies,
valid until the end of defects liability review in
accordance with conditions of contract
If so, indicate
a)
b)
c)
Yes/No
Rs
months
months
Ycs/No
Amount and cuircncics Ln
proponion to the currencies
of payment
Form
Validity
(Attach copy of instrument)
9.0
ENCLOSURES :
9.1
Have the following been enclosed?
i) Minutes of pre-bid meeting
ii) Complete item rate comparative
statement
iii) Note leading to recommendations
for the award (evaluation report)
iv) One conformed copy of agreement
10.
Reasons for delay, if any, in forwarding the
contract agreement. (The agreement should
be forwarded for post review by the Bank
within ten days of signing of the agreement
with all the enclosures.)
Yes/No
Ycs/No
Yes/No
Yes/No
5
11.
General :
(Any other relevant information concerning
the above procurement)
Signature....
Name
Designation
Date
1
JOc:ooer 3e 15^4
CL/Post-Auj rd/C*
[X]
MODEL EVALUATION REPORT FOR CIVIL WORKS |
! Post Review
Note:
The text and figures in Italics vary from bid to bid and an* to b«» suitably incorporated. This is a
hypothetical case for illustration only.
1 .
Scope of contract and estimated cost
The works covered under this bid is for the construction of X kilometers of approach road
to Agriculture marketing centers in Y District of Z State (Package 12). The estimated cost
of the work is Rs.32,03,00u. The packaging of the work has been cleared with the Bank.
2.
Bidding
document:
The bidding document is as per the model cleared with the Bank. Since the value of the
work (as also the likely value of the contract) is less than the equivalent of US$200,000
(say Rs.60,00,000) the bidding document was not got prior reviewed by the BanK. A
copy of the bidding document as sold to the prospective bidders is enclosed. (Anncxure I)
Salient points of bidding document:
3.
(a)
Stipulated period of completion:
9 months including rainy seasons.
(b)
Price adjustment:
Not provided since the period of completion
of work is less than 12 months.
(C)
Prebid conference:
Not provided.
Bid
invitation
process:
Bids were invited by Executive Engineer, Roads Division AAA on May 16, 1994. The copy
of the invitation to bid was also sent to
Departments for
publication in their office notice boards and wide publicity. The invitation for bid was also
sent to all the formations of the Z State Public Works Department for wide publicity. The
invitation for bid was also sent to the Director of Publicity for arranging press publicity.
A copy of the invitation to bid is enclosed. (Annexure II). The dates of publication of the
invitation for bid in the press is as follows:
Sl.No. Name of Newspaper
Level
Date of publication
1
GGGGGGGG
(English Daily)
National
31-05-1994
2
HHHHHH
(Hindi Daily)
National
02-06-1 994
3
llllllllll
(Hindi Daily)
State
02-06-1 994
4
JJJJJJJ
(Hindi Daily)
Local
01 -06-1 994
-1-
Model ER/ CW-POST
date of bid9open^wasTuly Te^rThS ’a m*16
10 t0 Ju|y ’5. 1994. The
of the period from the date of publication of th«
'mum b,ddln9 period of 35 days (lower
the date of making available the bidding documentslor's^'H9
press or from
than the stipulated minimum period of 30 days
’ WaS Pr°Vided’ which ia ™re
The following prospective bidders
(1)
’
M/s. A and Company;
(2)
M/s. B and Company;
(3)
M/s. C and Company;
(4)
M/s. D Construction Company;
(5)
M/s. E Construction Company;
(6)
M/s. F Construction Company;
(7)
M/s. G Constructions;
(8)
M/s. H Engineers and contractors;
(9)
M/s. J Construction Company; and
.(10)
M/s. K Enterprises Ltd.
All the above purchasers
4.
purchased the bidding document.
Bid
are of Indian nationality.
response:
h .« «n bids ».,e received. Al, are |ndian.
In time:
Late:
Total
9
1 ( Bid of M/s. E Const.
1 0
Co. received 15 minutes late)
received. The bid of M/s. E Construction Com
M S'. J' Construction Company were
unopened in terms of Clause 21.1 of ITS.
Pany Wh'Ch WaS received la’e. was returned
5.
Bld
opening:
The blds were opened on July 16, 1994 at isnn ho
representatives attended the bid opening The envoin^ 35 S,lpula,ed- Th9 bidders or their
orf°iTRVe- H‘ En9ineers and Contractors was openedXp™3
' Withdrawal' received
the b h thCe ,he Wi,hdrawal notice was received before thTn t00' T 35 P6r Clause 23 2
TZbThS’ L b,d Of M/S- H- Engineers and Contractors waTn
tlme f°r submisS'on of
Th ’ h ! balance e'9ht bids as well as the ‘ Modification’ Pnv°i °Pened as per Clause 23.2 of
fhe bid security furnished by the bidders rates of the h hh °Pe Were °pened one by one’barp- ’he corrections and conditions if any were read out atVh’
dlSCOUnts 0,fered by
6 b'd
‘Table of Bid prices
»'
(Copy
as read out at the time of bid opening is as follows:
-2-
Model EFV CW-POST
S..No,
Norng of Didder
Nationality
Bid Price
as read outfRs.)
1
M/s. B and Company
Indian
46,89,345
2
M/s. F Construction Co.
Indian
49,82,41 6
3.
M/s. G Constructions
Indian
51 ,24,22 1
4.
M/s. A and Company
Indian
52.64,492
5.
M/s. D Construction Co.
Indian
52,56,267
6.
M/s. K Enterprises Ltd.
Indian
53.89,527
7.
M/s. C and Company
Indian
55,32.1 19
Remarks
Offered a discount of
One percent if the
award is n;dde within
a period of 60 days
Offered a discount of
Five percent of the
bid amount if the
award is made within
45 days of opening of
bid
8.
M/s. J Construction Co.
Indian
61 ,46,65 1
Offered an
unconditional discount
of Ten percent of
offered price in the
‘Modification ‘
envelope
M/s. K Enterprises Ltd vide its letter of July 18,
1994 offered an unconditional suo-moto
discount—
of 6
- % on their quoted price.
6.
Clarifications
obtained:
we’reasted^oX?
001
de,ai'S °f ou,standi"9 ^rks with them. They
were asked to produce the same duly authenticated by the Employer/Engineer within 10
m t^PrOmPtiSUbTt,ed by them- Similar,y M/S- F Construction and Company
X Th T n
Wl'les Of work done calendar year-wise and not financial yearto thaTht
a™ai year-wise breakup was obtained to facilitate evaluation with reference
cladf
, PU 6d P°St quallficati°n criteria. [Copies of letter requesting for the
dar hcation/ information and replies received from the bidders are enclosed (Ar nexure
Preliminary
7.1
examination
of
bids:
Arithmetical errors :
The following are the arithmetical errors found in the bids:
(i) Bid of M/s. A and Co.
As quotedfRs.)
As calculated
52,64.492
46,24,776
-3-
R.
Model ER/ CW-POST
(by taking the rate expressed in
words as correct for item no. 16)
(H) Bld of M/t». I Const Co.
49.82.4 1 b
50,8 1,697
(by correcting the total)
The concurrence of the bidders \
were requested in writing for the above corrections in
terms of Clause 27.2 of Instructions
_..s to Bidders. M/s. F Construction Company gave the
concurrence for the correction in writing
M/s. A and Company did not accept the
corrected amount of the bid. Hence
W|t'tVk r, rejeC,ed and ,he Bid Security submitted by it
has been forfeited in accordance
with Sub-Clause 16.6 and Clause 27.2 of ITB.
7.2
Completeness and Legal validity :
All the bids are duly signed by the bidders *
They have quoted for all the items and are thus
complete. Bids are signed by persons holding
J prc.Hci powu uf attorney and hence are
legally valid.
7.3
Bid Validity :
As per Clause 15.1 of Instructions t
‘
to the Bidders (ITB) bids shall remain valid for a
period not less than 90 days after the deadline for'the
...e submission of the bid. The bids
were opened on July 16. 1994 and hence the bids
are to be valid upto October 14, 1994
W^?XC0^nPan, haS S'”ea in
bM
“S bM i! valid
?.aSvX9i9Vrd.b^eb\^b°d'':rD“derVbr
docmen. .„d
gi..n any
st»“d
di„oni „ ,s ,akm lha?a||™°sc gJJW >». b,ddi„s
after the bid opening ie. validJ upto October 14, 1994.
7.4
,h. da., o,
60
ys
Bid Security :
As per Clause 16.1 and 16.3 of ITB, f
the bid security should be Rs.64,000
and Bank
guarantees and other instruments of fixed
----- 1 validity shall be valid for 45
days after the
validity of the bid ie. tupto
‘ “
November 28, 1994. The bid
security furnished by the various
bidders are as follows:
S.Np.
Name of Bidder
Amount of
Iyi2
Bank
Validity
Bank of Baroda
Canara Bank
Citi Bank
Canara Bank
Vysya Bank
Punjab National
Bank
Union Bank of
India
Nov.30, 94
Dec. 31, 94
Oct.14, 94
Nov.30, 94
Oct.31, 94
Nov.29, 94
State Bank of
India
MarlS,
s_ecurity(Rs.)
1
2
3
4.
5.
6.
M/s. A and Company
M/s. B and Comapny
M/s. C and Company
M/s. D Const. Co.
M/s. F Const. Co.
M/s. G Cons. ,o.
64,000
65,000
70.000
64,000
50,000
65.000
F.D.
B.G.
B.G.
B.G.
B.G.
B.G.
7.
M/s. J Con. Co.
65,000
B.G.
70,000
F.D.
8.
M/s. K Enterprises
Ltd.
-4- ■
Dec.10, 94
95
Model ER/ CW-POST
Bank guarantees are in prescribed format and there are no additional remarks making
them conditional and unacceptable.
7.5
Responsiveness to commercial conditions:
M/s. B and Company has stipulated that the department has to supply bitumen, cement and
steel at fixed rates. The other bidders have not stipulated any condition. They have signed
the contractor's bid form as well as bidding documents stipulating no reservations and
hence it is taken that they are agreeable to the commercial conditions.
7.6
Responsiveness to technical aspects:
None of the bidders have stipulated any condition regarding the technical aspects.
8 .
Bids rejected as
non-responsive
to the bidding
documents:
SI.No
Name of Bidder
Bid PricefRs.)
Brief reasons for rejection
1.
M/s. B and Co.
46,89,345
(i)
Requires departmental supply of
bitumen, cement and steel at fixed
rates, contrary to bidding document
stipulations;
2.
M/s. C and Co.
55,32,1 1 9
(i) Bid valid for only 60 days and
hence non-responsive in terms of
Clause 15.1 of ITB;
ii) Bank Guarantee of bid security is
not secured 45 days beyond the
validity of the bid and hence nonresponsive in terms of Clause 16.2
&16.3 of ITB.
3.
M/s. F Const. Co.
50,81,697
(i) Inadequate bid security and hence
non-responsive in terms of Clause
16.3 of ITB;
(ii) Bank Guarantee of bid security is
not secured 45 days beyond the Bld
opening and hence non-responsive in
terms of Clause 16.3 of ITB.
The details ol all the bids are furnished in Annexure V.
9.
Substantially
responsive
bids:
In view of the above the bids of the following bidders are determined as
substantially
responsive to the provisions in the bidding documents.
(i) M/s. D Construction Company;
(ii) M/s. G Constructions;
(iii) M/s. J Construction Company; and
-5-
Model ER/ CW-POST
(iv) M/s. K Enterprises Ltd.
10.
Evaluation
of
the
responsive
substantially
bids:
There are no conditions which warrant loading of the bid prices. No other specific
■sXXeX13 haS 5660 StiPUla,eQ
the b,ddin9 dOCUmen'- The load'n9 o' the prices
io
iiiwioiuru
inIL.
Evaluation table showing ranking of the bids is as follows:
'Rank
Name of Bidder
Bid Price
Remarks
1
M/s. G Constructions
51,24,221
Lowest responsive bidder
2
M/s. D Construction Co.
52,56,267
Second lowest responsive bidder.
Since the bidder has offered a
conditional discount of one
percent for award of the contract
within a period of 60 days, the
discount has not been taken into
consideration for evaluation
3
M/s. K Enterprise's Ltd.
53,89,527
Third lowest responsive bidder:
Since the uiuder has offered the
discount of 6% after the deadline
for submission of the bids, the
discount has not been taken into
consideration for evaluation of the
bids.
4
M/s. J Construction Co.
55,31 ,986
Fourth lowest responsive bidder
After taking into account the
unconditional discount of 10%
offered in the ‘Modification*
envelope received before the
deadline for submission of the
bids.
Detailed item-wise comparative statement is furnished
in Annexure VI.
resP°nsive bid is tha' °f M/s. G Constructions and the bid price is
11.
Comments on the unbalanced item bids.
M/s. G Constructions has quoted unbalanced rates for BOQ item numbers 3 and 4 The
bidder was requested to furnish breakdown of unit rates for these items It has been
oerform86
,0Und 'hat ‘b® in,°rrna,lon furnished is not convincing. Additional
performance security of Rs.45.870 is proposed to protect against the financial loss In '
S 0^ h-Hd
‘ Of the success,ul bidder' in terms of Clause 29.5 of the 1TB The bids
of other bidders are balanced and no additional security is required
-6* *•*
Model ER/ CW-POST
•
“ Post-qualification/verification
bidder:
of
the
lowest
evaluated
responsive
'
The qualification criteria to be
,\zi
U|C a
satisfied for the award of this particular contract,
Package 12 is stipulated in Clause 4.5 of the ITB
Packaaes 12 ahh ia m/<- n
------ -"
ln ,his IFB bids were invited for two
M/c n9r
,
r 1 Z4
G Construc,'ons 's
lowest
responsive bid
Packaae 12 and
is
lowest
responsive
bid for
for Package
M/s D Construction Company is lowest responsive bidder
for Packaae
14 S foil
check is made for the post
post qualification
qualification of
the lowest
responsive bidder
of the
lowest responsive
bidder for
for Packa^lZ
Package
SI.No. Clause No.
Reference
Minimum
Qualification
required for
Package 12
1
Annual financial
turnover:
Rs.4.0 M
Rs.4.5 M at 90-9:
price level ie.
Rs.6.5 M at 94-95
price level
Satisfactory
completion of
one similar work
Rs. 1.6 M
Works completed 95%
Rs.2.8 M (92-93)
Value of works
Completed at
94-95 rates
Rs.3.4 M
2.
4.5 A(a) ’
4.5 A(b)
*
Remarks
lowest bidder
Bidder satisfies
this criteria.
Bidder satisfies
this criteria.
The illustration is for a \work‘ valued less than FIs.
3 million where only two
criteria is specified. In cases of works valued
over Rs. 3 million where additional
criteria
............
.7. is
J si Pecified
’ similar assessment should
be due for all the criteria
specified in the document.
The experience of the Bidder in his
name has only been considered. Sub-contractors'
experience have not been taken into
account in determining the Bidder’s compliance
with the qualifying criteria.
1 3.
Check for Bid capacity:
The assessed Bld capacity of the lowest responsive bidder is computed as follows:
Assessed available Bid Capacity = (A*N*2 - B)
A■
N =
B =.
s s^xo,ks
years ie.Rs.6.5 M at 1994-95
l°,COn’’ie,iOn
in any on’
”rkS 01 MS
9
Value at 1994-95 price level of existing commitments
and on-going works to bo
completed In the next 0.75 years ie. Rs.9 M
Assessed available Bid Capacity of M/s. G Constructions is = 6.5*0.75*2 - 9
0.75 M
-7-
Rs.
Model ER/ CW-POST
The proposed contract value of the Package 12 is Rs.5.1
M.
The assessed Bid Capacity is less than the proposed value of the
contract to be awarded.
Thus the lowest evaluated responsive bidder foi Package
12 M/s. G Constructions does
not satisfy the Bid Capacity criteria and thus cannot be awarded
the contract
in terms of the Clause 31.1 (b) of ITB.
1 4.
Post qualification
bidder:
verification
of
the
next
lowest
evaluated
responsive
Since the lowest evaluated responsive bidder does
not meet the qualification criteria
verification is made for the next lowest <evaluated responsive bidder M/s. D
Construction Company , who is incidentally the lowest" evaluated n, bidder in
t evaluated
Package 14 . Hence as per Clause 4.5 C of ITB, fthe ‘lowest evaluated responsive bidder
(j■ this Package (12) must demonstrate having experience l
and resource
dficient to
meet the aggregate of the qualifying criteria for the individual
contracts ie. (Pa^Kages
12 and 14)
SLNo, Clause.^
Reference
1
4.5 A(a)
Minimum,
Qualification
required for
Package 12 & 14
uualificaLioRjQl_iriQ_
Annual financial
turnover:
Pkg. 12: 4.0 M
Pkg. 14: 4.4 M
Rs.7.7 M at 90-91
Bidder satisfies
price level ie.
this criteria.
Rs.11.3 M at 94-95 '
price level
Total
2.
4.5 A(b)
lowest bidder
Remarks
: 8.4 M
Satisfactory
Works completed
completion of
one similar work:
Pack. 12: 1.6 M
Pack. 14: 2.2 M
Total
: 3.8 M
1. Rs.1.8 M 92-93
2. Rs.2.7 M 93-94
Value of works
completed at
94-95 rates:
Rs. 5.2 M
Bidder satisfies
this criteria.
NOTE: The above illustration is for a work valued less than Rs. 3 million where only two
criteria is specified. In cases of works valued over Rs. 3 million where additional
criteria is specified, similar assessment should be due for all the criteria specified in
the document.
The experience of the Bidder in his name has only been considered. Sub-contractors’
experience ‘have not been taken into account in determining the Bidder’s compliance
with the qualifying criteria.
15.
Check for
Bid
capacity:
The assessed Bid capacity of the lowest responsive bidder is computed
as follows:
Assessed available Bid Capacity = (A*N*2 - B)
A=
Maximum value of civii engineering works executed in any onn of the ’ast five
-8-
Model ER/ CW-POST
years ie.Rs.11.3 M at 1994-95 rates;
N~
months' °0 TS3'5 PreSCr'bed 'Or the comP|e,ion of w°rks of this package ie. 9
B =
Value at 1994-95 price level of existing commitments
completed in the next 0.75 years ie. Rs.62 M
Assessed available Bid Capacity = 11.3*0.75*2 - 11
The proposed contract value of the Packages
and on-going works to be
Rs.12.75 M
12 and 14 is Rs.5.2+5.6 = 10.8 M.
Hence the assessed Bid Capacity is more than
f
the proposed value of the contracts to be
awarded. Thus the second lowest evaluatedJ responsive bidder for Package 12 -M/s. D.
Construction Company satisfies the Bid Capacity criteria also.
The bid of M/s. D Construction Company is thus determined to be substantially
responsive to the bidding document and has offered the
second lowest evaluated bid price.
It is eligible in accordance with Clause ~ J IT3 and meets the
----- ...j qualification requirements
prescribed in Clause 4 of ITB
16.
Recommendation:
The Government of XXX has awarded the contract for Package 12 to the second lowest
U«der M/S’ D Construc,ion Company. The bid amount is
period of 60 days' Theaward hVbeenma^'weirw'Z
tte discount was not considered for evaluation, being conditional, it has been availed
as
be.|.he '<T!St r.esPonsive qua’ified bidder. The bid amount is
(after availing of the discount of
one percent offered by the bidder) with
the following important features of the bid.
of
Rs.52,03,705
Mobilization advance (5% of contract value) - Rs.58,797'
Equipment advance (10% of contract value) - Rs. 1,17,594;
Initial Performance security
(5% of contract value plus additional
security
for unbalanced bids) Rs.2,60,185 + 45,870 = 3,06,055;
Retention money
6% of the gross amount of each running bill
subject to a maximum of 5% of the contract
amount.
Stipulated period of completion
9 months inclusive of rainy season ; and
Bid validity
October 14,1994.
We seek the no-objection of the Bank
r the final Contract as awarded.
Signature
. encl: Annexures I to VI
-9-
of
the
Evaluating
Officer
Model ER/ CW-POST
[W]
*
FORMAT FOR SEEKING BANK’S CLEARANCE FOR
REJECTION OF BIDS AND REINV1TAT1QN
1
Credit/Loan Number
2
Name of the Project
3
Name of the sub-Project
4
Package No.
5
Description of works
6
Estimated cost (Slate also the year of Schedule ol
Rates on which the estimate is based)
7
Publication of IFB
Name of Paper
(Give names of News papers and dales of Publication)
I
Dale of Publication
2
3
8
Date the documents were made available lor sale
9
Date of bid opening
10
Number of bids received
11
Bids rejected as non-responsivc
SI. No.
Name of Bidder
Bid Price
From
To
Brief reasons for rejection
1
2
3
12
List of substantially responsive bids showing
Name
ranking
1
Bid Price
2
3
13
List of bids which meet the specified minimum
Name
qualification criteria
I
2
3
If all bids are noii-rcs^onsive as per SI. No. II
13, skip Io SI. No. 16.
Bid Price
-2-
14
If the bids arc being proposed for rejection due to
higher rales, furnish the following information:
(a)
Did you update the estimates for the current
market rales for labour and materials (cement/
steel etc.) and actual leads of materials?
(b)
If yes, indicate the updated cost along with
break-up for each factor considered.
(c)
Did you identify the item or items which
contributed to the major variation over the
updated estimates?
(<D
Did you seek claril'icalion including breakdowns
of unit rales for the items so identified? If yes,
what arc die reasons indicated by the bidder and
what is your determination on them?
15
Arc there any other reason for rcjcction/rcinvilation?
If so, slate in brief:
16
RECOMMENDATION BOR REJECT1ON/RE1NVITATION OB BIDS
(a)
In your view what are the reasons for high
bid prices? (Please list.)
(b) What measures you propose to lake to ensure
belter competition and receive competitive bid
prices in such reinvilalion?
(c)
17
Do you propose any revision in the scope of
work/change of specificalion/sizc of bid Package
for such rcinvitalion? If yes, please list your
proposal along with reasons.
GENERAL
(Any olher rdcvanl information in support of your
recommendation)
Signature
Name
Designation
Dale
[
■S
May 31, 1995~]
SUGGESTED FORMAT OF KIP EVALUATION REPORT FOR
GOOPS & EQUIPMENT (ICD)
Scope of contract and approximate cost:
1.
Outline brief description of Goods and Services covered by the bid invitation.
Compare the project cost estimate with the actual cost of the proposed contract with explanation for
difference.
Bidding document:
2.
Briefly discuss and indicate:
Details of approval by World Bank/Government
Variations from the approved document, il .my
Specifications (Approval reference, if any)
Requirement of acccssorics/sparcs, il any
Delivery requirements
Important bidding conditions such as:
(Do not repeat the condition: briefly rclcr to them.)
price adjustment
loading for:
(a)
(b)
(c)
(d)
delivery schedule
payment schedule
performance and productivity
operating and maintenance costs
domestic preference
[Enclose copy of bidding documents and amendments if any, if not sent earlier (Annex I)]
3.
Bid invitation process:
Furnish the following details:
Date of publication of General and Specific Procurement Notice in UN Development Business
- '
* Bid invitation advertisement in national News papers and dates of publication
Date of issue of bid invitation to embassies
Period in which the bidding documents were made available for sale
Number of firms who purchased the bidding documents and their nationality
Dale of closing and extensions, if any
Pre-bid conference (date, place and attendance), minutes of meeting and resulting amendments, if
any and
Dale and time of public bid opening, attendance, highlights of (he bid opening meeting etc.
BLii/lCB/EQPT
2
[Enclose copies of Bid Invitation, Prebid minutes, copy of amendments issued and minutes of bid opening (Annexes
II. Ill, IV and VI)
4.
Bid response:
Stale number of offers received and (he nationality
Furnish details of offers recei ved along with comments on bidder’s classification of bids :
In Time
Group
Late
Total
Comments
A
B
C
Total :
Continent on the response (too lew, expected number, more than expected, and reasons thereof)
Convert bid prices to Indian Rupees
(indicate exchange rales used and source — Annex VI)
Furnish Table of bid prices as read out al bid opening:
Name of bidder
SI.No
Nationality
Bid price
Bid price
as quoted
and read out
in Rupees
5.
Clarifications sought and responses received, if any, after bid opening:
6.
Preliminary examination of bids:
Remarks
Discuss preliminary examination for eligibility, arithmetical errors, completeness, legal validity, bid
security and substantial responsiveness to commercial and technical aspects of bidding document
List arithmetical errors and corrected bid prices
List reservations if any of Group A bids to the note on deemed export benefits (Clause 11.2 of ITB) and
discuss responsiveness of such offers.
Furnish details of all bids in Anncxurc - VII.
Listlhc bids rejected as non-rcsponsivc al this stage.
SI, No
. 7.
Name of bidder
Bid price
Brief reasons
Evaluation of substantially responsive bids:
BER/ICB/EQPT
3
State evaluation criteria, methodology cross referencing to bid documents, assumptions, if any, made in
evaluation (Annex VIII).
Discuss briefly offers and adjustments, if any :
commercial aspects:
omissions
inland transportation
delivery schedule
deviation in payment schedule
spare parts
operation and maintenance
performance and productivity etc.
Technical aspects:
efficiency
productivity
training etc.
Prepare evaluation table showing all adjustments and ranking as under.
Group
Rank
A
I
2
3
B
1
2
3
C
1
2
3
Name of bidder/
Manufacturci/Aeent
Evaluated For
destination price
in Rupees
(Details in AnnexTX)
Brief discussion of offers:
Group A
Group B
Group C
Determination of the lowest evaluated responsive bidder from Groups A and B.
Discuss application of domestic preference with justification of domestic bids' eligibility for preference
and the level of prevailing import duties on the goods.
Bl-R/ICli/EQPT
4
/
/
/
Determination of the lowest evaluated responsive bid from Groups A, B and C for award by taking into
account domestic preference.
Post qualification:
8.
Stale criteria, if any, outlined in the bid document.
Discuss actual qualification of selected bidder to demonstrate whether the selected lowest evaluated
responsive bidder is qualified to satisfactorily perform the contract. (If the determination is regative,
lowest bid will have to be rejected and the next lowest evaluated bid considered for a similar
determination of bidder's capability to perform satisfactorily.)
(Details in Annex X)
9.
Recommendations:
Furnish important features of recommended bid such as:
Bidders name
Model, quantity and total bid price for:
basic machine
list of tools
list of special accessories
list of 2 years maintenance spares
Source of origin
Payment terms
Agency commission
Delivery
Inspection
Insurance
Freight
Performance security
Specifications
Other important terms and conditions
Date of expiry of validity of the selected bid.
(Enclose contract information sheet of selected bidder. Annex XI)
Signature of Evaluating officer
Approval of competent Authority
BER/ICli/EQPT
5
Enclosures (enclose only those which were not lot warded earlier):
1.
Copy of bidding document (Annex I)
2.
Copy of bid invitation and press advertisement (Annex II)
3.
Prebid minutes (Annex III)
4.
Copies of amendments issued (Annex IV)
5.
Minutes of bid opening (Annex V)
6.
Currency exchange rale as published by competent aulhoiity (Annex VI)
7.
Details of assessment ol bids (Annex VII)
8.
Assumptions made in evaluation (Annex VIII)
9.
Evaluated bid prices of offers (Annex IX)
10.
Details of post-qualification (Annex Xj
11.
Contract information of selected bidder (Annex XI)
BER/1CB/EQPT
6
Annex VU
Assessment of Bids
S.No.
Nuinc uf bidder
Manufaclurer/Agcnl
Indian Agent
Classification A/B/C
(value added details to be mentioned here)
Model offered
Bid price
and
currency
FOB
C & F
CIF
FOR
Credentials
Commercial .»^cssment
Technical assessment
Decision on responsiveness
with reasons
(repeal for each bid serially)
Btt/ICB/EQPT
7
Annex VIII
Brief det nils of Assumptions made in Evaluation
a)
b)
c)
d)
BER/iCB/EQPT
8
Annex IX
Pave 1 of 2
Competitive Statement of Responsive Offers
Items
Bidder's Name
Price
Bidder's Name
Bidder's Name
(Groups A and B separately)
Cost per unit (in Rs.)
i)
Ex-factory price
GIF price
ii)
Excise duly, if any
iii)
Packing A forwarding
charges
iv)
Inland freight
v)
Insurance
vi)
Other charges, if any
vii)
FOR destination as quoted
viii)
No. to be supplied
ix)
Total FOR destination
cost as quoted
x)
Delivery time loading
xi)
Payment terms loading
xii)
Olhcrdoading
xiii)
FOR Destination final
price as evaluated
xiv)
Ranking
---amr^r
1 0
Annex XI
Details of Recommended Offer
Name of Bidder
S.No.
Name of llcm
1.
Basic item
2.
List of Tools
3.
List of special
accessories & spares
4.
List of spares for 2-
SmilkiHioii
or Part No.
U11H
QiXx
Riilt
Value
year maintenance
Total Cost
/jj: BER/G&E/ICB
BER/GS.E/ICB
[
April |6, 1995
^UliVl^JHLJLORA
EVALUATION REPORT FOR
OOODS^-EIIUIPMENIL aCB)
1.
Scofx: ol contract and appioxmialc cost:
Outline bnel dcsciipimn (>| Goods and sciviccs covcicd by the invitation.
Furnish estimated cost al Hie time of appraisal and the actual cost for the proposed contract
2.
Bidding document:
Briefly discuss and indicate:
Details of approval by World Bank/Govt.
Variations from the nppiovcd document, if any
Specifications (approval rcfcrrcncc, if any)
t
Requirement of accessories/spares, if any
Delivery requirements
Important bidding conditions such as:
price adjustment
loading for
(a)
(b)
delivery schedule
(c)
|>crlormance and productivity
o|>cra(ing and maintenance costs
(d)
payment schedule
[Enclose copy of bidding documents and amendments if any. it not sent earlier (Amiexurc 1)J
3.
Bid invitation process: Furnish the following details:
Dale of publication ol general procurcmenl notice
Bid invitation advertisement in national News papers and dates of publication
Period in which the bidding documents were made available for sale
Number of firms who purchased the bidding documents and their nationality
Dale of closing and extensions, if any
Pre-bid conference, minutes of meeting and resulting amendments, if any
. ./ /
Date and time of public bid ojiening, allcndence, highlights of the bid opening meeting
‘
[Enclose copies of Prebid inmulcsfAimcxurc 11) and minutes of bid opening (Annexure III)]
4.
: 'i. ™
’’j'*?
''
Bid response:
Slate number of offers received and die nationality
Furnish details of offers received:
BER/G&E/LCB
.r-
2
i
(i) In lime
(ii) Late
Total
Furnish Table of bid prices as read out at bid opening:
IS>11 nc ol biddci
5.
Clarifications obtained, if any
6.
Preliminary examination of bids
B kLidjh- itb re ad um
Rvinai kb
Discuss preliminary cxaminalmn for arilhnictical errors, completeness, legal validity bid
d^umentand SUbSla""al rcsl’0,,sivcness
commercial and technical aspects of bidding
List arithmetical errors and corrected bid prices
Furnish details of all bids in Annexure IV.
List the bids rejected as non-responsive
SL No,
7.
Name of bidder
IIkLpu^
Brief reasons
Evaluation of substatially responsive bidders:
State evaluation criteria, methodology
cioss referencing to bid documents, assumptions, if any, made
in evaluation (Annexure V).
Discuss briefly offers and adjustment, if any, for:
Commercial aspects:
o
omixNioiiN
o
inland transixirlalion
o
delivery
o
deviation in payment schedule
o
spare parts
o
operation and maintenance
9
performance and productivity etc.
Technical criteria:
o
efficiency
o
productivity
BER/G&E/LCB
•r
9
r
•
i-*’
3
t
o
training etc.
Prepare evaluation (able showing all adjuslmcnls and tanking as under:
Kjiiik
Lyahtakd FOR
destination price
Manutacluici/Aecni
I
2
3
(Details m Aiincxuic VI)
Brief discussion of offers
Determination of (he lowest evaluated responsive bidder
8.
Post qualification:
State criteria, if any, outlined in the bid document.
Discuss actual qualiltcalion of selected bidder to demonstrate whether (he selected lowest evaluated
demonstrate whether (he selected lowest
loXTbTd
‘X^rt'r1110
PC,rOr"‘ ‘hC C°ntraCL (lfll'C dc“:rlni““^n negative,
lowest b.d will have to be rejected and the next lowest evaluated bid considered lor a similar
determination ol bidder’s capability to perform satisfactorily.)
(Details in Annexure VII)
9.
Recommendations:
Furnish important features of recommended hid such
o
Bidders name
o
Model, quantity and total bid price for:
as:
basic machine
list of tools
list of special accessories
list of 2 years maintenance spares
o
Source of origin
o
Payment terms
o
Agency commission
o
Delivery
o
Inspection
o
Insurance
o
Freight
o
Pcrfonnancc security
o
Specifications
o
Other important terms and conditions
BER/G&E/LCB
r
4
Dale of expiry of validity of the selected bid
(Enclose contract information sheet of selected bidder, Annexure VIII)
Signature of Evaluating officer
Signature of competent Authority
HKR/G4.K/LCB
.
I
r
5
Anncxure IV
Assc^sinviii of Bids
S.No.
Name of bidder
Manufaclurcr/Agent
Model offered
Bid price
CrcdeiKiuh
Commercial assessment
Technical assessment
Decision on responsiveness
with reasons
(repeat for each bid serially)
ber/g&e/lcb
-A’
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i
6
Annvxurc V
Brief details yf Assumptions macle in Evaluation
a)
b)
c)
d)
ber/gwlcb
•.O’
.4 /; •:
■
,v
'A'-
J-
7
Anncxure VI
■Compnrative ShUvincnt of Kesiwnsivc Offers
lie ma
1’1 ICC
Biddei a Name
Biddci 's Name
Bidder's Name
Coal |>cr unit (in Km.)
i)
Ex factory price
H)
Excise duly, if any
iii)
Packing & forwarding charges
iv)
Inland freight
v)
Insurance
vi)
Other charges, if any
vii)
FOR destination as quoted
viii) No. to be supplied
ix)
Total FOR destination cost
x)
Delivery lime loading
xi)
Payment terms loading
xii)
Other loading
xiii) FOR Destination final
evaluated price
xiv)
Ranking
BER/G&E/LCB
3:7;
:
*
■
8
Aniirxm v _Y111
Details of Rccoiiiiiiemted Offer
Name of Bidder
SI.No,
Name qI item
5pec11 ication or
Urnl
QLX
Rale
Value
LaH NOx
I.
Basic ilem
2.
Lisi of 't ools
3.
Lisi of special
accessories & spares
4.
List of spares for 2ycar maintenance
Total Cost :
:jj/ HER/Gi.E/LCH
RER/C.S.E/LCB
«
PROCUREMENT
CHECKLIST FOR PREAWARD REVIEW OF O
RACTS FOR GOODS AND EQUIPMENT
1.
Name of the Project
2.
Procurement Package Number
3.
SAR reference
4.
Description of Goods
5.
Estimated cost of Goods
6.
Stipulated time of completion
7.
Type of contract
ICB/LCB
8.
Whether the bidding document was
cleared by the Bank?
If yes, When? Give reference
Yes / No
9.
Date of invitation of bids
10.
•When the bid notice was sent to represcniauvcs
of member countries?
11.
•When the bid notice was published in
UNDB?
12.
Publicity :
(National press - name and date of
publication)
Rs
lakhs
(in months)
1
2
3
13.
Dates when the bidding documents were made
available for sale (ICB - 45 to 90 days/
LCB - 30 to 90 days)
14.
Number of bidding documents purchased
by prospective bidders
Domestic
Foreign
15.
Prebid conference held on
(Schedule it at about 2/3rd of bidding time)
16.
Date of clearance of prebid conference
minutes by the Bank
17.
Last date of receipt and date of opening of bids
(both should be the same)
18.
Number of bid* received
Domestic
Foreign
19.
Date of clearance of award by the Bank
(No objection cable)
* To be filled for all ICB contracts only.
From
to
2
20.
21.
Award amount as cleared by the Bank
Amount of contract *
22.
Date of signing of the agreement
23.
Contract number
24.
Name and nationality of the supplier
25.
Whether the contract includes price
adjustment clause ?
26.
Date of start
27.
Stipulated time of completion
28.
Performance security
Currency
Amount
Currency
Amount
i cs / No
%
a) Amount in the currency of contract
b) Warranty period
c) Stipulated lime of completion plus
warranty period
d) Has the successful bidder furnished the
performance security in an acceptable form
in the specified currency as stinulatcd in the
bidding document valid upto the end of
warranty period? Indicate
i)
Form
ii)
Amount
iii)
Validity
29.
Reasons for delay, if any, in forwarding the
conformed copy of the contract
(contract, along with the checklist, should
be forwarded to the Bank within ten days
of signing of agreement)
30.
Any other remarks (attach sheet, if necessary)
Signature ..
Name
Designation
Date
‘ Clarify reasons for variations if any from the value as cle^Tby the Bank vide S.No.20
PROCUREMENT
CHECKLIST FOR POST-AWARD REVIEW OF CONTRACTS
FOR GOODS AND EQUIPMENT
1.0
GENERAL :
1.1
1.2.
Name of Project
Procurement Package Number or SAR Reference
1.3
Description of Goods
1.4.
Estimated cost of Goods
1.5.
Stipulated period of completion
1.6.
Whether the method of procurement adopted
is in accordance with the Project Agreement
2.0
2.1
lakhs
Rs
from the rl-.x of award)
li) ICP / LCB
i) Yes/No
BIDDING DOCUMENT :
Whether bidding document used for this work
is according to the standard model? :
2.2
Cleared with Bank ?
Yes/No
If no, list the deviations from standards:
1
2
3
2.3
Yes / No
Whether price adjustment clause provided?
(Provide when period of completion is more
than 12 months)
2.4
Bid Security
a) Whether the guidelines have been followed in
fixing the Bid Security ? If no, give
reasons.
b) What is the percentage/amount?
(No exemption should be permitted to any
bidder oc any class of bidders)
Yes / No
%
Rupees
2.5
Whether any preference on price or other conditions
allowed in the bidding document/award to any bidder
or class of bidders? If yes, list the preferences.
(No preferential treatment should be given to
any bidder or class of bidders either for price or for
conditions unless specifically cleared with the
Bank and stipulated in the Project Agreement)
Yes/No
2.6
Docs the bidding document provide for advances?
If so. give details.
Yes / No
What is the interest rate on advances?
Rs
2
Specified performance security in the
bidding document
2.7
Percentage
%
Rs
2.8
Cost of bidding documents
3.0
BID INVITATION AND ISSUE OF BIDDING DOCUMENTS:
3.1
Whether the bids for this item(s) were previously
rejected and are being reinvited? If yes, whether
Bank's clearance was obtained? Give reference
(Bids should not be rejected without Bank's prior
consultation - ref. para 2.60 of Procurement
Guidelines)
3.2
Date of invitation of bids
3.3
Publication of NIT.
(give names of national newspapers and date
of publication)
Yes / No
1
3
3.4
Dates when bidding documents were made
available for sale: (should generally be
30 to 60 days; if not, specify reasons?)
from
4.0
PRE-BID CONFERENCE
4.1
Date of pre-bid conference
(Schedule it at about 2Z3rd of
bidding time)
4.2
Whether pre-bid minutes were cleared with
the Bank? If yes, when?
Yes / No
Was any amendment issued after pre-bid
conference?
Yes / No
Whether minutes of prcbid conference and
amendment transmitued to all the prospective
bidders
Ycs/No
4.3
4.4
5.0
SALE AND RECEIPT OF BIDDING DOCUMENTS:
5.1
Last date of receipt of bids and the date of
opening of bids. (Both should be the same)
5.2
No. of documents purchased by prospective bidders
5.3
No. of bids received
to
«O
*
3
6.0
EVALUATION
6.1
Has award been made to the lowest responsive
bidder who satisfies the minimum qualification
criteria specified in the bidding document (Give rank
lowest.or second lowest or third lowest, etc.)
6.2
Give reasons for ignoring lower offers if the
lowest bidder is not awarded
6.3
Are you satisfied that he has the
appropriate standards of capability
and financial resources to execute
’he supply as required on the basis of
informauon furnished? Comment Briefly.
6.4
Is the award to the lowest responsive bidder
conditional? (Refer para 2.58 of Procurement
Guidelines)
Yes / No
6.5
Were any negotiations held with the bidders after
opening of bids? Of yes, was Bank’s clearance
obtained before negotiations and When ? If Bank’s
clearance was not obtained. Why ?)
(Bank does not favour negotiations)
Yes / No
6.6
Whether the award was made within initial
period of bid validity?
Yes / No
i)
i>)
Yes / No
If no, list all reasons for delay and give
a)
date of opening
b)
date of award
If extension of bid validity was sought,
was that done from all bidders and not
from the lowest alone?
7.0
AWARD OF CONTRACT :
7.1
Name of Supplier
7.2
Date of award of contract
7.3
Date ot signing of contract
7.4
Contract value as awarded
7.5
Contract number and date
T-.6
Date of stan
7.7
Stipulated time of completion
Yes / No
4
8.0
PERFORMANCE SECURITY :
8.1
Specified warranty penod
months
8.2
Stipulated time of completion plus
warranty period
months
8.3
Has the successful bidder furnished performance
security in an acceptable form in specified
currency as per conditions of contract valid until
the end of the warranty period?
If so, indicate
a)
b)
c)
Yes / No
Amount in the currency
of the contract
Form
Validity
(Attach copy of instrument)
9.0
ENCLOSURES :
9.1
Have the following been enclosed ?
i)
ii)
iii)
iv)
Minutes of prc-bid meeting
Complete item rate comparative
statement
Note leading to recommendations
for the award (evaluation report)
One conformed copy of signed agreement
10.
Reasons for delay, if any, in forwarding the
contract agreement. (The agreement should
be forwarded for post review of the Bank within
ten days of signing of the agreement with all the
enclosures)
11.
General :
Yes / No
Yes / No
Yes / No
Yes / No
(Any other relevant information concerning
the above piccurement)
Signature....
Name
.
Designation
Date
•1
JOccot>er 3, 1994
CL/Posc-Avard/GtE
HIRING OF CONSULTANCY SERVICES
CHF.fK LIST FOR PRIOR REVIEW OF CONSULTANCY CONTRACTS
1.
Name of Project
2.
Crcdit/Loan Number
3.
Type of Consultancy Assignment
Prcinvestment Studies/ Preparation
Scrviccs/Implcmcntalion Services
4.
Whether the terms of reference have been
reviewed and cleared with the Bank ? If yes,
give reference
Yes/No
c
Whether a short List of die consultants/
consultant firms has been drawn and
cleared with lit. bank? (The short list
should indeed be short and prepared
through clients knowledge of consultant/
consultant firms cidicr from various
working experience, from meeting their
representatives or from references from
other clients, Bank, etc. Normally this
should not be less than three and more
than six .)
Yes/No
Give the names of shortlisted consultants.
6.
Whether the draft letter of invitation
along with draft contract is as per standard model
and was reviewed and cleared with the Bank?
If yes, give reference
7.
Date of invitation of proposals
8.
Last date of receipt of technical proposals
(45 to 60 days from date of invitation)
9.
Wb?thcr the technical proposals were
evaluated and cleared with the Bank?
If yes, give inference.
10.
What is thcjcsult of evaluation .Give
list of consultants with ranking
11.
Whether the negotiations were held
with the best technically ranked firm
*
Yes/No
Yes/No
Yes/No
I
and draft contract finalized? If yes,
When? Give dales. If the contract is not
finalized with the best technically ranked
firm, with whom has the contract finalized?
Give reasons.
12.
Whether the draft contract negotiated
with the selected firm was reviewed
and cleared with the Bank. If yes, When?
Give date
13.
Name of consuliam/consuliani firm
14.
Date of Award of the contract
15.
Date of signing of the contract
16.
Contract value as awarded :
17.
Contract number and date :
18.
Stipulated period of completion
19.
Enclosure:
(one copy of the final contract with Appendices)
Ycs/No
Currency/ Amount
Signature:
Name:
Designation:
Date:
September 1994
V
I
/
HIRING OF CONSULTANCY SERVICES
CHECK LIST FOR POST AWARD REVIEW OF CONSULTANCY CONTRACTS
1.
Name of Project
2.
Credit/Loan Number
3.
Type of Consultancy Assignment
Preinvestment Studies/ Preparation
Serviccs/Implementation Services
4.
Whether the terms of reference include the
following? (answer each of the lollowing
separately)
Yes/No
i)
ii)
iii)
iv)
v)
vi)
Concise statement of objective:;
Outline of tasks to be carried out
Schedule for completion of tasks
Support/inputs to be provided by the employer
Final outputs required from the consultant
Review procedures
5.
Whether the terms of reference have been
reviewed and cleared with the Bank ? If yes.
give reference
Yes/No
6.
Whether the cost estimate has been prepared and
advised to the Bank? If yes, indicate value. (Cost
estimate, or budget, should be based on borrowc;
perception of the assignment requirements in terms
of level and type of personnel, period to be spent
in the field and in the home office, physical inputs
and other items required for the services.)
Yes/No
Whether a short list of the consultants/
consultant firms has been drawn and
cleared with the Bank? (The shon list
should indeed be short and prepared
through clients knowledge of consultant/
consultant firms either from various
working experience, from meeting their
representatives or from references from
other.clients. Bank, etc. Normally this
should not be less than three and more
than six.)
Ycs/No
Give the names of shortlisted consultants.
■ -iy .«
•
8.‘
Whether the draft letter of Invitation with
draft or contract according to the Standard
cleared with the Bank?
Yes/No
If noi/reasons thereof
9.
Date of invitation of proposals
Yes/No
10.
Last date of receipt of technical proposals
(30 to 60 days from date of invitation)
Yes/No
11.
Whether the technical proposals were
evaluated as per criteria set out in the Lcucr of
invitation.
Yes/No
12.
What is the result of evaluation? Give the list of
consultants with ranking.
13.
Whether the negotiations were held
with the best technically ranked firm
and draft contract with Appendix finalized?
If yes. When? Give dates. If the contract is not
finalized with the best technically ranked
firm, with whom has the contract finalized?
Give reasons.
14.
Name of consul tan (/consul tan t firm
15.
Date of Award of the contract
16.
Dale of signing of the contract
17.
Contract value as awarded :
18.
Contract number and date :
19.
Stipulated period of completion
20.
Enclosure:
(one copy of the final contract with Appendices)
Yes/No
Currency/Amount
Signature:
Name:
Designation:
Date:
•
:
- Media
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