Procurement Policy Office

(Established under section 4 of the Public Procurement Act 2006)

Ref: WG/EG38/05-14

Evaluation Guide (Works and Goods)

Procurement Policy Office

Ministry of Finance and Economic Development
Port Louis
22 May 2014
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AMENDMENTS TO DOCUMENT DATED 22 May 2014

Section II: Bid Evaluation Process (Goods and Works)

Clause 2.5 (b)-K (Amended)
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Foreword

This Guide has been prepared pursuant to section 7(b) of the Public Procurement Act 2006. It
is meant to assist in the evaluation of bids for procurement of goods and works, and
prequalification of contractors.

Those wishing to submit comments or suggestions on the Guide or to obtain additional

information on procurement in Mauritius are encouraged to contact:

The Director
Procurement Policy Office
Ministry of Finance and Economic Development
Level 8, Emmanuel Anquetil Building, Port Louis, Mauritius
Tel: No. (230)201-3760 & Fax: No. (230)201-3758
Email: mof-pposecretariat@mail.gov.mu

© First published by the PPO 2012

This work is copyright. Apart from any use permitted under the Copyright Act 1997, no part may be
reproduced without prior written permission from the Procurement Policy Office (PPO) of Mauritius.
Requests and inquiries concerning reproduction and rights should be addressed to the Director of the
PPO, level 8, Emmanuel Anquetil Building, Port Louis, Mauritius.

A digital version of this document is available at PPO’s web site: http://ppo.gov.mu.

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How to use this Guide

1. This evaluation Guide provides step-by-step procedures for the evaluation of bids
solicited through International Competition Bidding, Restricted Bidding as well as for National
Competition Bidding. This Guide refers to procurement of works and goods, and
prequalification of contractors. In all instances, the bidding and evaluation procedures described
in the Instructions to Bidders (ITB) and other sections of the actual bidding document should be
followed. In case of ambiguities or discrepancies between this Guide and the Bidding document,
the provisions contained in the latter will prevail.

2. Bidding is conducted using the Standard Bidding Documents (SBDs) issued by the
Procurement Policy Office (PPO) or other Bidding Documents customized with the approval of
the PPO where the available SBDs are not appropriate for certain type of procurement.
The SBDs currently available cover the procurement of:

a) Goods(SBDG);
b) Works contract for amounts up to Rs 400M (SBDW) without prequalification;
c) Works contract for amounts up to Rs 100M(SBDMW) ;
d) Large or Complex Works (SBDLW) with or without prequalification;
e) Design-Build and Turnkey (Single and Two Stage);
f) Non-consultancy services;
g) Supply and Installation of Information Systems;
h) Security services; and
i) Cleaning services;

New SBDs are issued when needed subject to an initial trial period.

3. Although each of the SBD is different, the ITBs are very similar, particularly for the
SBDG, SBDLW, SBDW and SBDMW, the most widely used documents for goods and works.
The standard forms and the guidance described in this document are based on those ITBs, as well
as on the respective Bid Data Sheets (BDSs), that also provides contract specific information.

4. For the purpose of this Guide, Procuring Entity refers to Public Body as defined in the
Public Procurement Act.

5. Readers should note that evaluation and the resulting report need not necessarily be
lengthy. Procurement of off-the-shelf goods can usually be quickly and easily evaluated. In
general, the complexity of evaluation lies with larger works, specialized goods items and with
Design-Build and Turnkey projects. The forms should invariably accompany the evaluation
report, but they may be adapted to suit specific requirements of the bidding documents. The
report should include a number of attachments to explain details of bid evaluation or to show
specific controversial wording or numbers in a bid. Cross-referencing should be used
extensively, as well as references to pertinent clauses in the bidding documents.
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6. The Bid Evaluation Reports contained in the annexes to Section II and III are samples for
procurement of works and goods and prequalification of contractors that may be adapted to suit
specific situations. Readers will appreciate that they are structured in such a manner so as not to
miss any step of the evaluation process as defined in the Guide and to provide all relevant
information that are essential for decision making in the award of contract.

7. Special mention should be made of contracts that group together (“package”) smaller
contracts (“lots”—also called “slices” or “items”), which may be awarded as a package to one
bidder, or as sub-packages of one or more lots to several bidders. In such instances the bid
evaluation is to be done separately, including any allowances for domestic preference, for each
lot, subject to any cross-discounting.

8. Public Officers should study the evaluation forms and the Guide during project
preparation, as a supporting document in order to assess the managerial and administrative
conditions needed for prequalification and bid evaluation.

9. The Appendices attached to this guide are samples of additional forms that may be useful
for preparing records during Bid Opening, Tables for Price Comparison, Salient Features in
Technical and Commercial substantive compliances, Eligibility criteria etc..
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Table of Contents
Page

Section I Evaluation of Applicants for Prequalification 8

Section II Bid Evaluation 44

Appendices 96
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Contents

Section I –Evaluation of Applicants for Prequalification ....................................................9

1. Prequalification Evaluation Principles ......................................................................9

1.1 Purpose...............................................................................................................9
1.2 Evaluation Organization ....................................................................................9
1.3 Role of Consultants ............................................................................................9
1.4 Evaluation Schedule.........................................................................................10

2. Prequalification Evaluation Process ........................................................................11

2.1 Objectives of Prequalification..........................................................................11
2.2 Evaluation Criteria for Prequalification ...........................................................11
2.3 Evaluation Procedures .....................................................................................11
2.4 Evaluation of Joint Venture .............................................................................17
2.5 Evaluation of Subcontractors ...........................................................................18
2.6 Changes in Qualification of Applicants ...........................................................18
2.7 “Slice and Package” Contracts Evaluation ......................................................19
2.8 Relaxation of prequalification criteria .............................................................23
2.9 Conditional Prequalification ............................................................................24
2.10 Prequalification Evaluation Summary .............................................................24
2.11 Notification to Applicants (ITA 29.1) .............................................................25
Prequalification Evaluation Report Sample Forms......................................................27

Section II – Bid Evaluation ...................................................................................................45

1. General Procedures in Bid Evaluation (Goods and Works) ..................................45

1.1 Purpose.............................................................................................................45
1.2 Principles in bid evaluation ..............................................................................45
1.3 PPO's procedures under competitive bidding ..................................................48

2. BID EVALUATION PROCESS (Goods and Works) ............................................50

STAGE 1: COLLECTION OF INFORMATION .......................................................50
2.1 Basic Data ........................................................................................................50
2.2 Record of Bid Opening ....................................................................................50
2.3 Preparation of Table of Bidders and bid Prices ...............................................50
STAGE 2: PRELIMINARY EXAMINATION ...........................................................50
2.4 Completeness ...................................................................................................50
2.5 Determination of Substantial Responsiveness .................................................51
2.6 Preparation of Table of Substantive Responsiveness of Bids ..........................54
STAGE 3: DETAILED EVALUATION OF BIDS.....................................................55
2.7 Corrections and Unconditional Discounts .......................................................55
2.8 Determination of Number of Bids for Detailed Evaluation .............................56
2.9 Detailed Evaluation Process ............................................................................56
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2.10 Financial Adjustments of Bid Price for Priced deviation (Commercial

Aspects)............................................................................................................57
2.11 Financial Adjustment of Bid Prices (Technical Aspects) ................................58
2.12 Detailed Evaluation of Bids for Civil Works Contract ....................................60
STAGE 4: DETERMINATION OF THE LOWEST EVALUATED
SUBSTANTIALLY RESPONSIVE BID ........................................................62
2.13 Determination of award of Contract ................................................................62
2.14 Determination of contract amount ...................................................................63

Appendices ..............................................................................................................................97
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Section I –Evaluation of Applicants for Prequalification

1. Prequalification Evaluation Principles

1.1 Purpose
The successful execution of contracts for complex works, large buildings, civil engineering, supply
and installation, turnkey, design and build projects requires that contracts be awarded only to firms, or
combinations of firms:
(a) that are suitably experienced in the type of work and construction technology involved;
(b) that are financially and managerially sound; and
(c) that can provide all the equipment required in a timely manner.
The purpose of the evaluation is to select firms that are suitable to carry out a particular contract
prior to being invited to submit their bid.

1.2 Evaluation Organization

Public Bodies also referred to as Employer for works contract shall conduct prequalification of
bidders as applicable. To that effect, the Employer shall appoint qualified resource persons to form
part of the Evaluation Team. Any shortcoming at evaluation stage may be subject to Challenge and
Review from Applicants, resulting into re-evaluation, delays and additional cost.

The Procuring Entity, in observance of best practices, shall:

 maintain the prequalification evaluation process confidential;

 reject any attempt or pressure to bias the evaluation, including through fraud and
corruption;
 strictly apply the qualification criteria specified in the Prequalification Document
(PQD) Section III, Qualification Criteria and Requirements; and
 conduct the evaluation process on the basis of fairness and impartiality.

The personal details of the members of the Evaluation Team should be provided in the
evaluation report, i.e., each member’s name, position in the Team, the name of company/
institution they are associated to, and so forth.

1.3 Role of Consultants

When a Consultant is employed for the purpose of assisting the Procuring Entity in evaluating
applicants for prequalification and/or for evaluating bids, the Procuring Entity is required to
maintain sufficient communication with the Consultant during evaluation process. The
Evaluation Report prepared by the Consultant must be fully understood by members of the
Evaluation Team, and clarifications can be made by the Consultant to the Evaluation Team
members, if so requested. For this purpose, it is strongly recommended that the Consultant be
available to the Evaluation Team.
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In the case of difference of opinion between the Evaluation Team and the Consultant on any
important matters concerning the evaluation results, the final evaluation report must clearly state
those differences.

1.4 Evaluation Schedule

The scheduled bid invitation date should be indicated in the Prequalification Documents. The
prequalification result must be communicated to the applicants within the number of days from
the date of submission, as indicated in the “Instructions to Applicants” but in no case later than
sixty (60) days after the date of submission of applications.

The scheduled award date should also be indicated in the Bidding Documents, and any extension
of bid validity should be avoided. The Procuring Entity should complete the evaluation of bids
within the bid validity period stipulated in the Bidding Documents. The recommended validity
period should normally not be longer than one hundred and twenty (180) days in case of major
procurement contracts.
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2. Prequalification Evaluation Process

2.1 Objectives of Prequalification
Prequalification of firms is required for large or complex works contracts. This is followed by a
closed competitive bidding procedure in which only those firms meeting specified prequalification
criteria are invited to submit a bid. In line with the provisions of the Public Procurement Act of the
Republic of Mauritius, all applicants meeting the specified criteria shall be allowed to bid.
Therefore, prequalification should not be used to limit competition to a predetermined number of
potential bidders.
The prequalification procedure must be conducted in order to secure quality in the procurement.
The procedures described hereunder make references to the sections and forms contained in the
Standard Prequalification Document presently in use.

2.2 Evaluation Criteria for Prequalification

The evaluation criteria shall be as specified in the prequalification document and they should not
be changed during the Prequalification Evaluation process.

2.3 Evaluation Procedures

Stage-1, “Preliminary Examination”, is to assess the document formality required in the
Prequalification Documents for each applicant. It is necessary to confirm one by one, whether
the submitted documents and their format are in conformity with the requirement.

Applicants who are otherwise substantially responsive in their applications may be allowed to
promptly rectify minor omissions related to submission of data, information of a factual or
historical nature, to confirm their status. The information required shall be related to the
following:

(a) Place of incorporation and place of registration (for firms).

(b) Completeness of documentation: Are the applications offering all of the items and
essential information requested? Deviations to the requirements such as no presentation of
financial statements or balance sheets, or failure to present sufficient information on
financial means to meet the specified financial situation criteria may be a basis for a “fail”
mark.

(c) Verification: Attention should be directed toward deficiencies related to the validity of
the application itself. For example: Is the letter properly signed? Are the applications of
Joint Ventures signed by each partner in the joint venture? Has a copy of the JV
Agreement or Letter of Intent been signed by all JV partners and submitted with the
application?

(d) Eligibility: Is the applicant from an eligible source country stipulated in the
Prequalification Document? (See ITA 5.5). Is the applicant free from conflict of interest?
(See ITA 5.6). Has the applicant not been determined to be ineligible by the Procurement
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Policy Office (PPO) or otherwise defined in the Prequalification Document? (See ITA 5.7
and 5.8)

(e) JV requirements: Is the lead partner of the JV clearly identified and properly
authorized? Are all partners in the JV legally liable, jointly and severally, during bidding
and execution of the contract?

If the application fails in preliminary acceptance the reasons shall be clearly explained.

Stage-2, “Qualifications Assessment” is to examine whether submitted documents comply with

the qualifications criteria by using pass-or-fail assessment. In principle, an applicant is to be
disqualified if it does not satisfy anyone of the qualification criteria.

The evaluation work must be carried out by following the criteria set up beforehand in the PQD,
and the method must be based on absolute evaluation, not on comparative evaluation. The
following items are to be noted in setting up criteria and conducting evaluation.

(1) Eligibility

 Nationality
The Applicant shall be from an eligible source country as stipulated in the
Prequalification document.

 Conflict of Interest
The Applicant should not be undertaking assignments that would conflict with its
participation as bidder in the procurement process.

 Ineligibility
(a) The applicant, that has been determined to be ineligible by PPO or as per other
criteria contained in the prequalification document shall not be awarded a
contract.
(b) Applicants appearing in the debarred and cross-debarment lists issued by
African Development Bank, the Asian Development Bank, the European Bank
for Reconstruction and Development, the Inter-American Development Bank
Group and the World Bank Group shall be ineligible for prequalification.

(2) Historical Contract Non-Performance

 History of Non-Performing Contracts

Non-performance of a contract did not occur within the last number of years
specified in the Prequalification Documents, prior to the deadline for application
submission based on all information on fully settled disputes or litigation.

 Suspension based on the execution of Bid Securing Declaration

Applicants suspended based on the execution of Bid Securing Declaration or any
other ground as provided for in the Disqualification and Debarment Regulations
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may be considered conditionally prequalified subject to the findings of the

Procurement Policy Office within a reasonable delay.

 Pending Litigation
An analysis of pending litigation for the period specified in the prequalification
document may highlight any risk in its financial situation assuming that all pending
litigation will be resolved against the Applicant.

 Litigation History
An analysis of litigation history of the Applicant, for the number of years specified
in the prequalification document, may indicate the Applicant’s unacceptable
behavior in execution of contracts.

The Analysis of Litigation History (Section III-2)

1. The execution of any construction contract will normally result in the payment by
the Procuring Entity of a number of reasonable claims from the Contractor, e.g., for
defaults of the Project Manager, delays, unforeseeable ground and climatic conditions,
etc. However, some Contractors have an established business practice of bidding low to obtain
award of contract; and then flooding the Procuring Entity with excessive or frivolous
claims to increase their income. Procuring entities should be on guard against any
Contractor who habitually resorts to excessive claims, arbitration, and litigation in the
execution of contracts.

2. Applicants with a consistent and significant history of excessive contract

arbitrations and litigation resulting in awards or decisions against them should not be qualified
to bid. For the litigation history to be evaluated, applicants should be required to list all
contracts over a stated period of time (normally five years) that resulted in litigation or
arbitration proceedings, with an indication of the matters and amounts in dispute, the
parties involved, and the resolution of the dispute.

3. The criterion for rejection should be that of numerous arbitral awards or court
decisions against the Applicant in relation to awards for the Applicant, taking the
number and amount of contracts executed. As an indicative example, the occurrence of
one or two adverse cases over five years for a Contractor handling, on average, ten
construction jobs simultaneously, should not be a cause for rejection. If dispute resolution
is found to be relatively frequent in the business of the Applicant, it may indicate an
attitude of the management of the firm that could be dangerous for the Procuring Entity if
the Applicant were awarded the contract, and further investigation with previous Public
Bodies may be warranted.

(3) Financial Situation

 Financial Performance
The Applicant shall submit audited balance sheets1 or if not required by law in
Applicant’s country, other financial statements as defined in the Prequalification

1
In case of an applicant that is a parent company/corporation having capital ties with its sister companies, the
submission of its consolidated balance sheets should be required.
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Documents, for the last number of years specified in the Prequalification

Documents, to demonstrate the current soundness of the applicant’s financial
position and its prospective long term profitability.

As a minimum requirement, an Applicant’s net worth calculated as the difference

between total assets and total liabilities should be positive.

The Assessment of Financial Situation and Performance (Section III-3.1)

General Information

1 The purpose of assessing the financial soundness of the Applicants is to reassure

the Employer that the individual Applicant’s financial standing as a whole does not have
structural weaknesses that may result in the Applicant’s financial inability to perform,
and to give an indication of the scope and value of the work the Applicant would be able
to undertake. To place a detailed analysis in context, it is necessary to look at trends in
key figures over a number of years and to make comparisons of the firm’s annual activities to
the same firm’s results from previous years.

2 Because of differing international accounting practices and tax laws, published

information on the financial position of companies and financial ratios derived therefrom do
not provide a uniform and satisfactory basis to compare the financial standing of an
Applicant with other Applicants for prequalification purposes. Nevertheless, audited
financial statements or balance sheets should be sought as a general guide to the financial
situation of the Applicant. Firms owned by individuals and partnerships may not be
required to maintain audited accounts by the laws of their countries of origin. In such
cases, balance sheets should be certified by a registered accountant or as required by law and
supported by tax returns.

3 In any case, the Employer should require Applicants to provide the following
background information to support the presentation in the Information Forms:
 audited or certified financial statements for the last five years or for the
period stated in the Section III-3.2, supported respectively by audit statements or
tax returns; and
 names and addresses of the Applicant’s banker(s), as well as the names
and addresses of clients or organizations familiar with its financial standing.

4. Development of Indicators and Ratios

The financial information provided by an Applicant should be reviewed in its entirety to

allow a truly informed judgment, and the pass–fail decision on the financial position of
the Applicant should be given on this basis. To assist in this review, the indicators used
most frequently are working capital and net worth. The following table summarizes the
financial information of an example firm as would be reported by an Applicant in FIN-
3.1, as well as an evaluation by the Employer of the Applicant’s working capital and net
worth.
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EXAMPLE

Financial Information (US $ million equivalent)

Actual:
previous five years
5 4 3 2 1 0
1. Total assets 18.5 19.0 20.0 23.0 0
25.0
2. Current assets 12.0 13.0 14.5 14.0 15.0
3. Total liabilities 9.0 10.5 10.0 11.0 11.5
4. Current liabilities 7.0 6.5 7.0 7.5 7.8
5. Profits before taxes 1.4 1.3 1.3 1.4 1.8
6. Profits after taxes 1.0 0.9 0.9 1.0 1.3
7. Net worth (1) - (3) 9.5 8.5 10.0 12.0 13.5
8. Current ratio (2)/(4) 1.7 2.0 2.1 1.9 1.9
9. Return on equity % 13.7 15.3 14.0 15.0
(5)/(7 of prior year)

5 Working capital is the difference between current assets and current liabilities,
and measures the firm’s ability to generate cash in the short term. Current assets are cash
and other assets suitable for conversion into cash within one year. Current liabilities are
monetary obligations that must be paid out within the current year. To help in the
interpretation of the adequacy of working capital, the current ratio, which compares the
current assets with the current liabilities, is more helpful than a figure for working capital.
In the example, the current ratio of the firm varies from 1.7 to 2.1 over the previous five
years and the projected ratios for the next two years are also within this range. This
indicates that the firm has had a consistent record of its working capital with at least $1.7
in current assets to back each dollar of its current liabilities. Construction firms normally
have small inventories and accounts receivable are easy to collect; they can therefore
operate safely with a low current ratio. The example firm appears healthy from its
working capital point of view.

6 Net worth or net equity is the difference between total assets and total liabilities.
The net worth measures a firm’s ability to produce profits over the long run as well as its
ability to sustain losses. Although the yearly figures for the net worth indicate the growth of
the firm, the return on equity gives a better indication of the efficiency with which equity is
employed within the firm. This is obtained by dividing the annual profit before taxes by
the net worth of the previous year and expressed as a percentage. In the example, for every dollar
of equity, the firm made 13.7 to 15.3 cents during the five-year period. The example firm
shows a rather consistent net worth record.

7 Any discontinuities or abnormal features in the above indicators or ratios should alert
the Procuring Entity to potential financial problems and the need to seek expert
professional advice for further review and interpretation.
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 Average Annual Construction Turnover

Minimum average annual construction turnover of the amount in Mauritian Rupees
(or its equivalent in USD) specified in the Prequalification Documents, calculated
as total certified payments received for contracts in progress or completed, within
the last number of years specified in the Prequalification Documents.

The minimum percentage requirement given to this criterion for Joint Ventures is
detailed in section 2.4 below.

Average Annual Construction Turnover (sub-criterion 3.2)

The Applicant’s general capabilities in managing construction contracts should be related to its
record of the Applicant’s recent experience and the value of work undertaken. Experience
requirements should be stipulated as a minimum annual value of general construction work
carried out over a stated period (normally five years), calculated by applying an appropriate
multiplier to the projected annual construction rate on the subject contract. The recommended
multiplier is 1.0 for a one off contract.

Example: Estimating required minimum “Average Annual Turnover”

Subject Contract
Description : Port Facility
Estimated Cost (Including contingencies): US $ 120m
Duration: 4 years
Contract: SBDW Unit Rate

(i) Average expected annual construction billings (turnover), assuming a straight-

line projection: US $ 120 ÷4 = US $ 30m per year.

(ii) Applying the normal multiplier of 1

Required minimum turnover: US $ 30m × 1 = US $ 30m per year.

The principle of a multiplier shall apply for the award of a one-off contract but not for
the cumulative value of contracts based on rates or under Framework Agreement where
works are allocated on as and when required basis at agreed fixed rates or following mini
competitions.

(4) Experience

 General Construction Experience

Experience under construction contracts in the role of contractor, subcontractor, or
management contractor 2for at least the last number of years specified in the
Prequalification Documents, prior to the application submission deadline, and with
activity in at least nine (9) months in each year.

2
A management contractor is a firm which takes on the role of contract management as a “general” contractor of
sort could do. It does not normally perform directly the construction work(s) associated with the contract. Rather, it
manages the work of other (sub) contractors while bearing full responsibility and risk for price, quality, and timely
performance of the work contract.
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 Specific Construction Experience

(a) Experience exclusively in the role of prime contractor, in at least the number of
contracts specified in the Prequalification Documents, within the last number of
years specified in the Prequalification Documents, that have been successfully and
substantially completed and that are similar to the proposed works.

(b) For the above or other contracts executed during the period stipulated in (4)
above, a minimum construction experience, as prime contractor, management
contractor, or subcontractor, in the key activities specified in the Prequalification
Documents.

Similar Construction Experience (Sub-criterion 4.2)

Applicants should demonstrate that they have successfully carried out works, substantially
of a nature, size, value, and complexity similar to that of the contract in question. There are
two principal criteria for prequalification.

(a) The Applicant should have carried out similar works of a size comparable to that of
the package of Works for which prequalification is sought. Depending on the nature of the
Works to be bid, the requirement should be for the Applicant to have completed or
substantially completed one or more contracts each of an amount (not less than about 80
per cent) close to that of the proposed contract, over the last five to ten years.
(b) The Applicant (or a subcontractor designated in Forms ELI-1.2 and EXP4.2b)
should have performed operations of a volume, quality, and rate of execution similar to
those required for the timely completion of the subject contract. For example, where large-
volume earthmoving, tunnelling, or concrete placing is involved, the Applicant should
demonstrate experience in those operations, having performed them at the rates necessary
to meet a percentage (e.g., 80 per cent) of the estimated monthly peak and/or annual rates
required for the subject contract.
Applicants should not be required to have had direct experience in Mauritius or the region,
but only under similar climatic, geological, and other general conditions.
The Employer shall decide if the experience of the Applicant shall be accepted under only one
contract or under different contracts. The prequalification criteria shall be set accordingly. For
example, for highway construction, which includes structures such as bridges, the Applicant may
be required to have experience in construction of highways and bridges. It is possible that the
experience for these be required under a single contract (highways and bridge construction
together in a same contract) or under different contracts (a separate contract for highway
construction and separate for bridge construction) . In certain other cases, it may be necessary
to have separate contracts awarded for highways and bridges in which case the
prequalification shall be carried out separately.

2.4 Evaluation of Joint Venture

The evaluation for joint ventures is to be conducted based on the following method, as described
in Annex I, Table 4.
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(a) JV Compliance Requirements

(i) All Partners Combined
“All Partners Combined” represents the status in which all JV members shall be deemed
to be combined as “one applicant” and the JV shall be considered responsive to the
qualification requirements stipulated in the Prequalification Documents on the condition
that any members of the JV meet the qualification criteria, even though one or more of the
members in the JV fail to meet them. This JV compliance requirement is applied in the
situation where the prequalification requirements are relatively rigid and each member of
the JV is not necessarily expected to meet the criteria as long as all members of the JV
meet them as a whole.
(ii) Each Partner
Each member of the JV shall individually meet the qualification criteria stipulated in the
Prequalification Documents. This JV compliance requirement aims at ensuring a
particular level of the technical or financial capacities of all members of the JV, while
avoiding the situation where any individual member of the JV does not meet the
prequalification requirements.
(iii) At Least One Partner
This JV compliance requirement is applied when at least one member of the JV, who can
be a leading member of the JV in terms of its technical or financial capacities in executing
the contract, shall meet the qualification criteria stipulated in the Prequalification
Documents.
(b) JV Minimum Percentage Requirements
Only for “Average Annual Construction Turnover” of Financial Situation stipulated in 3.2
of Annex I, Table 4, the following minimum percentage requirements of the JV members
shall be applied;
(i) Each member of the JV is required to meet individually a particular percentage
(usually not less than 25%) of the qualification requirements.

(ii) At least one member of the JV is required to meet a particular percentage (usually
not less than 40%) of the qualification requirements.

2.5 Evaluation of Subcontractors

Only the qualifications of subcontractors in charge of key activities of the works, that have been
clearly identified in the application, may be considered in the application of an applicant if so
specified in the PQD for “Specific Construction Experience” criterion, as stipulated in 4.2 (b) of
Annex I, Table 4.

2.6 Changes in Qualification of Applicants

Any change in the structure or formation of an applicant after being prequalified and invited to
bid shall be subject to a written approval of the Procuring Entity prior to the deadline for
submission of bids. Any such changes shall be submitted to the Procuring Entity not later than
fourteen (14) days after the date of the Invitation for Bids. Such approval shall be denied if as a
consequence of the change;
 19

(a) the prequalified applicant, after the change, no longer substantially meets the
qualification criteria set forth in Annex I, Table 4, or

(b) in the opinion of the Procuring Entity, a substantial reduction in competition may
result.

2.7 “Slice and Package” Contracts Evaluation

In case of prequalification for “slice and package” contracts, the Procuring Entity will prequalify
each applicant for a maximum contract value (bidding capacity). An applicant shall be allowed to
bid for any contract within its bidding capacity. However, it may only be awarded a maximum
number of contracts for which it meets the aggregated requirements of such contract combination
(award capacity).
Single and Multiple Contract Evaluation (Slice and Package)

1.1 Single Contract Evaluation (Slice)

(a) The average annual amount of the Applicant’s past turnover on general
construction stated by the Applicants in FIN-3.2 should be equal to or greater than
that stated in Section III-3.2. If there has been a downward trend in turnover in
more recent years over the specified period, a clarification should be sought by the
evaluator with a view to a possible weighting of the more recent years in
determining the annual average (see example below).

Example:
Year Turnover US$ equivalent

($m)
1. 2003 (to end of (completed in different currencies) 20
June)
2. 2002 “ 40
3. 2001 “ 80
4. 2000 “ 120
5. 1999 “ 100

Totals: 4.5 years $360m

Average T/O p.a : 360÷4.5 = $80m p.a.

Minimum Average Requirement stated in Section III-3.2: $60m p.a.

Note: Although appearing to pass the qualifying criterion, the Applicant has only averaged
$56m/p.a. (140÷2.5) in the last two and one-half years, with decreasing turnover. In such
cases, the Procuring Entity should make a thorough investigation of the financial soundness
of the Applicant (from data submitted with FIN-3.1) and, failing a satisfactory resolution,
the Applicant could be disqualified.
 20

The particular experience on similar contracts, and minimum key production rates (number
of contracts) as stated in Section III-4.2, should be compared with information provided in
EXP-4.2a and 4.2b. The contribution of named specialist subcontractors may be a factor in
satisfying these criteria.

1.2 Multiple Contract Evaluation (Package)

Alternative I

If Applicants have applied for prequalification on more than one particular contract, the
procedure in “(1.1) Single Contract Evaluation (slice)” above may be used for evaluation by
aggregating the specific requirements for each contract, and comparing the totals of different
combinations with the information provided in relevant forms.

Alternative II3

The procedure uses the basic information supplied by Applicants to assess the threshold
limits (ceilings) for the aggregated total of contract value (or bidding capacity) for which
Applicants are considered pre-qualified by the Employer.

The information provided by the Applicant in FIN-3.2 gives the average annual turnover; this
amount is then divided by the multiplier of 1 (the multiplier may from time to time be defined by
PPO) as used by the Procuring Entity in Section III-3.2, and gives the limit of annual
capacity of the Applicant for construction on the subject contracts.

The information provided in EXP-4.2a and 4.2b regarding similar contracts and the
annual/monthly key production rates (number of contracts) may lead to a reduction of the
ceiling or condition the prequalification.

After refining the initial maximum annual contract amount in the manner stated above, it
should be extended over the duration of individual contracts, or over the average durations
for multiple contract construction, to provide an indicator of the Applicant's maximum
bidding capacity on individual or a group of contracts.

1.3 Determining appropriate aggregate requirements of the Applicant (ITA 26.3)

(a) Prequalification for one contract

N is the minimum number of contracts

V is the minimum value of a single contract in this lot and is about 80% of the estimated value
of respective Contract (Lot).

Option 1: (i) N contracts, each of minimum value V;

Or
Option 2: (i) N contracts, each of minimum value V, Or
(ii) Less than or equal to N contracts, each of minimum value V, but with total
value of all contracts equal or more than N x V;

3
A similar, simpler, procedure can be used that consists of compiling registers of contractors for different
categories of works under National Competitive Bidding procedures
 21

Example 1: if the requirement is minimum 3 contracts of minimum value of $70 million

each, the Applicants may be deemed qualified if any one of the following conditions have
been met:
 3 contracts of equal or more than $70 million each, Or
 2 contracts including 1 contract of equal or more than $70 million and 1 contract of

equal or more than $140 million, Or

 1 contract of equal or more than $210 million

The following are not acceptable:

 3 contracts of $70 million, $70 million and $45 million
 2 contracts of $70 million and $110 million
 1 contract of value $180 million

(b) Prequalification for multiple contracts

Minimum requirements for combined contract(s) shall be the aggregate requirements for each
contract for which the Applicant has applied for as follows, and N1,N2,N3, etc. shall be different
contracts:

Option 1: (i) Minimum requirements for combined contract(s) shall be the aggregate
requirements for each contract for which the applicant has applied for as
follows, and N1,N2,N3, etc. shall be different contracts:
Lot 1: N1 contracts, each of minimum value V1;
Lot 2: N2 contracts, each of minimum value V2;
Lot 3: N3 contracts, each of minimum value V3;
----etc.
Or
Option 2: (i) Minimum requirements for combined contract(s) shall be the aggregate
requirements for each contract for which the applicant has applied for as
follows, and N1, N2, N3, etc. shall be different contracts:
Lot 1: N1 contracts, each of minimum value V1;
Lot 2: N2 contracts, each of minimum value V2;
Lot 3: N3 contracts, each of minimum value V3;
---- etc.., Or

(ii) Lot 1: N1 contracts, each of minimum value V1; or number of contracts less
than or equal to N1, each of minimum value V1, but with total value of all
contracts equal or more than N1 x V1
Lot 2: N2 contracts, each of minimum value V2; or number of contracts less
than or equal to N2, each of minimum value V2, but with total value of all
contracts equal or more than N2 x V2
Lot 3: N3 contracts, each of minimum value V3; or number of contracts less
than or equal to N3, each of minimum value V3, but with total value of all
contracts equal or more than N3 x V3
----etc.
Or
Option 3: (i) Minimum requirements for combined contract(s) shall be the aggregate
requirements for each contract for which the applicant has applied for as
follows, and N1, N2, N3, etc. shall be different contracts:
 22

Lot 1: N1 contracts, each of minimum value V1;

Lot 2: N2 contracts, each of minimum value V2;
Lot 3: N3 contracts, each of minimum value V3;
----etc, Or

(ii) Lot 1: N1 contracts, each of minimum value V1; or number of contracts less
than or equal to N1, each of minimum value V1, but with total value of all
contracts equal or more than N1 x V1
Lot 2: N2 contracts, each of minimum value V2; or number of contracts less
than or equal to N2, each of minimum value V2, but with total value of all
contracts equal or more than N2 x V2
Lot 3: N3 contracts, each of minimum value V3; or number of contracts less
than or equal to N3, each of minimum value V3, but with total value of all
contracts equal or more than N3 x V3
----etc, Or
(iii) Subject to compliance as per (ii) above with respect to minimum value of single
contract for each lot, total number of contracts is equal or less than N1 + N2 +
N3 +--but the total value of all such contracts is equal or more than N1 x V1 +
N2 x V2 + N3 x V3 +---.

Example 2:
Lot 1: 1 contract (N1) of minimum value of $120 million (V1) each;
Lot 2: 2 contracts (N2) of minimum value of $70 million (V2) each;
Lot 3: 3 contracts (N3) of minimum value of $30 million (V3) each;

The Applicants may be deemed qualified if any one of the following conditions have been
met:
Lot 1: 1 contract of equal or more than $120 million
Lot 2: 2 contracts of equal or more than $70 million each
Lot 3: 3 contracts of equal or more than $30 million each

Or

Lot 1: 1 contract of equal or more than $120 million

Lot 2: 2 contracts of equal or more than $70 million, or 1 contract of equal or more than $140
million
Lot 3: 3 contracts of equal or more than $30 million, or 2 contracts of equal or more than $30
million each and total value equal or more than $90 million, or 1 contract of equal or
more than $90 million
Or

Lot 1, 2 and 3:

6 contracts of which 1 contract equal or more than $120 million, 2 contracts equal or more than
$70 million each, and 3 contracts equal or more than $30 million each, or

5 or less contracts of which 1 contract equal or more than $120 million, 2 contracts equal or
more than $70 million each, and total of all contracts is equal or more than $350 million, or

4 contracts of which 1 contract equal or more than $120 million, 2 contracts equal or more than
$70 million each, and total of all contracts is equal or more than $350 million, or
 23

3 contracts of which 1 contract equal or more than $120 million, 2 contracts equal or more than
$70 million each, and total of all contracts is equal or more than $350 million, or

2 contracts of which 1 contract equal or more than $120 million, and total of all contracts is
equal or more than $350 million,
or

1 contract equal or more than $350 million

Example 3:

Applicants to meet the following conditions:

Contract 1: 2 contracts each of minimum value $20 million
Contract 2: 2 contracts each of minimum value of $50 million
Contract 3: 2 contracts each of minimum value of $42 million
(for combination of contracts applicant shall be required to meet aggregate of the
respective requirement for each contract as above)

Alternately, Applicants may be deemed qualified if any of the following conditions have
been met:
Contract 1: 1 contract of a minimum of $40 million.
Contract 2: 1 contract of a minimum of $ 100 million.
Contract 3: 1 contract of a minimum of $84 million.(for combination of contracts
applicant shall be required to meet aggregate of the respective requirement for each
contract as above) Or
Subject to completion of :

2 contracts each of minimum for $20 million or 1 contract of minimum $40 million for
Contract 1

2 contracts each of minimum $50 million or 1 contract of minimum $100 million for
Contract 2; and

2 contracts each of minimum $42 million or 1 contract of minimum $84 million for
Contract 3, the total number of contracts completed is 6 or less for combined qualification
of all 3 contracts and total number of contracts completed is 4 or less for combined
qualification of any 2 contracts such that the total value of all such contracts is equal or
more than $ 140 million (20x2+50x2) for Contracts 1+2, $124 million (20x2+42x2) for
Contracts 1+3, $184 million (50x2+42x2) for Contracts 2+3, and $224 million
(20x2+50x2+42x2) for Contracts 1+2+3.

In all the examples above, each substantially completed contract shall be different from the
other.

2.8 Relaxation of prequalification criteria

The prequalification criteria should be applied rigidly when prequalification evaluation is carried
out. Relaxation of prequalification criteria to favor local firms (e.g., an extremely broad
definition of a “similar experience”) or the relaxation of criteria during prequalification
 24

evaluation with justification of ensuring competition is not allowed, in light of “emphasis on

quality.”

2.9 Conditional Prequalification

Applicants may not fully meet all the prequalification criteria with their initial applications.
Provided the deficiencies do not materially affect the ability of the Applicant to perform the proposed
contract, applicants should be conditionally prequalified. In this case, applicants should be notified
of the deficiencies that they must correct to the satisfaction of the Employer before submitting their
bids.

Typical circumstances for which conditional prequalification of applicants may be appropriate are,
inter alia:
 the provision of additional critical information such as cash flow which, in any case, needs
to be updated at the time the bids are submitted;
 the revision of a preliminary JV Agreement;
 proposals for subcontracting specialized elements of the Works (unless subcontractors’
qualification are to be considered for the purpose of evaluation and determination of
qualification of the Applicant); and
 questionable ability to undertake the subject contract, together with other pending
contract awards.

The prequalification process should not restrict competition at the time of bidding. Therefore, it is
in the interest of the Employer to qualify larger number of applicants. The Employer shall not
reject any Applicant, without giving an opportunity to clarify or furnish a document, when
information is lacking in the Application unless the Application has major deficiencies or most of
the critical information is lacking.
2.10 Prequalification Evaluation Summary

The Evaluation Team shall prepare a summary report on the evaluation.

(1) The summary report shall address each of the pass-fail criteria set forth in the
prequalification documents and shall include attachments and additional tables to
explain details of the individual evaluation of applicants.

(2) The summary report shall address joint venture applicants in regard to the
completeness of their documentation, domestic bidder price preference, sharing
provisions and liability of the joint venture partners.

(3) In case the prequalification evaluation includes “slice and package” requirements,
the summary shall mention the procedure used in the evaluation and show the
aggregate total of contract value for which applicants are considered pre-qualified
by the Procuring Entity.

(4) Details of conditional pre-qualified applicants should also be submitted.

 25

2.11 Notification to Applicants (ITA 29.1)

If the project is being financed by a donor, the Procuring Entity should await the donor’s “no
objection” to the proposals in the evaluation summary before notifying Applicants of its decisions.
After receiving the donor’s no objection (if needed) the implementing agency should notify each
disqualified applicant, giving an indication of the reasons for disqualification, and invite all
qualified applicants to bid.

The Procuring Entity should:

 notify each Applicant not qualified, giving an indication of the reasons for not being
qualified;
 remind a firm prequalified both individually and as member of joint ventures or as sub-
contractor that it will not be permitted to bid for the same contract both as an
individual firm and as a part of the joint venture or as a sub-contractor. However, a
firm may participate as a sub-contractor in more than one bid, but only in that
capacity. Bids submitted in violation of this procedure will be rejected;
 remind a firm and its affiliates (that directly or indirectly control, are or controlled by or
are under common control with those firms) prequalified that only one pre-qualified
applicant will be allowed to bid for the same contract. Bids submitted in violation of
this procedure will be rejected; and
 invite all qualified and conditionally qualified Applicants to bid.

All Applicants, whatever their classification, should be provided with a list of names and addresses
of Applicants in the qualified category and those of conditionally qualified one (without disclosing
details of the conditions). Generally, conditionally qualified Applicants should be invited to submit
a bid upon satisfactory compliance with the related conditions. However, in certain circumstances,
they may be invited to bid and provide required information or documents as per the details of
conditions along with the bid.
Bid documents should be issued only to pre-qualified Applicants.

Verification of the information provided in the submission for prequalification shall be confirmed
at the time of award of contract, and award may be denied to a bidder that is judged to no longer
have the capability or resources to successfully perform the contract.

After prequalification, all Applicants are deemed to have the necessary capabilities to carry out the
subject contract or contracts. During the bidding period, however, the Employer may be
approached for approval to changes in the formation or composition of Applicants prior to bid
submission. The provisions of ITA 31.1 should be followed by the Procuring Entity in deciding
whether to accept such changes.
 26

Prequalification Evaluation Flow Chart

Submission of Applications

Preliminary Examination:
 Completeness of documentation Request clarification and/or
• Eligibility substantiation of information from
• Joint. Venture requirements Applicant

NO

NO Are the YES

Does Applicant’s
Applicant substantially Reject the Application.
deficiencies
comply with preliminary material? Prepare reasons for rejection
examination

examination ?

YES

Qualification Assessment

 History of Non-Performing Contracts

 Pending Litigation
 Financial Performance
 Average Construction Turnover YES
 General Construction Experience Are
 Similar Construction ?/?Experience the Applicant’s
 deficiencies material?
 Experience

Does NO
the Applicant meet all
the qualification NO
criteria ?

YES
Request clarification and/or
substantiation of Information from
Applicant

Does clarification and/or

YES NO Conditionally
Qualify the Applicant substantiation of information
qualify the
substantially meet the
Applicant
qualification criteria

Prepare report and notification

 27

Annex I.

Prequalification Evaluation Report Sample Forms

 28

Prequalification Evaluation Report

Name of Project:
Procurement Reference No:
 29

Introduction

1. This Annex is intended specifically to assist in reporting the results of the

evaluation of the applications for prequalification. The Evaluation Team should
evaluate the applications received and prepare a detailed analysis of them. A
summary report of this analysis should be submitted to the Departmental Tender
Committee; the summary should address each of the pass-fail criteria set in the
Prequalification Documents and other details referred to in section 2.12 of the
Guidelines.

2. Tables 1-5 should invariably accompany the summary, but they may be adapted to
suit specific requirements of the Prequalification Documents. The summary should
include a number of attachments and additional tables to explain details of the
individual evaluation of applicants who were not prequalified. References to
pertinent clauses in the Prequalification Documents should be used as necessary.

3. The summary should make special mention of Joint Venture applicants with regard
to the completeness of their documentation, eligibility requirements including
sharing provision and liability of the JV partners.

4. In case the prequalification evaluation includes “slice and package” requirements

the summary should mention the procedure used in the evaluation and show the
aggregate total of contract value for which applicants are considered prequalified
by the Procuring Entity.

5. A checklist for the evaluation summary is contained hereunder.

 30

SAMPLE TABLE OF CONTENTS

SUMMARY

1. INTRODUCTION
1.1 Prequalification Identification and Prequalification Evaluation
Committee
1.2 Prequalification Process

2. PRELIMINARY EXAMINATION
2.1 Prequalification Documents
2.2 Verification
2.2.1 Authorized Sign
2.2.2 Power of Attorney for Authorized Person
2.2.3 Joint Venture Agreements
2.3 Completeness of Application
2.4 Eligibility

3. QUALIFICATION EVALUATION
3.1 Eligibility
3.1.1 Nationality
3.1.2 Conflict of Interest
3.1.3 Ineligibility

3.2 Historical Contract Non-Performance

3.2.1 History of Non-Performing Contracts
3.2.2 Suspension based on execution of Bid Securing Declaration
3.2.3 Pending Litigation
3.2.4 Litigation History

3.3 Financial Situation

3.3.1 Financial Performance
3.3.2 Average Annual Construction Turnover
3.4 Experience
3.4.1 General Construction Experience
3.4.2 Specific Construction Experience

4. PROPOSED PREQUALIFICATION DECISION

5. CONCLUSIONS
 31

APPENDICES

Table 1 Identification

Table 2 Prequalification Process

Table 3 Preliminary Pass-Fail Examination of Applicants

Table 4 Qualification Evaluation Summary (Pass-Fail Criteria)

Table 5 Proposed Prequalification decision

 32

SAMPLE FORMS
Table 1. Identification

1.1 Name of Procuring Entity

1.2 Date of effectiveness of Invitation to

Applicants

1.3 Closing date of Application Submission

(a) original

(b) revised

1.4 Name of project

1.5 Executing Agency (or other organization

responsible for purchase or employment)

(a) name

(b) address

1.6 Contract identification

1.7 Contract type (check one) Lump-sum Unit-price Other

1.8 Contract description

1.9 Method of procurement (check one) ICB LIB Other

1.10 Fixed price contract (check one) Yes No

1.11 Co-financing for the Contract, if any:

(a) agency name

(b) percent financed by agency

1.12 Bidding Procedures Single-Stage: One-Envelope

Single-Stage: Two-Envelope

Two-Stage
 33

Table 2. Prequalification Process

2.1 Invitation for prequalification

(a) first issue date

(b) latest update

(c) name of newspaper

2.2 Prequalification Document

(a) title, publication date

(b) date of issue to Applicants

2.3 Number of firms which

purchased/downloaded documents

2.4 Amendments to documents (if any)

(a) list all issue dates 1. 2. 3.

2.5 Applicants’ submission deadline

(a) original date, time

(b) extensions, if any

2.6 Number of applications submitted

 34

Table 3. Preliminary Pass-Fail Examination of Applicant

Name of Country1 Date of Submission Completeness2, Verification3 Eligibility4 JV Explanation6

Applicant of Application of Documentation
Requirements5

1. Place of incorporation and place of registration (for firms).

2. Completeness of documentation: Are the applications offering all of the items and essential information requested? Major deviations to the requirements such as
no presentation of financial statements or balance sheets, or failure to present sufficient information on financial means to meet the specified financial situation
criteria may be a basis for a “fail” mark.
3. Verification: Attention should be directed toward deficiencies related to the validity of the application itself. For example: Is the letter properly signed? Are the
applications of Joint Ventures signed by each partner in the joint venture? Has a copy of the JV Agreement or Letter of Intent been signed by all JV partners and
submitted with the application?
4. Eligibility: Is the applicant from an eligible source country stipulated in the Prequalification Document? (See ITA 5.5) Is the applicant free from conflict of
interest? (See ITA 5.6) Has the applicant not been determined to be ineligible by PPO or otherwise defined in the Prequalification Document? (See ITA 5.7 and
5.8)
5. JV requirements: Is the lead partner of the JV clearly identified and properly authorized? Are all partners in the JV legally liable, jointly and severally, during
bidding and execution of the contract?
6. If the application fails in preliminary acceptance in one of the column topics, the reasons shall be clearly explained in this Explanation column or in an
attachment, as necessary.
 35

Table 4. Qualification Evaluation Summary

(Pass-Fail Criteria)

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner
1. Eligibility
1.1 Nationality Nationality in accordance with ITA Must meet Existing or Must meet N/A
Sub-Clause 5.5 requirement intended JVA requirement
must meet
requirement
1.2 Conflict of No conflicts of interest in ITA Sub- Must meet Existing or Must meet N/A
Interest Clause 5.6 requirement intended JVA requirement
must meet
requirement
1.3 Country Not having been declared ineligible by Must meet Existing JVA Must meet N/A
Ineligibility the Republic of Mauritius, as requirement must meet requirement
described in ITA Sub-Clause 5.7 requirement
1.4 Government Applicant required to meet conditions Must meet Must meet Must meet N/A
owned entities of ITA Sub-Clause 5.8 requirement requirement requirement

1.5 United Not having been excluded as a result Must meet Must meet Must meet N/A
Nations of Mauritian laws or official requirement requirement requirement
resolution or regulations, or by an act of compliance
Mauritian with UN Security Council resolution,
in accordance with ITA 6.1
law
 36

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner
2. Historical Contract Non-Performance
2.1 History of Non-performance of a contract4 did Must meet Must meet Must meet N/A
Non- not occur as a result of contractor’s requirement by requirement requirement by
Performing default since 1st January [insert year] itself or as itself or as
Contracts . partner to past partner to past
or existing JVA or existing
JVA
2.2 Suspension Not under suspension based on Must meet Must meet Must meet N/A
Based on execution of a Bid Securing requirement requirement requirement
Execution of Declaration pursuant to ITA 5.10.
Bid Securing
Declaration by
the Employer
named in the
IFP
2.3 Pending Applicant’s financial position and Must meet N/A Must meet N/A
Litigation prospective long term profitability still requirement by requirement by
sound according to criteria established itself or as a itself or as a
in 3.1 below and assuming that all partner to past partner to past
pending litigation will be resolved or existing JVA or existing
against the Applicant JVA

4
Non-performance, as decided by the Employer, shall include all contracts where (a) non performance was not challenged by the contractor, including through referral to the
dispute resolution mechanism under the respective contract, and (b) contracts that were so challenged but fully settled against the contractor. Non performance shall not
include contracts where Employers decision was overruled by the dispute resolution mechanism. Non performance must be based on all information on fully settled disputes
or litigation, i.e. dispute or litigation that has been resolved in accordance with the dispute resolution mechanism under the respective contract and where all appeal instances
available to the Applicant have been exhausted.
 37

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner
2.4 Litigation No consistent history of court/arbitral Must meet N/A Must meet N/A
history award decisions against the Applicant5 requirement by requirement by
since 1st January [insert year] itself or as a itself or as a
partner to past partner to past
or existing JVA or existing
Must meet JVA
requirement by
itself or as a
partner to past
or existing JVA

5
The Applicant shall provide accurate information on the related Application Form about any litigation or arbitration resulting from contracts completed or ongoing under its
execution over the last five years. A consistent history of awards against the Applicant or any member of a joint venture may result in failure of the application.
 38

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner
. Financial Situation
3.1 Financial (i) The Applicant shall demonstrate Must meet Must meet N/A N/A
Performance that it has access to, or has requirement requirement
available, liquid assets,
unencumbered real assets, lines of
credit, and other financial means
(independent of any contractual
advance payment) sufficient to
meet the construction cash flow
requirements estimated as MUR
[insert amount in US$] for the
subject contract(s) net of the
Applicants other commitments
(ii) The Applicant shall also Must meet Must meet
demonstrate, to the satisfaction of requirement requirement N/A N/A
the Employer, that it has adequate
sources of finance to meet the cash
flow requirements on works
currently in progress and for future
contract commitments.
(iii) The audited balance sheets or,
if not required by the laws of the Must meet N/A Must meet N/A
Applicant’s country, other requirement
requirement
financial statements acceptable to
the Employer, for the last [insert
 39

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner
number] years shall be submitted
and must demonstrate the current
soundness of the Applicant’s
financial position and indicate its
prospective long-term profitability.
3.2 Average Minimum average annual Must meet Must meet Must meet Must meet
Annual construction turnover of MUR requirement requirement [insert [insert
Construction [insert amount in US$ equivalent percentage percentage
Turnover in words and figures], calculated figure] % of
figure] % of
the
as total certified payments received the
requirement
for contracts in progress or requirement
completed, within the last [insert
number] years, [insert number in
words] years
 40

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner
4. Experience
4.1 General Experience under construction Must meet N/A Must meet N/A
Construction contracts in the role of prime requirement requirement
Experience contractor, JV member, sub-
contractor, or management
contractor for at least the last
[insert number] years, starting 1st
January _____ [insert year].
6
4.2 Specific (i) A minimum number of similar Must meet Must meet N/A N/A
(a) Construction contracts specified below that have requirement requirement
Experience been satisfactorily and
substantially7 completed as a prime
contractor, joint venture member8,
management contractor or sub-
contractor8 between 1st January
[insert year] and application
submission deadline:
(i) N contracts, each of minimum
value V;
Or

6
The similarity shall be based on the physical size, complexity, methods/technology and/or other characteristics described in Section V, Scope of Works. Summation of
number of small value contracts (less than the value specified under requirement) to meet the overall requirement will not be accepted.
7
Substantial completion shall be based on 80% or more works completed under the contract.
8
For contracts under which the Applicant participated as a joint venture member or sub-contractor, only the Applicant’s share, by value, shall be considered to meet this
requirement.
 41

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner
(ii) Less than or equal to N
contracts, each of minimum value
V, but with total value of all
contracts equal or more than N x
V; [insert values of N & V, delete
(ii) above if not applicable].
[In case the Works are to be bid as
individual contracts under a slice
and package (multiple contract)
procedure, the minimum number of
contracts required for purposes of
evaluating qualification shall be
selected from the options
mentioned in ITA 26.3b]

[Add the following if specialized “Must meet “Must meet “N/A”

sub-contractor is permitted and requirement requirement” “Must meet
describe nature and for one requirement
characteristics of specialized contract (Requirement
works:] (Requirement can be met
“(ii) For the following specialized can be met through a
works, the Employer permits through a Specialized
specialized sub-contractors as per Specialized Sub-
ITA 25.2” Sub- contractor)”
contractor)”
 42

Eligibility, Historical Performance, Financial Capability, Pass-Fail Results Comments/

Compliance Requirements
and Experience of Applications Explanations
Joint Venture or Association
No. Subject Requirement Single Entity 1 2 etc.
All Partners Each Partner At Least One
Combined Partner

4.2 For the above and any other Must meet Must meet N/A Must meet the
(b) contracts completed and under requirements requirements following
implementation as prime requirements
contractor, joint venture member, for the key
management contractor or sub- activities listed
contractor between 1st January below (can be a
[insert year] and application specialist
submission deadline, a minimum subcontractor)
construction experience in the [list key
following key activities activities for
successfully completed9: [list this partner
activities indicating volume, and the
number or rate of production as corresponding
applicable]10 minimum
requirements]

1. If the applicant fails a specific criterion or if “pass” has been given, accepting a minor deviation (ITA 24.1), the reasons shall be clearly explained in the Explanation
column or in a separate attachment, as necessary.

9
Volume, number or rate of production of any key activity can be demonstrated in one or more contracts combined if executed during same time period. The rate of
production shall be the annual production rate for the key construction activity (or activities). For the rate of production, either the average during the entire period or in any
one or more years during the period should be specified.
10
The minimum experience requirement for multiple contracts will be the sum of the minimum requirements for respective individual contracts.
 43

Table 5. Proposed Prequalification Decision

1. Prequalified Applicants

i)

ii)

iii)

etc.

2. Rejected Applicants

Applicant’s name
Reasons for rejection
i)

ii)

iii)

etc.
 44

Annex I-1. Prequalification Evaluation Summary Checklist

1. Attach Identification and Prequalification Process data (Tables 1, 2).

2. Provide a list of applicants and place of incorporation and registration as well

as the date of submission of their applications (first three columns of Table 3).

3. Provide details on eliminating any applications during preliminary examination

(Table 3). Particular attention should be given to issues related to eligibility
and JV requirements.

4. Attach copies of letters to applicants, if any, requesting clarifications or

substantiation of information. Provide copy of responses.

5. Provide explanations for giving a “fail” mark to an applicant in any of the

specified criteria (Table 4). If necessary, include a separate attachment with
explanations.

6. Provide detailed reasons for rejecting an applicant (Table 5).

 45

Section II – Bid Evaluation

1. General Procedures in Bid Evaluation (Goods and Works)

1.1 Purpose
The purpose of bid evaluation is to determine, among the bids submitted on or before
the bid closing date and time specified in the bidding documents, the lowest evaluated
substantially responsive bid where the bidder satisfies the qualification criteria. The
lowest evaluated substantially responsive bid may or may not necessarily be the lowest
priced bid. In order to determine accurately the lowest evaluated substantially
responsive bid in accordance with the terms and conditions of the bidding documents,
a logical systematic evaluation procedure designed to cover all aspects of the
evaluation process should be followed.

1.2 Principles in bid evaluation

The evaluation work must be strictly conducted on a basis of fairness and impartiality,
with due attention to considerations of economy, efficiency, transparency and non-
discrimination among eligible bidders. To achieve this, certain principles and practices
in bid evaluation must be clearly understood and observed in the bid evaluation
process.

For procurement that requires a Bid Evaluation Committee (BEC), it is mandatory to set
up such a Committee consisting of a minimum of three qualified evaluators. The BEC
should work in a secure office where all bidding documents can be kept. It may include
the person who has prepared the bidding document if this is beneficial for the purpose
of the evaluation depending on the complexity and specialization required for the
procurement under reference.
(a) Confidentiality of Procedures
After public opening of bids, no information relating to the examination, clarification
and evaluation of bids, and recommendations concerning awards, shall be
communicated to any person not officially concerned with these procedures until the
publication of award for contract above the prescribed threshold or announcement of
the award of the contract to the successful bidder for amount less than the prescribed
threshold.

(b) Clarifications and Alterations of Bids

Whenever required, the Procuring Entity may request clarifications from bidders
concerning ambiguities or inconsistencies in the bid following a request from BEC. As
required in the ITBs, such requests shall be in writing or by acceptable electronic means
(such as facsimile or e-mail), and no change in the price or scope of the originally
offered goods, works, or services shall be sought or accepted, except for the correction
of arithmetic error. The responses from bidders shall also be in writing. No
circumstances shall justify meetings or conversations between the Procuring Entity (or
its consultants) and bidders during the bid evaluation process.
 46

Bidders some time attempt to contact the Procuring Entity during bid evaluation,
directly or indirectly, to query progress of evaluation, to offer unsolicited clarifications,
or to express criticisms on their competitors. Receipt of such information should be
acknowledged as to receipt only. Public Bodies must evaluate bids on the basis of the
information provided in the respective bids. However, additional information provided
may be useful in improving the accuracy, speed, or fairness of the evaluation.
Nonetheless, no changes in the bid price or substance are allowed.
Notwithstanding the above, Bidders may, in specific type of procurement, be required
to make presentation of their proposal in the presence of a panel. Bidders would be
advised through the Bidding documents for such requirements, its purpose and the
scope of the presentation in respect of matters that could be better assessed through a
presentation than otherwise. In so doing, Bidders shall not make any change in any
manner to their initial proposals. A soft copy of the presentation may in such cases be
required to be submitted with their original bid.
Any effort by a bidder or its agents to influence the Procuring Entity’s evaluation of
bids or award decisions, including the offering or giving of bribes, gifts or other
inducement will result in the invalidation of its bid and the bidder being subject to
debarment from bidding for future public contract.

(c) Rejection of Bids

All bids received, by the closing date and time, shall be evaluated in accordance with
the terms and conditions of the bidding documents, and only those bids which do not
substantially meet the specifications on the bidding requirements may be rejected.

(d) Extension of Bid Validity Period

The Procuring Entity shall make every effort to complete bid evaluation and contract
award before the expiration of bid validity. The validity of bids may only be extended
in exceptional circumstances. If an extension of bid validity is considered necessary,
all those who submitted bids shall be asked to extend the validity of their bids. Bidders
who are willing to extend the validity of their bids shall not be permitted to modify the
substance or price of their bids. They must, however, be required to extend the validity
of their bid securities accordingly. The bid securities of bidders who do not extend the
validity of their bids shall be returned to them promptly.

(e) Rejection of All Bids

The rejection of all bids is justified when the bids submitted are not substantially
responsive.
If all bids are rejected, the Procuring Entity shall review factors that made such
rejection necessary and consider either revision of the specifications or modification of
the project (or the amounts of work or items in the original invitation to bid), or both,
before inviting new bids.
Where the lowest evaluated substantially responsive bid exceeds the updated estimated
cost of the works by more than 15 % or when it is substantially above the estimated
cost for any contract other than works, and a re-bid exercise is considered not practical
the Procuring Entity may negotiate with the lowest evaluated bidder for a satisfactory
reduction in the bid price (or, failing a satisfactory result of such negotiation, with the
 47

next lowest evaluated bidder). It should not in any case be higher than 15 % of the
updated estimate for works contract.

(f) Currency of Bid Evaluation

Whether a Bidder quotes in any foreign currency or in local currency, for bid
evaluation and comparison purposes all bid prices shall be converted into a single
currency, using the selling exchange rates prevailing on the date specified in the
bidding document. The Procuring Entity shall make this conversion using the selling
(exchange) rates for those currencies quoted by an official source, preferably the Bank
of Mauritius.

There are two different currency options for bidding/payment, each requiring a different
conversion methodology:

(i) The Standard Bidding Documents for Goods (SBDG) and Option B of Standard
Bidding Documents for Large Works (SBDLW) use the multiple currency
option, in which the bid price is expressed in a number of currencies. For this
procurement, use Table 5 of Annex I-2.

(ii) The Standard Bidding Documents for works for amount up to Rs 400m (SBDW),
and Option A of SBDLW use the single currency option, in which the bid price is
expressed entirely in Mauritian Rupees, with other foreign currency requirements
stated as percentages of the bid price, together with the exchange rates used by
the bidder to determine the percentages. For Option A of SBDLW single
currency bids, sections of the Works may require payment in different currencies
and proportions. In such instances, the impact of any corrections found will
require a lengthier analysis for each bid, based on the submitted Appendix to Bid.
Annex I–2, Table 6 is to be used for these calculations.

(g) Provisional Sums for Contingencies

Provisional Sums for Contingencies are budgetary items only, and are not bid
competitively. They may be:

(a) a fixed amount, or

(b) a percentage of the bid price as a whole, or
(c) a percentage of the bid price of specific schedules of the bill of
quantities as specified in the bidding documents.

As contingencies are not bid competitively, they must be excluded for evaluation
purposes. These adjustments are shown in column (e) of Table 3–Annex I-2.

(h) Provisional Sums for Daywork

These are commonly found in contracts where the likely incidence of unforeseen
works cannot be covered by definitive descriptions and estimated quantities in the bill
of quantities. Daywork are works carried out as directed by the appropriate authority
stipulated in the bidding documents. They are paid for on the basis of the time spent
and the resources employed comprising of workers, materials and equipment at unit
rates quoted by the contractor in the bid. Daywork shall be included for bid evaluation
purposes only, if priced competitively. To enable the Daywork be priced
competitively, the Procuring Entity must provide nominal quantities for each item in
 48

the schedule and bidders shall quote both unit rates and the products of the nominal
quantities and unit rates for each item. The total of the Daywork schedule is then
included in the bid price for evaluation purposes. If nominal quantities are not
specified by the Procuring Entity or the unit rates are not priced competitively,
Daywork shall be excluded for evaluation purposes. They are accounted for in column
(e), Table 3 of Annex 1-2.

(i) Other Provisional Sums

Other Provisional Sums are sometimes included by the Procuring Entity in schedules
of the bill of quantities to cover services, to be provided by the bidder, that cannot be
accurately described or quantified in the bill of quantities. Payment to the bidder is
usually made by the Procuring Entity against receipts supplied by the bidder for the
services supplied, normally with an additional specified percentage for use of the
bidder’s funds. As the provisional sums are stipulated in the bill of quantities by the
Procuring Entity, they are not priced competitively and shall be excluded for
evaluation purposes. They are accounted for in column (e) of Table 3 – Annex I-2.

1.3 PPO's procedures under competitive bidding

The PPO has adopted three competitive bidding procedures which may be selected by
the Procuring Entity to suit the nature of the particular procurement: (i) Single-Stage,
One-Envelope, (ii) Single-Stage, Two-Envelope, and (iii) Two-Stage. The use of the
Two-Envelope (Single) or the Two-Stage bidding procedures is subject to a case-to-
case basis depending on the complexity of the contract and the particular
circumstances surrounding the procurement concerned.

(a) Single-Stage, One-Envelope Bidding Procedure

In the Single-Stage, One-Envelope bidding procedure, the bidders submit bids in one
envelope containing both the price proposal and the technical proposal and which are
opened in the presence of bidders and their representatives at the date and time advised
in the bidding documents. The bids are evaluated and the contract is awarded to the
lowest evaluated substantially responsive bidder.

(b) Single-Stage, Two-Envelope Bidding Procedure

In the Single-Stage, Two-Envelope bidding procedure, the bidders submit
simultaneously two sealed envelopes, one containing the technical proposal and the
other the price proposal. Initially, only the technical proposals are opened at the date
and time advised in the bidding documents. The price proposals remain sealed and are
held in custody by the Procuring Entity. The technical proposals are evaluated by the
Procuring Entity. No amendments or changes to the technical proposals are permitted.
The objective of the exercise is to allow the Procuring Entity to evaluate the technical
proposals without reference to price. Bids of bidders who do not conform to the
specified requirements may be rejected, as deficient bids. At a date and time advised
by the Procuring Entity, the price proposals of bids retained are opened in the presence
of the bidders and their representatives. The price proposals of the technically
responsive bidders are evaluated and the award of contract is made to the lowest
evaluated substantially responsive bidder or the bidder whose bid has scored the
highest marks depending on the evaluation procedures as provided for in the bidding
document.
 49

(c) Two-Stage Bidding Procedure

In the Two-Stage bidding procedure, the bidders initially submit their technical
proposals in accordance with the specifications, but without prices. The technical
proposals are opened at the date and time mentioned in the bidding documents. The
technical proposals are evaluated by the Procuring Entity and discussed with the
bidders. Any deficiencies, extraneous provisions and unsatisfactory technical features
are pointed out to the bidders whose comments are carefully evaluated. The bidders are
allowed to revise or adjust their technical proposals to meet the requirements of the
Procuring Entity. The objective of the exercise is to ensure that all technical proposals
conform to the same acceptable technical standard and meet the technical requirements
of the Procuring Entity. Bids of bidders who are unable or not prepared to amend their
technical bids so as to conform to the technical standard required by the Procuring
Entity may be rejected, as deficient bids. After the evaluation of technical proposals the
second stage is to invite bidders to submit revised technical proposals and to submit
price proposals based on the revised and agreed upon technical proposals. The price
proposals and revised technical proposals are opened in the presence of the bidders and
bidder’s representatives at a date and time advised by the Procuring Entity. In setting
this date, the Procuring Entity should allow sufficient time for bidders to prepare price
proposals and incorporate the changes required in the technical proposals. The price
proposals and revised technical proposals are evaluated and the award of contract is
made to the lowest evaluated substantially responsive bidder.

The Single-Stage, One-Envelope bidding procedure is the default and most common
bidding procedure. The Single-Stage, Two-Envelope bidding procedure allows bids at
the first stage of evaluation, to be evaluated on purely technical and commercial
grounds without reference to price.

The Two-Stage bidding procedure may be adopted in large and complex contracts
where:

(a) it is not feasible to fully define the technical or contractual aspects of the
procurement to elicit competitive bids; or

(b) because of the complex nature of the goods, other services or works to be
procured, the Procuring Entity wishes to consider various technical or
contractual solutions, and to discuss with bidders the relative merits of those
variants before deciding on the final technical specifications and contractual
conditions.
 50

2. BID EVALUATION PROCESS (Goods and Works)

STAGE 1: COLLECTION OF INFORMATION

2.1 Basic Data

Before starting the actual evaluation it is necessary to collect all the key information
pertaining to the bidding so that it is readily available and the evaluation process is
kept in proper perspective. A sample of the Basic Data Sheet is shown in Appendices.

2.2 Record of Bid Opening

All bids received prior to the deadline fixed for submissions shall be opened at the
time, date and place specified in the bidding documents. All bidders that have
submitted bids and their representatives shall be invited to be present at the opening of
bids, and all those present at the bid opening shall be required to sign the attendance
sheet.

A Record of Bid Opening, identifying all the bids received, the bid prices including
alternative bids and discount if any, and the presence or absence of the requisite bid
security or bid securing declaration, if either one is required, read out at the public
opening of bids, should be formally prepared. Copies of the record should be sent to all
bidders upon request. To assist in carrying out the opening and preparing of the
record, a checklist is provided in Appendices. All discounts offered, modifications,
substitutions and withdrawals should also be recorded. The record of the bid opening
should be signed by all members of the bid opening committee or persons responsible
for bid opening. The Bidders’ representatives who are present shall be requested to
sign the record. The omission of a Bidder’s signature on the record shall not invalidate
the contents and effect of the record. A sample format of the prices as read out at Bid
Opening should be prepared for the Evaluation Report as shown in Annex I-2 Table 1.

2.3 Preparation of Table of Bidders and bid Prices

The information contained in the Record of Bid Opening needs to be supplemented
with the actual bid evaluation and comparison of bid prices. Therefore, it will be
necessary to prepare the Table of Bidders and Bid Prices setting out details such as
different items, sections, schedules, and packages for detailed comparison. Annex I-2
of the sample Bid Evaluation Report contains a set of seven tables for various stages of
the evaluation process

STAGE 2: PRELIMINARY EXAMINATION

The purpose of Preliminary Examination is to confirm whether the bids received were
complete and substantially responsive as required by the Bidding Documents before
conducting further detailed evaluation.

2.4 Completeness
Attention should be directed toward deficiencies that, if accepted, would provide unfair
advantages to the bidder. Sound judgment must be used: for example, simple
omissions or mistakes arguably occasioned by human error should not be grounds for
rejection of the bid. Rarely is a bid perfect in all respects. However, the validity of the
bid itself, for example, its signatures, must not be in question.
 51

Unless the bidding documents have specifically allowed partial bids—permitting

bidders to quote for only select items or for only partial quantities of a particular
item—bids not offering all of the required items should ordinarily be considered
nonresponsive. However, under works contracts, missing prices for occasional work
items are considered to be included in prices for closely related items elsewhere. If
any erasures, interlineations, additions, or other changes have been made, they should
be initialed by the bidder. They may be acceptable if they are corrective, editorial, or
explanatory. If they are not, they should be treated as deviations. They should be
analyzed as per section 2.12 (a) below. Missing pages in the original copy of the bid
may be cause for rejection of the bid, as may contain contradictions in model numbers
or other designations of critical supply items.

The areas to be covered in the preliminary examination are;

(i) whether required securities or subscription to bid securing declaration,

if either one is required, have been furnished or not;
(ii) whether bid documents have been properly signed or not;
(iii) whether a power of attorney or any relevant document (i.e., Letter of
Authorization, Board Resolution etc..) for the authorized person has
been submitted or not;
(iv) whether joint venture agreements, or Letters of Intent to enter into an
Agreement, if required, are submitted or not;
(v) whether documents establishing the eligibility of bidders and goods
have been furnished or not;
(vi) Whether documents establishing conformity of goods have been
submitted;
(vii) whether documents required to assess the post-qualification of a bidder
with respect to its financial and technical capability to undertake the
contract have been provided or not; and
(viii) whether bids are generally in order for further evaluation.

2.5 Determination of Substantial Responsiveness

The scrutiny of bids for substantial responsiveness to the provisions of the bidding
documents is one of the most important aspects of the evaluation of bids. If a bid
contains inadmissible reservations or is not substantially responsive to the Bidding
Documents, it shall be rejected.

A bid is considered substantially responsive if it does not contain material Deviation,

Reservation or Omission from the Bidding Documents or conditions which cannot be
determined reasonably in terms of monetary value for financial adjustment. A material
deviation, reservation or omission is one which (a) has an effect on the validity of the
bid; or (b) has been specified in the bidding documents as grounds for rejection of the
bid; or (c) is a deviation from the commercial terms or the technical specifications in
the bidding documents whose effect on the bid price is substantial but cannot be given
a monetary value. The purpose of the exercise is to reject bids which are not valid or
not substantially responsive to major commercial and technical requirements.
 52

(a) Eligibility
The bidder must be a national or a juridical entity from an eligible source country. All
partners to a joint venture shall be from an eligible source country, and the joint
venture shall be registered in an eligible source country. All goods and services shall
originate from eligible source countries. In the case of plant and equipment, this
eligibility test is applied only to the finished product offered in the bid and to its major
and clearly identifiable components. Bidders that have been declared ineligible by the
Republic of Mauritius following UN resolution or disqualified/debarred by PPO shall
not be eligible. Bidders appearing on the ineligibility lists of African Development
Bank, Asian Development Bank, European Bank for Reconstruction and Development,
Inter-American Development Bank Group and World Bank Group shall be ineligible.
If prequalification has taken place, only bids from prequalified bidders can be
considered. The bidder (including all members of a joint venture and subcontractors)
may be disqualified if affiliated with a firm that has provided related consulting
services on the project, or if the bidder is a government owned company lacking legal
and financial autonomy. (See the ITB for details.)

(b) Substantial Responsiveness to Commercial Terms and Conditions

All bids must be checked for substantial responsiveness to the commercial terms and
conditions of the bidding documents.

Examples of nonconformance to commercial terms and conditions, which are

justifiable grounds for rejection of a bid, are:

(a) failure to submit substantially responsive Bid Forms and Price Schedules
signed by the authorized person or persons;
(b) failure of bidder to satisfy eligibility requirements, (i.e., bidder is not from
an eligible source country or has been debarred or disqualified by the
Procurement Policy Office for award of any public procurement contract);
(c) failure to submit an original bid;
(d) failure to submit an original bid security as specified in the bidding
documents (i.e the bid security is valid for a shorter period or lower amount) or
to subscribe to a bid securing declaration as specified in the bidding documents;
(e) failure to satisfy the bid validity period (i.e., the bid validity period is
shorter than specified in the bidding documents;
(f) inability to meet the critical delivery schedule or work schedule clearly
specified in the bidding documents, where such schedule is a crucial condition
with which bidders must comply;
(g) failure by manufacturer or supplier, or both, to comply with minimum
experience criteria as specified in the bidding documents;
(h) conditional bids, i.e., conditions in a bid which limit the bidder's
responsibility to accept an award (e.g., acceptance of the award is subject to
government's approval for export, prior sale or availability of critical material
in the market, or a bid submitted with a price escalation condition when a fixed
price bid is specified, or qualifications to the Conditions of Contract);
(i) Stipulating price adjustment when fixed price bids were called for;
(j) refusing to bear important responsibilities and liabilities allocated in the
bidding documents, such as performance guarantees and insurance coverage;
 53

(k) failure to submit major supporting documents required by the bidding

documents to determine substantial responsiveness of a bid (e.g: (i) written
evidence of authorization for the signatory of bid to commit the bidder, unless
the bidder may substantiate at clarification stage that the signatory of the bid
was duly authorized to commit the bidder prior to the deadline for submission
of bids. (ii) evidence of adequacy of cash-flow if so required in the bidding
document (iii) proposals for sub-contracting more than a set percentage of the
contract price etc..)

The following shall be considered as minor omissions: (i) non-submission of

documents related to stated qualifications, experience and eligibility; (ii) accreditation
certificates, licenses and permit to conduct business; (iii) list of equipment to be
mobilized (iv) Financial Statements or Audited Accounts as applicable, (v) information
regarding litigation,(vii) total monetary value of works performed in the past, and (vi)
details of type of works performed, etc….

(c) Substantial Responsiveness to Technical Requirements

All bids must be checked for substantial responsiveness to the technical requirements
of the bidding documents. Examples of nonconformance to technical requirements,
which are justifiable grounds for rejection of a bid, are as follows:

(a) failure to bid for the required scope of work (e.g., for the entire works or a
complete package or a complete schedule etc..) as instructed in the bidding
documents and where failure to do so has been indicated as unacceptable;
(b) failure to quote for a major item in the package;
(c) failure to meet major technical requirements (e.g., offering completely
different types specified, plant capacity well below the minimum specified,
equipment not able to perform the basic functions for which it is intended);
(d) subcontracting in a substantially different amount or manner than that
permitted;
(e) phasing of contract start-up, delivery, installation, or construction not
conforming to required critical dates or progress markers; or
(f) presentation of absolutely unrealistic and inadequate implementation plans
and schedules regarding performance, technical or service factors;

In respect of type-test reports, the provisions below are to be followed:

• Equipment which has never been tested for critical performance by an

independent and well known testing laboratory shall not be accepted. In such
cases, a promise or agreement by a bidder to have the equipment tested after
award of a contract is not acceptable.

However, major equipment suppliers normally conduct the type tests in their
own laboratories. The purchaser may accept such test certificates (a) if the
testing laboratory, has ISO 9000 (or its equivalent) series certification, or (b)
the tests have been witnessed by technically qualified representatives of earlier
clients or purchasers.
 54

• Test reports to be acceptable must be related directly to the equipment

offered. Test reports for a higher class of equipment are acceptable with a
commitment to perform the type test on the particular equipment after the
contract is awarded. Reports of critical tests conducted earlier than the date
specified in the specifications should not be accepted.

• Failure to submit some type-test reports with a bid need not be considered as a
major deviation rendering the bid nonresponsive. A valid test report could be
accepted subsequent to the bid closing date unless the bidding document
specified otherwise. For complex turnkey contracts, involving the supply of a
large quantity of equipment, the critical type-test certificates, if any, should be
specified in the bidding documents. For critical equipment, all required test
reports must be submitted for assessing the technical acceptance of the bid. For
“less than critical” equipment, some flexibility should be allowed, provided it is
possible to assess the acceptability of the equipment based on available test
reports.

• Type-test reports of the same or similar equipment manufactured by a licensor

or associated companies are only acceptable if they are jointly and severally
bound under the contract.

(d) Nonmaterial nonconformities

If a bid has been determined substantially responsive, the Procuring Entity may waive
nonconformities that do not constitute a material deviation, reservation or omission.
The nature of such nonconformities varies from contract to contract and depends on the
specific requirements of the contract.
Nonconformities that will affect the cost should be expressed in monetary terms and
added to the evaluated bid price during detailed examination. Other nonconformities
that will not have any effect on price or quality of the goods, civil works and other
services offered may be accepted for evaluation purposes without price adjustment.

2.6 Preparation of Table of Substantive Responsiveness of Bids

In order to ensure that a thorough check of the substantive responsiveness of all bids is
carried out, a Table of Substantive Responsiveness to Commercial Terms and Table of
Substantive Responsiveness to Technical Requirements should be prepared as per
format in Appendices. The tables should list all major conditions for Commercial
Terms and all major conditions for Technical Requirements which the bidders must
meet for their bids to be considered substantially responsive. The responsiveness of
each bid received should be checked against this list and its conformance or partial
conformance, or nonconformance to each item should be entered in the tables. Bids
that fail to conform to any of the major conditions should be considered non-
responsive and should be rejected. The sample formats for Completeness of bids and
Table of Substantive Responsiveness to Commercial Terms and to Technical
Requirements are attached as Table 2/1 and 2/2 in Annex I-2 to the sample Evaluation
Report. The Appendices in this Guide contain further tables that may be used in
working the details for substantive responsiveness.
 55

In the process of evaluation, bidders may be requested to provide clarifications of their

bids where such clarifications are deemed necessary. Bidders are not permitted,
however, to change the substance or price of their bids. Such requests for clarifications
and responses must be in writing. The records of all clarifications sought and received
must be kept by the Procuring Entity responsible for bid evaluation.

STAGE 3: DETAILED EVALUATION OF BIDS

2.7 Corrections and Unconditional Discounts

(a) Correction of errors
All bids should be examined for arithmetical errors and the errors, if any, should be
corrected as specified in the bidding documents. The bidders must accept the
corrections of arithmetical errors in accordance with the bidding documents. If a bidder
refuses to accept the corrections of errors calculated in accordance with the provisions
of the bidding documents, its bid shall be rejected and its bid security shall be forfeited,
or its bid securing declaration executed. Such computation errors when accepted are
accounted for in Annex I-2 Table 3 column (d).

(b) Modifications and Discounts

In accordance with the ITB, bidders are allowed to submit, prior to bid opening,
modifications to their original bid. The impact of modifications should be fully
reflected in the examination and evaluation of the bids. These modifications may
include either increases or discounts to the bid amounts that reflect last-minute business
decisions. Accordingly, the original bid prices should be modified at the start of the
evaluation. Discounts offered in accordance with the ITB that are conditional on the
simultaneous award of other contracts or lots of the contract package (cross-discounts)
shall not be incorporated until the completion of all other evaluation steps. The effect
of unconditional discounts (or alternatively, increases) should be shown in columns (g)
and (h) of Table 3 in Annex I-2. Any discount expressed in percent must be applied to
the appropriate base specified in the bid (i.e., check to see if it applies to any
provisional sums).

(c) Corrections for Provisional sums

Bids may contain provisional sums set by the Procuring Entity for contingencies or for
nominated subcontractors, etc. As these sums are the same for all bids, they should be
subtracted from the read-out prices in Table 1 as attachment to the sample Evaluation
Report, column e to allow for a proper comparison of bids in subsequent steps.

However, those provisional sums set aside for Daywork,1 where priced competitively,
should not be included in the deductions.

(d) Currency conversion

The remaining bids as corrected for computational errors and as adjusted for discounts
should be converted to a common evaluation currency, as described in the ITB. It is
necessary to convert all bid prices to the evaluation currency for bid comparison (refer
to section 1.2 (f) of this Guidelines for conversion methodology). The rates of exchange
used should be in accordance with the provisions of the bidding documents. Preferably

1
Refers to unforeseen work. For details, see SBDLW or SBDW.
 56

the bids should be arranged in the order of ascending price. A sample format for the
Table of Bidders and Bid Prices is shown in Annex I–2, Table 5 and Table 6 as
attachments to the sample Bid Evaluation Report.

2.8 Determination of Number of Bids for Detailed Evaluation

After determination of the substantially responsive bids and the nonresponsive bids, a
decision must be made as to how many of the remaining substantially responsive bids
should be further evaluated in detail to determine the lowest evaluated bid. An
examination of the number of bids remaining valid and the spread of bid prices may
help determine the course of action. Where, for example, a fairly large number of
substantially responsive bids remain and some of the bid prices are clustered around
the lowest, the lower priced bids in the cluster, irrespective of the number, should be
further evaluated. Where there is no cluster of lower priced bids, experience shows that
detailed evaluation of the three lowest priced substantially responsive bids is generally
adequate. The governing principle is that no bid should be excluded from further
detailed evaluation if there is a possibility that, as a result of various financial
adjustments, it could become the lowest evaluated bid. Therefore, detailed evaluation
should include all substantially responsive bids which have a reasonable chance of
becoming the lowest evaluated bid.

2.9 Detailed Evaluation Process

Having determined the number of substantially responsive bids which should be
further evaluated in detail, the next step is to scrutinize the selected bids systematically
in order to compare and evaluate the bids on a common basis. The appropriate way to
present the evaluation is in the form of tables, so as to record and compare the salient
features of all bids to be evaluated in detail for commercial terms and for technical
requirements, similar to that discussed for the determination of substantially responsive
bids.

The Table for Commercial Terms should list all the important commercial conditions
specified in the bidding documents such as the bid security amount and validity period,
terms of payment, liquidated damages etc., and list any deviations from requirements
of the bidding documents. Further, it should be stated whether a financial adjustment to
the bid is considered necessary as a consequence of any minor deviation.

The Table of Technical Requirements should set out the scope of supply, delivery or
work schedule, the important technical specifications of all major items of equipment
and material (e.g., plant rating , capacity, speed, voltage and pressure, operating
temperature, etc.), their performance characteristics (e.g., plant efficiency, fuel
consumption, losses, etc.), and warranty period. Every bid being evaluated should then
be scrutinized in detail and its salient features entered into the table against the listed
items of the bidding documents. As in the detailed evaluation of commercial terms, any
substantial deviations from the technical requirements of the bidding documents should
be listed and it should be determined whether a financial adjustment to the bid is
necessary or the bid should be rejected as nonresponsive.

If deviations to both commercial terms and technical requirements of the bidding

documents are numerous, or the necessary clarification of a deviation lengthy, it may
be preferable to prepare a separate table or sheet for each bidder.
 57

It is through this systematic scrutiny that differences in bids, under detailed evaluation,
are demonstrated. In this way the ground is prepared for the next phase (i.e. the
determination of price adjustments necessary to bring all bids to a common basis for
price comparison and to determine subsequently the lowest evaluated bid).

2.10 Financial Adjustments of Bid Price for Priced deviation (Commercial

Aspects)
Bid price comparison is usually the final and most critical step in the bid evaluation
process. To do this properly, a clear understanding of the basic principles for
comparison is vital:

(i) The bid prices should be adjusted for the purpose of bid comparison for
those deviations which are permissible and which can be "translated" fairly
into monetary values. The calculation of financial adjustment should be in
the manner specified in the bidding documents.

(ii) All the adjustment factors and the basis of price comparison specified in the
bidding documents must be taken into account. Factors or other criteria not
listed in the bidding documents shall not be introduced during the bid
evaluation.

(a) Adjustment for Deviation from the Terms of Payment

Deviation from the terms of payment is one of the very common deviations
encountered in bids received. Unless specifically stipulated as a basis for rejection in
the bidding documents, bids offering different terms of payment should not necessarily
be rejected as the monetary value of such deviation can be determined fairly.
Therefore, instead of rejecting the bid, the proposed terms of payment should be
analyzed and an amount added to the bid price to compensate for the earlier or larger
payment requested. The amount to be added should be calculated using the commercial
rate of interest relevant to the situation.

(b) Adjustment for Deviation from the Delivery Schedule or Completion

This issue has two possible cases: first, for delivery or completion later than the time
specified in the bidding documents and, secondly, for delivery or completion earlier
than specified in the bidding documents. In principle, unless specifically stipulated as a
basis for rejection in the bidding documents, bids offering marginally different delivery
or completion schedules should not be rejected. However, the bidding documents
should specify the limits which are acceptable to the Procuring Entity and the rate at
which the price adjustment will be applied.

The price adjustment for later delivery or completion is calculated using the liquidated
damages provision in the Conditions of Contract. The maximum limit for the price
adjustment should be normally ten percent of the bid price. Where bidders offer an
earlier delivery or completion schedule that results in the Procuring Entity incurring
additional costs for storage, double handling, interest for early payments, early take-
over, etc., the price adjustment should be calculated on the basis of such costs. Any bid
which requires a price adjustment in excess of ten percent for late or early delivery
should be considered nonresponsive and the bid rejected.
 58

In cases where the Procuring Entity has offered a bonus for early completion, credit
price adjustments should not be given in bid evaluation. Such a bonus will be
considered only during contract implementation if the contractor indeed manages to
complete the works early.

(c) Adjustment for Deviation from Provisions for Payment of duties (in Civil
Works Contract)
In supply contracts and in supply and installation contracts involving importation of
goods, the duties shall be included in the comparison of bid prices unless otherwise
stated in the bidding document.

However, for evaluation purposes the duties are systematically included in the bid
price in civil works contracts as both local contractors and foreign contractors have the
equal right to choose the locally produced goods and services or imported goods and
services. Thus, both local and foreign contractors have fair and equal opportunities to
quote their best prices. If the bidder fails to quote the cost of duties as specified in the
bidding documents, the cost of such duties should be estimated and added to its bid
price for bid comparison, rather than the bid rejected.

2.11 Financial Adjustment of Bid Prices (Technical Aspects)

Major deviations from the technical requirements which will result in the rejection of
bids are discussed in Stage 2 of this Evaluation Procedure. Other deviations, classified
as minor or non- substantive, may relate to a great number of requirements included in
the technical specifications of the bidding documents. They vary from contract to
contract and depend on the nature of the requirements, materials or works. Some
deviation, which will not have any effect on price or quality of the goods and services
offered, can be accepted for evaluation purposes without a price adjustment. Other
deviations, which will affect the cost, should be expressed in monetary terms and
added to the bid price for purposes of evaluation. All cost adjustments should be made
by the Procuring Entity and its consultants without any consultations with the bidder
regarding the justification for the amount of the adjustment.

(a) Addition for Completeness in Scope of Supply

The cost of minor omissions or missing items in the scope of supply, services, etc.
should be added to the bid price to allow for bid comparison on an equal basis. The
price adjustment should be based on a reasonable estimate of the cost by the Procuring
Entity, consultant or bid evaluation committee, taking into consideration the
corresponding quoted prices from other conforming bids. The price adjustment should
be based on the fair price of the omitted item. In the event of uncertainty, the average
quoted price by the other responsive bidders may be used.

Alternatively, external sources, such as published price lists, freight tariff schedules,
etc., may be appropriate. The cost determined should be expressed in the evaluation
currency and shown in Table 10, column c of attachments to the sample Bid Evaluation
Report.
(b) Adjustment for priced deviation in Technical Compliance
Similarly, a minor deficiency in technical compliance should not be a cause for
rejection of the bid. An example of a minor deficiency would be a bid to supply
vehicles that offers cross-ply tires instead of the specified radial-ply tires. An item in a
supply schedule or bill of materials that is ineligible because it is produced in a non-
 59

eligible country, and which is considered a minor deviation, is similarly not cause for
rejection of the bid. The cost of making good any deficiency, including replacing
ineligible items with eligible ones, should be added to the bid price concerned. The
price adjustment should be estimated as stated in Clause 2.12 (a) above. Rectification
in the awarded contract of minor deficiencies, including replacement of noncompliant,
missing, or ineligible items is accounted for in section 9 of the Bid Evaluation Report

(c) Adjustment for Specified Technical Evaluation Factors

For energy consuming equipment and facilities, adjustment for efficiency over and
above the minimum functional guarantees specified (e.g., generators, pumps), losses
(e.g., transformers) and future operating costs of the equipment may be taken into
account in determining the evaluated bid price. The financial cost of these adjustments
(added to or deducted from the bid price as the case may be) shall be made only when
it is specified in the bidding documents that these functional guarantees and projected
operating costs are factors in bid evaluation.

Bonuses or additional credits that reduce the evaluated bid price will not be given in the
bid evaluation for features that exceed the requirements stated in the bidding
documents, unless specifically provided for in the ITB. The value of adjustments will
be expressed in terms of cost, for all works and most goods contracts, and should be
shown in Table 10, column d of the attachments to the sample bid Evaluation Report,
and expressed in the evaluation currency.
The methods of calculation of these evaluation factors shall be clearly specified in the
bidding documents. No deviation from the specified manner of cost calculation should
be introduced.
(d) Adjustment for Spare Parts
Only those spare parts and tools which are specified on an item-wise basis in the scope
of supply shall be taken into account in the bid evaluation. Suppliers' recommended
spare parts for a specified operating requirement should not be considered in bid
evaluation.

(e) Adjustment for Cost of Inland Transportation to the Project Site

If bidders are required to include the cost for local handling and inland transportation
from the port- of-entry or EXW to the project site and fail to include such cost in their
bids, the cost for local handling and inland transportation may be estimated, based on
prevailing rates, and added to the bid price.

If the bid calls for the supply of goods on CIF or EXW basis only; but the cost of local
handling and inland transportation is going to be considered for bid comparison
purposes, then the cost of local handling and inland transportation should be calculated
in the manner specified in the bidding documents and added to all the bid prices for
comparison purposes only.
(f) Maximum Amount of Adjustment for Deviations
In some cases, bids contain so many deviations requiring adjustments to the bid price
that the total value of all adjustments constitutes a large percentage of the bid price. In
such cases, each deviation by itself may be considered minor but both the number of
deviations and their total value make it necessary to consider the bid as a whole
nonresponsive. In other instances, adjustments for only one or a few deviations have a
 60

relatively high monetary value, as would be the case with deviations regarding
retention money or liquidated damages. It is, therefore, useful to adopt a percentage of
the bid price as the maximum amount of adjustments which can be made without
considering the bid nonresponsive. Fifteen percent of the bid price is considered an
appropriate limit for the total monetary value of all adjustments to the bid price; if the
total exceeds about 15 percent of the bid price, the bid may be rejected as
nonresponsive.

If such a limit on adjustments is adopted, an adjustment for more than one commercial
deviation, such as the provisions for retention money and liquidated damages, may be
large enough to require rejection of the bid. If the bid contains several deviations, it is
useful to review what major adjustments will be necessary before calculating all
adjustments. Such review may show that the total adjustments would exceed the limit
in which event the bid can be rejected before carrying out a detailed evaluation.

2.12 Detailed Evaluation of Bids for Civil Works Contract

Detailed evaluation of bids for a civil works contract is similar in substance and format
to those for supply contracts. The major difference is that the detailed evaluation
includes, in the case of civil works contracts, analysis of unit rates, plans and
schedules, and proposed equipment and staffing, which are normally not needed in the
evaluation of bids for supply contracts.

(a) Plans and Schedules

The plans and schedules submitted by bidders to show how they propose to perform
the contract requirements must be consistent with the requirements of the bidding
documents. Included in the examination are construction and mobilization schedules,
construction methods and approach, human resources and equipment schedules, plans
for the contractor's site organization and contract management, etc. The results of the
examination should be recorded in a tabular form.

(b) Analysis of Bill of Quantities and Unit Rates

The analysis of prices for components of the bill of quantities and for unit rates of a bid
is carried out for four purposes:
(i) To examine whether the unit rates of the bid are balanced.
A bid is considered unbalanced if the unit rates are substantially
higher, in relation to the estimate and the rates quoted by other
bidders, for items of work to be performed early in the contract or for
underestimated quantities for certain items of work. Details of
unbalanced bid are given in (c) below.

(ii) To verify whether the bid price is reasonable.

An unreasonably low bid price may reflect the bidder’s
misunderstanding of the specifications and, accordingly, this bidder
may incur substantial financial losses and fail to complete the work
satisfactorily if awarded the contract. To determine the reasonableness
of a bid price, it is necessary to consider all circumstances affecting
the bid. A bid should not be rejected, however, solely because the bid
price exceeds or is lower by a certain percentage of the estimate.

(iii) To verify whether the bill of quantities is complete.

 61

The standard bidding documents for works contain a provision that

the cost of items against which the bidder has failed to enter a rate or
price shall be deemed to be covered by other rates and prices entered
in the bill of quantities. Accordingly, there should be no adjustments
for missing items in the bill of quantities unless the bidding
documents specify otherwise. If, however, a bidder does not quote a
price for one complete bill, for bid evaluation purposes price
adjustment should be made for the missing bill, unless the missing bill
is for a major component of the works, in which case, the bid should
be rejected.

(iv) to examine the completeness of unit rates. Where bidding documents

require the bidder to provide drawings and/or breakdown of the price
of any bid item in support of its unit rate or price for that item, any
components that are missing from the drawings and/or the breakdown
of the price of a bid item shall be loaded during evaluation for the
price of the missing component.

(c) Unbalanced Bids

An unbalanced bid can be identified when a Table of Comparison of Major Items of
Work compares unit prices quoted by bidders with the Procuring Entity's estimate.
Unbalanced bids can usually be classified into two main categories.

(i) Higher unit prices for earlier works

Under this category, a bidder may purposely quote relatively high unit prices
for those work elements to be performed early in the contract period so as to
increase the up-front payments. The same situation can arise in some supply,
delivery and installation contracts. This results in a higher cost for the
Procuring Entity (i.e., interest on early payment) and more importantly, the
incentives for the contractor to complete the works are considerably reduced
since the payments the contractor will receive during later phases of the
contract may consequently be smaller than the actual costs. Generally, the bid
should not be rejected unless extremely unbalanced. Instead, a higher
performance security for the contractor could be required to protect the
Procuring Entity against financial loss in the event of default of the contract of
the successful bidder.

(ii) Higher unit rates for underestimated work items

In this category, a bidder who has reason to believe that the quantities given in
the Bill of Quantities for one or more work items are underestimated will quote
unduly high prices for those items. In most civil work contracts, both the
contractor and the Procuring Entity are protected from such technical errors by
incorporating the provision that a new unit price will be negotiated if the
amount of any item increases by more than 2 percent of the contract price or the
actual quantity of work executed under the item exceeds or falls short of the
quantity set out in the Bill of Quantities by more than 25 percent. If such
provision is not included in the bidding documents, then at the time of contract
negotiations, agreement should be reached to include the above provision as
part or the Contract, rather than rejecting the bid.
 62

(d) Clarifications
In many civil work contracts, the Procuring Entity may wish to correspond with the
bidders for clarifications of their bids. Details of pricing, work methods, scheduling
and sourcing of materials are usually the principal subjects of such bid clarifications.

STAGE 4: DETERMINATION OF THE LOWEST EVALUATED

SUBSTANTIALLY RESPONSIVE BID

After going through the above three stages, the lowest evaluated substantially
responsive bid shall be determined in accordance with the provisions of the bidding
documents. As a final step prior to award, the Procuring Entity should always ensure
that the bidder whose bid has been evaluated as the lowest evaluated substantially
responsive bid has the financial and technical capability or qualifications to execute the
contract satisfactorily. If this is determined as positive, the contract shall be awarded to
the bidder which submitted the lowest evaluated substantially responsive bid. Such
bidder must not be required, as a condition of contract award, to undertake
responsibilities or works not stipulated in the bidding documents or to modify the bid.

2.13 Determination of award of Contract

In the comparison of bids for works and for most goods, the corrected and discounted
bid prices, together with adjustments for omissions, deviations, and specified evaluation
factors, would have been noted in Table 10. The bidder with the lowest total is the
lowest evaluated cost bidder at this stage, subject to:

 Application of Margin of Preference, if any is allowed;

 Application of any discounts, contingent to the simultaneous award of multiple
contracts or lots; and
 Post-qualification evaluation or if prequalification has occurred, confirmation of
prequalification information.

If Margin of Preference is allowed in bid evaluation, the ITB will so state and provide
detailed procedures to be used in determining the eligibility for preference and the
amounts

(a) Conditional Discount

Conditional discounts may have been offered in the event that more than one contract
or lot will be awarded to the same bidder. Bid evaluation in such cases can be quite
complicated. The sizes of cross-discounts offered by each bidder may vary with the
potential number of contracts awarded. The ITB may also limit the number or total
value of awards to a bidder on the basis of its financial and technical capacity. Thus, a
bidder offering the lowest evaluated bid on a particular contract may be denied award
because of such a restriction. The Procuring Entity shall select the optimum
combination of awards on the basis of least overall cost of the total contract package,
consistent with the qualification criteria. Presentations of the calculations should be
made on an attachment to the report, which should include the bid evaluation(s) for the
other contracts, if they have been evaluated separately.
 63

(b) Qualification of lowest evaluated bidder

If prequalification was conducted, the bidder whose bid is the lowest evaluated should
receive the award, unless the bidder’s qualifications have since materially deteriorated
or the bidder has since received additional work that overstresses its capacity. The
Procuring Entity should satisfy itself fully on both accounts. The Procuring Entity is
recommended to request bidders to update these information as necessary.

Where prequalification has not occurred, the prospective awardee should be subjected
to post-qualification, the procedures for which are described in the ITB.

If the lowest evaluated bidder fails in post-qualification examination, its bid should be
rejected, and the next ranked bidder should then be subject to post-qualification
examination. If successful, this bidder should receive the award, otherwise the process
continues.

The rejection of a bid for reasons of qualification requires substantial justification,

which should be clearly documented in attachments to the report. A history of poor
performance may be considered as a substantial justification.

(c) Alternative bids

The ITB may request or allow the Borrower to accept alternative bids under the
stipulation that only the alternative submitted by the lowest evaluated bidder and
conforming to the Bidding Documents will be considered.

Calculations for the evaluation of alternatives should be provided in an attachment to

the report.

2.14 Determination of contract amount

The amount of the proposed award shall be the bid price as submitted by the winning
bidder and adjusted for corrections (arithmetical errors), any discounts (including
cross-discounts), and acceptance by the Procuring Entity of alternative offers from the
lowest evaluated bidder. Adjustments to the final price and scope of the contract to
allow for acceptable omissions and quantity variations may be made through
negotiation with the lowest evaluated bidder.
 64

Annex I

(Name of Procuring Entity)

Bid Evaluation Report

Name of Project:
Procurement Reference Number:
Date of Submission:
 65

Bid Evaluation Report for Works (Sample)

1. Background

1.1 Scope of Procurement

Include a brief description, context, scope, and objectives of the Procurement. Use about
a quarter of a page.

1.2 The Process (Prior to Bid Evaluation)

Describe major events that may have affected the timing (delays, complaints from bidders,
Preparation of Bid Document, extension of deadline for submission of bids, and so on).

Use about one-half to one page.

1.3 Bid Evaluation

Describe briefly the composition of the Bid Evaluation Committee, profile of the members,
meetings and actions taken by the Committee; outside assistance, role of consultants where
applicable, evaluation guidelines, justification of sub-criteria as indicated in the bid
documents; and compliance of evaluation with the Bid document.

2. Identification

Project description, mention: Procuring Entity, financing source, budget allocated,

contract number, contract description, updated cost estimate (indicate date and source if
other than in-house personnel), method of procurement, Margin of Preference if
applicable, type of contract, co-financing if any(name of financing agency and share of
participation).

3. Bidding Process
(a) General Procurement Notice:
(i) In case of Open Advertised Bidding
First date of issue and latest update if any, prequalification if required and list
of firms prequalified, Advertisement method for IOAB and NOAB-media used,
issue dates, number of firms targeted/notified.
(ii) In case of Restricted Bidding:
Reasons for choosing this procurement method, basis for identifying the list of
bidders, communication method for inviting bids and date of issue.
(b) Bidding Document: Standard Bidding Documents used or bidding documents
specifically customized by PPO, date approval received from CPB, where
applicable, number of companies to whom documents issued.

(c) Addendum: List of addendum issued with details:

e.g. Addendum 1. Postponement of Closing date.
Addendum 2. Additional Drawings
Addendum 3. Item (4) quantity amended
 66

Date(s) CPB notified, where applicable:

e.g Addendum 1. .. …………….
Addendum 2. ……………..
Addendum 3. ………………..

(d) Site visit/Pre-bid Conference -Date of site visit/pre-bid conference, if any; date
minutes of site visit/pre-bid conference sent to bidders and CPB, where applicable.

4. Bid Submission and Opening

(a) Bid submission deadline/date and extension if any, place bids submitted and opened,
number of bids received.
(b) Bid and Bid Security/Bid Securing Declaration validity date-extension if any, type
and/or amount of Bid Security required

Note: Contracts under two-stage bidding will require the information requested for each
stage to be filled out.

5. Examination for Completeness of bids (refer to section 2.4 of Guide)

All bids received have to be checked for completeness with respect to the document mentioned
in the Bid Documents namely:

a) Forms of Bids and Bill of Quantities

b) Bid Security, where applicable
c) Schedules of Qualifications Information
d) Joint Venture
e) Evidence for signatory of bids, Power of Attorney or other acceptable evidence
etc..
(to report on shortcomings )

6. Determination of Substantive Responsiveness (refer to section 2.5 and 2.6 of the

Guide)

To examine bids on such issues related to:

(a) Eligibility
(b) Responsiveness to Commercial terms and Conditions,
(c) Responsiveness to Technical Requirements:

In examining bids evaluators have to look into factors:

(a) that are material nonconformities such non-compliance with critical technical
requirements, eligibility criteria, unacceptable delivery period, substantially non-
compliant with performance guarantee, non-compliant with examination and testing
prior to shipment, validity of bid and bid security etc.; and

(b) Non-material nonconformities that may be rectified such as arithmetic error, minor
omission in the scope of supply that can be priced, minor deviation in terms of
payment and delivery when those defined in bidding document were not critical, non-
submission of documents related to data and information that are of a factual nature
or public knowledge etc….
 67

The preliminary examination as defined under Preliminary Examination sections 2.4, 2.5
and 2.6 of the Guide deal with these issues.

7. Detailed Evaluation of bids

(a) Corrections and Unconditional discounts

All the substantially responsive bids are then adjusted in respect of arithmetical errors,
any price modifications submitted by the bidder separately prior to the closing date for
submission of bids, any unconditional discount that cut across part or the full bid price
etc..

The corrected prices are then inserted in Table 3 hereunder.

(b) Currency conversion

All the corrected prices are to be converted into the evaluation currency as provided for in
the bidding document as per the format of Table 5 hereunder.

(c) Selection of Bids for detailed evaluation (refer section …. of the Guide)

(In order to reduce the volume of work involved in the detailed evaluation, the Bid Evaluation
Committee may, after establishing responsiveness of bids, proceed with the detailed evaluation
of a shortlisted number of lowest priced bids from Table 3. Other bids would be evaluated
only if adjustments, if any, to be made to the shortlisted bids would bring their adjusted price
above the unadjusted price of any of the other bids.)

The table hereunder shows the relative difference in the prices and the reasons for the detailed
evaluation of the first …………. (insert number) bids.

Bidder’s name Corrected discounted Ranking Variation

price from Table 3 (MUR) Percentage
Bidder 6 1
Bidder 9 2
Bidder 4 3
Bidder 2 4
Bidder 7 5
Bidder 8 6
Bidder 3 7
Bidder 1 8
Bidder 5 9

(d) Priced deviation, additions and adjustments

Bids that have survived and been selected for detailed evaluations might contain minor
omission and deviation which require to be adjusted as far as possible in monetary terms
 68

except for those that are nonmaterial nonconformities that may not be given a monetary
value and which may be waived.

The additions and priced variations may relate to the following as highlighted in the
Guide:

(a) For Commercial terms and conditions

 adjustment for deviation in payment terms,
 adjustment for deviation in delivery schedule,
 etc….
(b) For Technical aspects
 addition for deficiencies in scope of supply,
 additions due to technical deviations,
 adjustment for specific evaluation criteria,
 adjustment for spare parts,
 adjustment for inland transport to warehouse or project site where
bids have to be compared at a defined particular sites,
 etc..

(c) Alternatives
Where the bidding document allow for alternatives to be considered
irrespectively of whether or not a bidder has submitted a base bid these will be
considered concurrently with the other bids for the sake of comparison but
evaluated according to the criteria mentioned for the alternatives in the bidding
document.

(d) Percentage of acceptable priced deviation.

Priced deviations may be limited up to about 15 % of the Bid Price beyond
which the bid could be declared not responsive.

(e) Analysis of Bill of Quantities and Rates

 to examine whether the unit rates are balanced

 to verify whether the bid price is reasonable
 to verify whether the bill of quantities is complete
 to examine the completeness of unit rates

(f) Unbalanced bid

To examine bids for;

 Higher unit price for earlier works
 Higher unit rates for underestimated work items

8. Clarifications

The Bid Evaluation Committee shall finally confirm that all clarifications have been made in
writing and that the original of all replies received have been inserted in the original of the
bidder’s submission. Furthermore, where there have been arithmetical corrections, the report
should mention if such corrections have been accepted by the respective bidders.

After completing the detailed evaluation of bids the Evaluation committee may fill in Table 7
given hereunder as a summary of the evaluated prices for comparison with footnotes and
 69

attachments to the table to provide details of all additions, priced deviation, evaluation factors
having taken in the price etc…preferably in respect of each bid.

9. Comparison of bids and determination of lowest evaluated bid

(a) The bids are compared to rank the bids in the order of the evaluated price. The lowest
evaluated bid is then subject to the following:

 Margin of Preference, if applicable

 Application to conditional discount; and
 Post-qualification

to identify the bid for Award of Contract. Reasons for the bidder having submitted the
lowest evaluated bid(s) not satisfying the qualification criteria should be fully
documented in the report.

(b) Alternative

Where the bidding document allow for alternatives to be considered only if the base bid is
determined to be the lowest substantially responsive bids in such cases such alternative
will be retained if it is more competitive than the base bid.

10. Reasonableness of the bid price

The Bid Evaluation Committee has to comment on the reasonableness of the LEB for
execution of the works as per the estimate and rates obtained. In case the lowest evaluated bid
is 15 % or more higher than the estimated price, the Evaluation Report should identify the
items with rates and prices on the high side to facilitate the negotiation with bidder.

11. Proposed award of contract

11.1 Lowest evaluated substantially responsive bidder (proposed for contract award).
(a) name:
(b) address:

11.2 If bid submitted by agent, list actual Contractor.

(a) name
(b) address

11.3 If bid from joint venture, list all partners, nationalities, and estimated shares of contract.

11.4 Principal country(ies) of origin of goods/materials.

11.5 Estimated date (month, year) of contract signing.

11.6 Estimated delivery to project site/completion period:

Currencies Amount(s) or %

11.7 Bid Price(s) (Read-out)…………………………

11.8 Corrections for Errors…………………………..
11.9 Discounts………………………………..............
11.10 Other Adjustments……………………………...
 70

11.11 Proposed Award………………………………..

12. Conclusion and Recommendation

The Evaluation Report shall conclude on the lowest evaluated bid for award of contract
highlighting any such issues as minor deviations or other shortcomings which may be taken up
at the time of signing the contract.

The Evaluation Committee shall also comment on weaknesses found in the bidding document
that could be useful for future bidding exercise by the Procuring Entity.
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Annex I -1

Declarations of the Bid Evaluation Committee

1. Declaration of Bid Evaluation Committee at the start of evaluation
The Chairperson, members and secretary of the Evaluation Committee hereby declare
individually that we have no parental relation with any of the bidders or key personnel
mentioned by the bidders, no financial interest in the companies and that we are not in
a position of conflict of interest to participate in the evaluation of these bids.

We undertake not to disclose any information related to the content, examination,

clarification, evaluation, and comparison of bids and recommendations for the award
of contract to Bidders or any other third party.

Chairperson : ___________________ __________________ _____________

name signature date

Member : ___________________ __________________ ________________

name signature date

Member : ___________________ __________________ ________________

name signature date

Secretary : ___________________ __________________ _______________

name signature date

2. Declaration of the Bid Evaluation Committee after the evaluation process.

We further declare that this evaluation has been carried out in all fairness to the bidders
and the Procuring Entity (mention the Procuring Entity) and that we have acted without
fear, favour and undue influence from any party.

Chairperson : _______________ __________________ ________________

name signature date

Member : ___________________ __________________ ________________

name signature date

Member : __________________ __________________ _______________

name signature date
 72

Annex I-2
Table 1

Table 1. Bid Prices (as Read Out)

Bidder Identification Read-out Bid Price(s)1 Modifications or

Name Address Country Currency(ies) Amount(s) or % Comments2

(a) (b) (c) (d) (e) (f)

etc.

1
Secondary currencies are expressed in column e as a percentage of the total bid price.
2
Describe any modifications to the read-out bid, such as discounts offered, withdrawals, and alternative bids. Note also the absence of any required bid
security or other critical items. Refer also to section 2.2 of the Guidelines above.
 73

Annex I-2
Table 2

Table 2 Preliminary Examination

Bidder Verification1 Eligibility Bid Security Completeness Substantial Acceptance for Detailed
of Bid Responsiveness Examination

(a) (b) (c) (d) (e) (f) (g)

etc.

The column to be filled with Yes or No against each bidder with footnotes or attachments to explain the shortcomings found against each bidder.
1
Column (b) shall contain missing documents and other inconsistencies in bidders submissions.
Note: For explanations of other headings, see Stage 2 Preliminary examination of bids in the Guidelines. Additional columns or attachments may be needed,
such as for responsiveness to technical conditions.
 74

Annex I-2
Table 2/1
Table 2/1 Examination for Completeness of bids

(The list of items in this table is indicative. It should be customized to suit the evaluation in
process)

Sr. Bidder
No. Description
1 2 3 4 5 6 7 8 9
1 Bid Documents
1.1 Original and two copies
1.2 Bid submission form
1.3 Appendix to bid
1.4 Price Schedule/ Bill of Quantities
2.0 Bid Security
3.0 Schedule of Qualifications information

Legal status,
Power of Attorney or other acceptable document
Works value for last five years
Evidence for experience of works of similar nature and
complexity
List of Construction Equipment
Qualifications and experience of key personnel
Report on Financial standing
Evidence of adequacy of working capital
Authority to seek reference from Bank
Information regarding litigations
Proposal for subcontracting

4.0 Proposal for work method

5.0 Construction Progress Chart
6.0 Alternative proposal
7.0 Drawings and Documents to be submitted with bid
8.0 Joint Venture Agreement (where applicable)

Legend: Y for yes, N for No, Pa for Partial and NA for not applicable in columns under each bidder
 75

Annex I-2
Table 2/2

Table 2/2. Technical and Commercial Responsiveness of Bids

(The Bid Evaluation Committee will require a sub-table, as proposed hereunder, to list all
items that will determine the substantive responsiveness of the bids. These items include
contractor’s qualification criteria, sub-contracting, qualification of key personnel, submission
of bid security, unacceptable qualification of commercial conditions etc.. In situations where
the type of procurement may contain a marking system like in the case of design and
install/build, the BEC would have to prepare a marking sheet separately and report the result
herein.)

Sr. Bid
Document
No. Requirements Ref. Bidder

1 2 3 4 5 6 7 8 9

(a) Compliance with scope of works

(b) Conformity in Specifications
(c) Scheduling of works
(d) Working method
(e) Inacceptable percentage of front loading
(f) Qualifications and experience of key
personnel
(g) Validity period of bid
(h) Bid security/Bid Securing Declaration

etc…..

Findings

Legend: C = Complied NA = Not Applicable PC = Partially Complied

R = Substantially Responsive. NC = Not Complied

 76

Annex I-2
Table 3

Table 3. Corrections and Unconditional Discount

Bidder Read-out Bid Price(s) Corrections Corrected Bid Unconditional Corrected/Discounted

Price(s) Discounts2 Bid Price(s)
Currency(ies) Amount(s) Computational Provisional Percent Amount(s)
Errors1 Sums
(a) (b) (c) (d) (e) (f) = (c) + (d) - (e) (g) (h) (i) = (f) – (h)

etc.

Note: Only bids accepted for preliminary examination (Table 2, column g) should be included in this and subsequent tables. Columns a, b, and c are from
Table 1 (columns a, d, and e, respectively).
1
Corrections in column d may be positive or negative.
2
If the discount is offered as a percent, column h is normally the product of the amounts in columns f and g. If the discount is provided as an amount, it is
entered directly in column h. A price increase is a negative discount.
 77

Annex I-2
Table 4

Table 4. Exchange Rates

Currency Used for Bid Evaluation:

Effective Date of Exchange Rate:

Authority or Publication Specified for Exchange Rate:

Note: Attach copy of exchange rates provided by specified authority or publication.

 78

Annex I-2
Table 5

Table 5. Currency Conversion (Multiple Currencies)

Specify Evaluation Currency:

Bidder Currency(ies) of Bid Corrected/Discounted Applicable Evaluation Currency

Bid Price(s) Exchange Rate(s)1 Bid Price(s) Total Bid Price2
(a) (b) (c) (d) (e) = (c) x (d) (f)

etc.

Note: This table is to be used for SBDG and Option B of SBDLW. Columns a, b and c are from Table 3, columns a, b and i.
1
Column d is from Table 4.
2
Column f is the sum of bid prices in column e for each bidder.
 79

Annex I-2
Table 6

Table 6. Currency Conversion (single currency)

Specify Evaluation Currency:

Bidder Corrected/Discounted Payment Composition1 Exchange Amounts in Exchange Evaluation Currency

Bid Price Currency of Percent of Amount in Rate Used Currency of Rate for Bid Prices Total3
Payment Total Bid Evaluation by Bidder1 Payment Evaluation2
(in specified currency) Currency

(a) (b) (c) (d) (e) = (b) x (d) (f) (g) = (e) x (f) (h) (i) = (g) x (h) (j)

etc.

Note: This table is used for SBDW and Option A of SBDLW. Columns a and b are from Table 3, columns a and i.
1
Columns c, d, and f are provided in the SBDLW Appendix to Bid and in the (Form of) Contractor’s Bid in the SBDW.
2
Column h is from Table 4.
3
Column j is the sum of bid prices in column i for each bidder.
 80

Annex I-2
Table 7

Table 7. Additions, adjustments, and Priced deviations

Specify Evaluation Currency:

Bidder Corrected/Discounted Bid Additions2 Adjustments2 Priced Deviations2 Total Price

Price1

(a) (b) (c) (d) (e) (f) = (b) + (c) + (d) + (e)

etc.

1 Column b is from either Table 5 column f or Table 6 column j,

2 Each insertion in columns c, d, or e should be footnoted and explained in adequate detail, accompanied by calculations. Refer to Stage 3 – Detailed evaluation of the
Guidelines.
 81

Annex II

(Name of Procuring Entity)

Bid Evaluation Report

Name of Project:
Procurement reference number:
Date of Submission:
 82

Bid Evaluation Report for Goods (Sample)

1. Background

1.2 Scope of Procurement

Include a brief description, context, scope, and objectives of the Procurement. Use about
a quarter of a page.

1.3 The Process (Prior to Bid Evaluation)

Describe major events that may have affected the timing (delays, complaints from bidders,
Preparation of Bid Document, extension of deadline for submission of bids, and so on).

Use about one-half to one page.

1.4 Bid Evaluation

Describe briefly the composition of the Bid Evaluation Committee, profile of the members,
meetings and actions taken by the Committee; outside assistance, role of consultants where
applicable, evaluation guidelines, justification of sub-criteria as indicated in the bid
documents; and compliance of evaluation with the Bid document.

2. Identification

Project description, mention: Procuring Entity, financing source, budget allocated,

contract number, contract description, updated cost estimate (indicate date and source if
other than in-house personnel), method of procurement, Margin of Preference if
applicable, type of contract, co-financing if any(name of financing agent and share of
participation).

3. Bidding Process
(a) General Procurement Notice:
(i) In case of Open Advertised Bidding
First date of issue and latest update if any, prequalification if required and list
of firms prequalified, Advertisement method for IOAB and NOAB-media used,
issue dates, number of firms targeted/notified.
(ii) In case of Restricted Bidding:
Reasons for choosing this procurement method, basis for identifying the list of
bidders, communication method for inviting bids and date of issue.
(b) Bidding Document: Standard Bidding Documents used or bidding documents
specifically customized by PPO, date approval received from CPB, where applicable,
number of companies to whom documents issued.

(c) Addendum: List of addendum issued with details:

e.g. Addendum 1. Postponement of Closing date.
Addendum 2. Additional Drawings
Addendum 3. Item (4) quantity amended

Date(s) CPB notified, where applicable:

e.g Addendum 1. .. …………….
 83

Addendum 2. ……………..
Addendum 3. ………………..

(d) Site visit/Pre-bid Conference -Date of site visit/pre-bid conference, if any; date
minutes of site visit/pre-bid conference sent to bidders and CPB, where applicable.

4. Bid Submission and Opening

(a) Bid submission deadline/date and extension if any, place bids submitted and opened,
number of bids received.
(b) Bid and Bid Security/Bid Securing Declaration validity date-extension if any, type
and/or amount of Bid Security required

Note: Contracts under two-stage bidding will require the information requested for each
stage to be filled out.

5. Examination for Completeness of bids (refer to section 2.4 of Guide)

All bids received have to be checked for completeness with respect to the document mentioned
in the Bid Documents namely:

a) Form of Bid and Price schedules;

b) Bid Security, where applicable;
c) Joint Venture Agreement or Letter of Intent to Enter into an Agreement, if
required;
d) Propriety of Signature and Power of Attorney;
e) Documents establishing the eligibility of bidders and goods;
f) Documents required to assess the qualification of bidders and their
manufacturers;
g) Documents required to assess the goods’ conformity with the bidding documents;
h) Manufacturer’s Authorisation Certificate where applicable
i) Type test certificate
j) Accreditation certificate
etc..
( to report on shortcomings )

6. Determination of Substantive Responsiveness (refer to section 2.5 and 2.6 of the

Guide)

To examine bids on such issues related to:

(a) Eligibility
(b) Responsiveness to Commercial terms and Conditions,
(c) Responsiveness to Technical Requirements:

In examining bids evaluators have to look into factors:

(a) that are material nonconformities such non-compliance with critical technical
requirements, eligibility criteria, unacceptable delivery period, substantially non-
compliant with performance guarantee, non-compliant with examination and testing
prior to shipment, validity of bid and bid security etc.; and

(b) Non-material nonconformities that may be rectified such as arithmetic error, minor
omission in the scope of supply that can be priced, minor deviation in terms of
payment and delivery when those defined in bidding document were not critical, non-
 84

submission of documents related to data and information that are of a factual nature
or public knowledge etc….

The preliminary examination as defined under Preliminary Examination sections 2.4, 2.5
and 2.6 of the Guide deal with these issues.

7. Detailed Evaluation of bids

(a) Corrections and Unconditional discounts

All the substantially responsive bids are then adjusted in respect of arithmetical errors,
any price modifications submitted by the bidder separately prior to the closing date for
submission of bids, any unconditional discount that cut across part or the full bid price
etc..

The corrected prices are then inserted in Table 3 hereunder.

(b) Currency conversion

All the corrected prices are to be converted into the evaluation currency as provided for in
the bidding document as per the format of Table 5 hereunder.

(c) Selection of Bids for detailed evaluation (refer section …. of the Guide)

(In order to reduce the volume of work involved in the detailed evaluation, the Bid
Evaluation Committee may, after establishing responsiveness of bids, proceed with the
detailed evaluation of a shortlisted number of lowest priced bids from Table 3. Other bids
would be evaluated only if adjustments, if any, to be made to the shortlisted bids would
bring their adjusted price above the unadjusted price of any of the other bids.)

The table hereunder shows the relative difference in the prices and the reasons for the
detailed evaluation of the first …………. (insert number) bids.

Bidder’s name Corrected discounted Ranking Variation

price from Table 3 (MUR) Percentage
Bidder 6 1
Bidder 9 2
Bidder 4 3
Bidder 2 4
Bidder 7 5
Bidder 8 6
Bidder 3 7
Bidder 1 8
Bidder 5 9
 85

(d) Priced deviation, additions and adjustments

Bids that have survived and been selected for detailed evaluations might contain minor
omission and deviation which require to be adjusted as far as possible in monetary terms
except for those that are nonmaterial nonconformities that may not be given a monetary
value and which may be waived.

The additions and priced variations may relate to the following as highlighted in the
Guide:

(a) For Commercial terms and conditions

 adjustment for deviation in payment terms,
 adjustment for deviation in delivery schedule,
 etc….
(b) For Technical aspects
 addition for deficiencies in scope of supply,
 additions due to technical deviations,
 adjustment for specific evaluation criteria,
 adjustment for spare parts,
 adjustment for inland transport to warehouse or project site where
bids have to be compared at a defined particular sites,
 etc..

(c) Alternatives
Where the bidding document allow for alternatives to be considered
irrespectively of whether or not a bidder has submitted a base bid these will be
considered concurrently with the other bids for the sake of comparison but
evaluated according to the criteria mentioned for the alternatives in the bidding
document.

(d) Percentage of acceptable priced deviation.

Priced deviations may be limited up to about 15 % of the Bid Price beyond
which the bid could be declared not responsive.

8. Clarifications

The Bid Evaluation Committee shall finally confirm that all clarifications have been made in
writing and that the original of all replies received have been inserted in the original of the
bidder’s submission. Furthermore, where there have been arithmetical corrections, the report
should mention if such corrections have been accepted by the respective bidders.

After completing the detailed evaluation of bids the Evaluation committee may fill in Table 7
given hereunder as a summary of the evaluated prices for comparison with footnotes and
attachments to the table to provide details of all additions, priced deviation, evaluation factors
having taken in the price etc…preferably in respect of each bid.

9. Comparison of bids and determination of lowest evaluated bid

(a) The bids are compared to rank the bids in the order of the evaluated price. The lowest
evaluated bid is then subject to the following:

 Margin of Preference, if applicable

 Application to conditional discount; and
 Post-qualification
 86

to identify the bid for Award of Contract. Reasons for the bidder having submitted the
lowest evaluated bid(s) not satisfying the qualification criteria should be fully
documented in the report.

(b) Alternative

Where the bidding document allow for alternatives to be considered only if the base bid is
determined to be the lowest substantially responsive bids in such cases such alternative
will be retained if it is more competitive than the base bid.

10. Reasonableness of the bid price

The Bid Evaluation Committee has to comment on the reasonableness of the LEB for
execution of the works as per the estimate and rates obtained. In case the lowest evaluated bid
is substantially higher than the estimated price, the Evaluation Report should identify the items
with rates and prices on the high side to facilitate the negotiation with bidder, if the Procuring
Entity so decides.

11. Proposed award of contract

11.1 Lowest evaluated substantially responsive bidder (proposed for contract award).
(a) name:
(b) address:

11.2 If bid submitted by agent, list actual Contractor.

(a) name
(b) address

11.3 If bid from joint venture, list all partners, nationalities, and estimated shares of contract.

11.4 Principal country (ies) of origin of goods/materials.

11.5 Estimated date (month, year) of contract signing.

11.6 Estimated delivery to project site/completion period:

Currencies Amount(s) or %

11.7 Bid Price(s) (Read-out)…………………………

11.8 Corrections for Errors…………………………..
11.9 Discounts………………………………..............
11.10 Other Adjustments……………………………...
11.11 Proposed Award………………………………..

12. Conclusion and Recommendation

The Evaluation Report shall conclude on the lowest evaluated bid for award of contract
highlighting any such issues as minor deviations or other shortcomings which may be taken up
at the time of signing the contract.

The Evaluation Committee shall also comment on weaknesses found in the bidding document
that could be useful for future bidding exercise by the Procuring Entity.
 87

Annex II -1

Declarations of the Bid Evaluation Committee

1. Declaration of Bid Evaluation Committee at the start of evaluation
The Chairperson, members and secretary of the Evaluation Committee hereby declare
individually that we have no parental relation with any of the bidders or key personnel
mentioned by the bidders, no financial interest in the companies and that we are not in
a position of conflict of interest to participate in the evaluation of these bids.

We undertake not to disclose any information related to the content, examination,

clarification, evaluation, and comparison of bids and recommendations for the award
of contract to Bidders or any other third party.

Chairperson : ___________________ __________________ _____________

name signature date

Member : ___________________ __________________ ________________

name signature date

Member : ___________________ __________________ ________________

name signature date

Secretary : ___________________ __________________ ________________

name signature date

2. Declaration of the Bid Evaluation Committee after the evaluation process.

We further declare that this evaluation has been carried out in all fairness to the bidders
and the Procuring Entity (mention the Procuring Entity) and that we have acted without
fear, favour and undue influence from any party.

Chairperson : ___________________ __________________ _____________

name signature date

Member : ___________________ __________________ ________________

name signature date

Member : ___________________ __________________ ____________

name signature date
 88

Annex II-2
Table 1

Table 1 Bid Prices (as Read Out)

Bidder Identification Read-out Bid Price(s)1 Modifications or

Name Address Country Currency(ies) Amount(s) or % Comments2

(a) (b) (c) (d) (e) (f)

etc.

1
Secondary currencies are expressed in column e as a percentage of the total bid price.
2
Describe any modifications to the read-out bid, such as discounts offered, withdrawals, and alternative bids. Note also the absence of any required bid
security or other critical items. Refer also to section 2.2 of the Guidelines above.
 89

Annex II-2
Table 2

Table 2 Preliminary Examination

Bidder Verification Eligibility Bid Security Completeness Substantial Acceptance for Detailed
of Bid Responsiveness Examination

(a) (b) (c) (d) (e) (f) (g)

etc.

The column to be filled with Yes or No against each bidder with footnotes or attachments to explain the shortcomings found against each bidder.
1
Column (b) shall contain missing documents and other inconsistencies in bidders’ submissions.

Note: For explanations of other headings, see Stage 2 Preliminary examination of bids in the Guidelines. Additional columns or attachments may be needed,
such as for responsiveness to technical conditions.
 90

Annex II-2
Table 2/1
Table 2/1 Examination for Completeness of bids

(The list of items in this table is indicative. It should be customized to suit the evaluation in
process)

Sr. Bidder
No. Description
1 2 3 4 5 6 7 8 9
1 Bid Documents
1.1 Original and two copies
1.2 Bid submission form
1.3 Price Schedules
1.4 Form of guaranteed technical compliance
1.5 Technical brochures and data establishing conformity
of goods
1.6 Manufacturer’s Authorisation Form, if applicable
2.0 Bid Security or subscription to Bid Securing
declaration as applicable
3.0 Schedule of Qualifications information
Legal status,
Power of Attorney or other acceptable document,
where applicable
Reference of production capacity, past sales and
customers details
4.0 Sample if requested
5.0 Type Test, ISO certificates etc…
6.0 Soft copy and other kit for demonstration of
functionality of the items to be purchased, where
applicable
7.0
8.0
9.0
10.0 Etc..

Legend: Y for yes, N for No, Pa for Partial and NA for not applicable in columns under each bidder
 91

Annex II-2
Table 2/2

Table 2/2 Substantive Responsiveness of Bids

[The Bid Evaluation Committee will require a sub-table, as proposed hereunder, to list all
items that will determine the substantive technical and commercial responsiveness of the bids.
Where the evaluation is complex separate tables could be used for commercial and technical
responsiveness]

Sr. Bid
Document
No. Requirements [the items listed may be Ref. Bidder
amended to satisfy the specific requirements
of a specific procurement]

1 2 3 4 5 6 7 8 9

Failure to satisfy bid and security validity

period
Failure to satisfy delivery/completion period
when these are critical
Price adjustment proposed when fixed price
was requested
Failure to submit evidence for signatory of
bid to commit the bidder
Failure to provide evidence of liquid
asset/credit facility
Failure to bid for the full scope of works
Major item missing
Non-compliance with critical technical and
quality control standards,
Unrealistic and inadequate implementation
plan

Findings

Legend: C = Complied NA = Not Applicable PC = Partially Complied

R = Substantially Responsive. NC = Not Complied

 92

Annex II-2
Table 3

Table 3 Corrections and Unconditional Discount

Bidder Read-out Bid Price(s) Corrections Corrected Bid Unconditional Corrected/Discounted

Price(s) Discounts2 Bid Price(s)
Currency(ies) Amount(s) Computational Provisional Percent Amount(s)
Errors1 Sums
(a) (b) (c) (d) (e) (f) = (c) + (d) - (e) (g) (h) (i) = (f) – (h)

etc.

Note: Only bids accepted for preliminary examination (Table 2, column g) should be included in this and subsequent tables. Columns a, b, and c are from
Table 1 (columns a, d, and e, respectively).
1
Corrections in column d may be positive or negative.
2
If the discount is offered as a percent, column h is normally the product of the amounts in columns f and g. If the discount is provided as an amount, it is
entered directly in column h. A price increase is a negative discount.
 93

Annex II-2
Table 4

Table 4 Exchange Rates

Currency Used for Bid Evaluation:

Effective Date of Exchange Rate:

Authority or Publication Specified for Exchange Rate:

Note: Attach copy of exchange rates provided by specified authority or publication.

 94

Annex II-2
Table 5

Table 5 Currency Conversion (Multiple Currencies)

Specify Evaluation Currency:

Bidder Currency(ies) of Bid Corrected/Discounted Applicable Evaluation Currency

Bid Price(s) Exchange Rate(s)1 Bid Price(s) Total Bid Price2
(a) (b) (c) (d) (e) = (c) x (d) (f)

etc.

Note: This table is to be used for SBDG and Option B of SBDLW. Columns a, b and c are from Table 3, columns a, b and i.
1
Column d is from Table 4.
2
Column f is the sum of bid prices in column e for each bidder.
 95

Annex II-2
Table 6

Table 6 Currency Conversion (single currency)

Specify Evaluation Currency:

Bidder Corrected/Discounted Payment Composition1 Exchange Amounts in Exchange Evaluation Currency

Bid Price Currency of Percent of Amount in Rate Used Currency of Rate for Bid Prices Total3
Payment Total Bid Evaluation by Bidder1 Payment Evaluation2
(in specified currency) Currency

(a) (b) (c) (d) (e) = (b) x (d) (f) (g) = (e) x (f) (h) (i) = (g) x (h) (j)

etc.

Note: This table is used for SBDW and Option A of SBDLW. Columns a and b are from Table 3, columns a and i.
1
Columns c, d, and f are provided in the SBDLW Appendix to Bid and in the (Form of) Contractor’s Bid in the SBDW.
2
Column h is from Table 4.
3
Column j is the sum of bid prices in column i for each bidder.
 96

Annex II-2
Table 7

Table 7 Additions, adjustments, and Priced deviations

Specify Evaluation Currency:

Bidder Corrected/Discounted Bid Additions2 Adjustments2 Priced Deviations2 Total Price

Price1

(a) (b) (c) (d) (e) (f) = (b) + (c) + (d) + (e)

etc.

2 Column b is from either Table 5 column f or Table 6 column j,

2 Each insertion in columns c, d, or e should be footnoted and explained in adequate detail, accompanied by calculations. Refer to Stage 3 – Detailed evaluation of the
Guidelines.
 97

Appendices

Appendices contained hereunder are samples of additional forms that may

be useful for preparing records during Bid Opening, Tables for Price
Comparison, Salient Features in Technical and Commercial substantive
compliances, Eligibility criteria etc..
 98

List of Appendices
Appendix 1: BASIC DATA SHEET
Appendix 2: RECORD OF BID OPENING

Appendix 3: TABLE OF BIDDERS AND BID PRICES

- Supply of Goods
- Civil Works
- Turn Key Project
Appendix 4: TABLE OF SUBSTANTIAL RESPONSIVENESS OF BIDS
(COMMERCIAL TERMS) & DETAILS OF ELIGIBILITY
- Supply of Goods
- Civil Works
- Plant – Design – Supply – Install (Single stage – one
envelope)
TABLE: EVALUATION OF BIDDERS' QUALIFICATIONS
TABLE OF SUBSTANTIVE RESPONSIVENESS OF BIDS
(TECHNICAL REQUIREMENTS)—SUPPLY CONTRACT

Appendix 5: TABLE OF SALIENT FEATURES OF BIDS (COMMERCIAL

TERMS AND CONDITIONS) -- SUPPLY OF GOODS

TABLE OF SALIENT FEATURE OF BIDS (COMMERCIAL TERMS

AND CONDITIONS) – CIVIL WORKS

TABLE OF SALIENT FEATURE OF BIDS (COMMERCIAL TERMS

AND CONDITIONS) – PLANT-DESIGN-SUPPLY-INSTALL

Appendix 5A: TABLE OF SALIENT FEATURES OF BIDS (TECHNICAL

REQUIREMENTS)

Appendix 6: TABLE OF BID PRICE COMPARISON (SUPPLY CONTRACT)

Appendix 6A: TABLE OF BID PRICE COMPARISON (CIVIL WORKS

CONTRACT)

Appendix 6B: TABLE OF BID PRICE COMPARISON (PLANT-DESIGN-SUPPLY-

INSTALL)
 99

Appendix 1

BASIC DATA SHEET

1. Project Title:
2. Source of Fund:
3. Bid or Contract Title:
4. Bid or Contract Number:
5. Estimated Value or Engineer's Estimate:
6. Date Invitation for Bids Issued:
7. Method of Procurement12:
8. Bid Closing Date and Time:
9. Bid Opening Date and Time:
10. Number of Bids Received:
11. Bid Validity Expires on:
12. Bid Security Validity Expires on:
13. Date for Determining Applicable Exchange Rates:
14. Exchange Rates for Evaluation:

Notes

(a) Regarding "item 11-Bid Validity Expiry Date": Provided bid extensions are
permissible pursuant to the bidding documents, and if the original bid validity has
expired but bidders have been asked to extend the bid validity period, show the date on
which bidders were requested to do so and the date to which they were requested to
extend the validity. The information of which bidders have extended their bid validity
and which bidders refused to extend their bid validity shall also be provided in the
Basic Data Sheet.

(b) Regarding Bid Security Validity Expiry Date: If the original bid validity period is
extended, bidders should also be asked to extend the bid security validity period, hence
information on the extended bid security validity period shall be provided in the Basic
Data Sheet.

(c) For "item 13 - Date for Determining Applicable Exchange Rates": The date as
specified in the bidding documents shall be used.

(d) For "item 14 - Exchange Rates for Evaluation", The official selling rates of all
foreign currencies involved in the bid evaluation and information about the official
source of such selling rates as provided in the bidding documents shall be noted.

12
International Competitive Bidding (ICB). National Competitive Bidding (NCB), Limited International
Bidding (LIB) as appropriate
 100

Appendix 2
Page 1 of 4

Bid Opening Check List

(To be filled out for each bid as it is read out)

Contract Reference:

Bid Opening Date: Time:

Name of Bidder:

(a) Is outer envelope of bid sealed?

(b) Is bid form completed and signed?

(c) Expiration date of bid:

(d) Is documentary authority for signing enclosed?

(e) Amount of bid security (if required): (state

currency)

(f) Describe any “Substitution,” “Withdrawal,” or “Modification” submitted

(g) Describe any alternative bid made:

(h) Describe any discounts or modifications offered:

(i) Additional comments:13

(j) Name of bidder or representative present:

(k) Total bid price: (list currencies and amounts or

percentages)14

Signature of responsible official: Date:

13
Read out and record model numbers of equipment.
14
If bid is for a package of contracts, the price for each lot or item should be read out.
 101

Appendix 2
Page 2 of 4

RECORD OF BID OPENING

Procurement Reference No: ………………………………………………
Project Title: ……………………………………………………………………..

1. The following bids were received by the closing deadline fixed on ……………....(Date) …….
at ………….. (Time)………….hrs and were publicly opened and read at (Time) ….hrs on the
same date.

15
No. Name of Bid Bid Amount Remarks (if Signature of
Bidder & Security 16 any e.g. bid Bidders
Package Package Etc Total
address Amount security Representatives
No 1 No 2
deficiency, no
signature)
1

Etc

15
Any discounts offered should be recorded. Any alternative bids submitted should be opened.
16
Number of columns depends on the number of Sub-Packages in the Bidding Documents
 102

Appendix 2
Page 3 of 4

2. The following bidders' representatives attended the public opening of bids and a copy of the
attendance sheet is attached as an annexure of this record.

No. Name Designation Bidding Company represented

1

10

Etc

3. Matters transpiring during the opening of bids. (Any modifications, bid withdrawals,
complaints received, and clarifications mode or announced by the bid opening committee
should be recorded).

4. Reading and signing of bids ended at ........... hrs.

………………………………………………………
…………………………………………………….

(Name, Signature, and Designation) (Name, Signature, and Designation)

………………………………………………………..

(Name, Signature, and Designation)

 103

Appendix 2
Page 4 of 4

ATTENDANCE SHEET FOR OPENING OF BIDS

Procurement Reference No: ………………………………………………

Project Title: ……………………………………………………………………..

Place: ......................................... Date:…………………… Time:……………….

The following bidders' representatives attended the public opening of bids.

No. Bidder, Firm, Representative Designation Signature

Company (Printed Name)
1

10

Etc
 104

Appendix 3
Page 1 of 3

TABLE OF BIDDERS AND BID PRICES (SUPPLY CONTRACT)

Procurement Reference No. …………………………… For the Supply of …………………………………………………… (Bid/Contract/Title) ………………………..

Package Items in Bidder No. 1 Bidder No. 2 Bidder No. 3

(or Package
Schedule) (or Quoted Discounts Arithmetic Corrected Quoted Discounts Arithmetic Corrected Quoted Discounts Arithmetic Corrected
Schedule) Bid Offered Correction Bid Price Bid Offered Correction Bid Price Bid Offered Correction Bid Price
Price CIP/CIF/ CIP/CIF/ Price CIP/CIF/ CIP/CIF/ Price CIP/CIF/ CIP/CIF/
CIP/CIF EXW EXW CIP/CIF EXW EXW CIP/CIF EXW EXW
/ / /
EXW EXW EXW
(1) (2) (3) (4) = (1) – (1) (2) (3) (4) = (1) – (1) (2) (3) (4) = (1) –
(2) ± (3) (2) ± (3) (2) ± (3)
1
I 2
3
Sub-Total
for I¹
1
II 2
3
Sub-Total
for II¹
1
III 2
3
Sub-Total
for II¹
Total for
All
Packages

1 If the contract is for supply, delivery, and installation, the bid price for local handling, transportation, and installation must be shown for each package and added to the sub-total for each
package.
 105

Appendix 3
Page 2 of 3

TABLE OF BIDDERS AND BID PRICES (CIVIL WORKS CONTRACT)

Procurement Reference No. …………………………… For the Construction of …………………………………………………… (Bid/Contract/Title) …………….

Bidder No. 1 Bidder No. 2 Bidder No. 3

Quoted Discounts Arithmetic Corrected Quoted Discounts Arithmetic Corrected Quoted Discounts Arithmetic Corrected
Section Title of Section Bid Offered Correction Bid Price Bid Offered Correction Bid Price Bid Offered Correction Bid Price
Price Price Price
No.
(1) (2) (3) (4) = (1) – (1) (2) (3) (4) = (1) – (1) (2) (3) (4) = (1) –
(2) ± (3) (2) ± (3) (2) ± (3)
1 Mobilization

2 Securities and
Insurance

3 Earthworks

4 Pilling and
foundation
5 Concrete works

6 Metal Works

7 Drainage
Structures
Total
 106

Appendix 3
Page 3 of 3
TABLE OF BIDDERS AND BID PRICES (TURNKEY CONTRACTS)
Procurement Reference No. …………………………… For Plant Design- Supply-Install of ……………………… (Bid/Contract/Title) …………….

Bidder No. 1 Bidder No. 2 Bidder No. 3

Quoted Discounts Arithmetic Corrected Quoted Discounts Arithmetic Corrected Quoted Discounts Arithmetic Corrected
Section Title of Section Bid Offered Correction Bid Price Bid Offered Correction Bid Price Bid Offered Correction Bid Price
Price Price Price
No.
(1) (2) (3) (4) = (1) – (1) (2) (3) (4) = (1) – (1) (2) (3) (4) = (1) –
(2) ± (3) (2) ± (3) (2) ± (3)
1 Plant (Including
Mandatory
Spare Parts)
Supplied
from Abroad
2 Plant (Including
Mandatory
Spare Parts)
Supplied
from Within the
Employer's
Country
3 Design Services

4 Installation and
Other
Services
5 Grand
Summary
(Schedule Nos.
1 to 4)
6 Bidder
Recommended
Spare Parts
 107

Appendix 4
Page 1 of 8

TABLE OF SUBSTANTIAL RESPONSIVENESS OF BIDS (COMMERCIAL

TERMS) –
SUPPLY OF GOODS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No. Requirements Bidding Bidder Bidder Bidder

Documents No. 1 No. 2 No 3
Reference
(List here all conditions stipulated (Section and
in the bidding documents with Clause No.
which bidders must comply for of bidding
their documents)
bids to be considered responsive)
1 Signature on Bid Form by the C C C
Authorized Person

2 Power of Attorney C C C

3 Eligibility:

Bidders C (see details in C (see details in C (see details in

Attachment 1 to Attachment 1 to Attachment 1 to
this Appendix) this Appendix) this Appendix)

Goods C 1 C
NC

4 Bid Validity – …. days C (valid until C (valid until C (valid until

indicate here the indicate here the indicate here the
date/month/year) date/month/yr.) date/month/yr)

5 Bid Security
C [indicate here C [indicate here C [indicate here
(i) Amount >2% of the Bid Price the bid security the bid security the bid security
amount] amount] amount]

(ii) Validity – 90 days C (valid until C (valid until C (valid until

indicate here the indicate here the indicate here the
date/month/year) date/month/year) date/month/year)
1
6 Remarks No major Goods are from No major
deviation non-eligible deviation
country
7 Findings Responsive Non-Responsive Responsive

C = Complied
NC = Not Complied
 108

Appendix 4
Attachment 1
Page 2 of 8

DETAILS ON ELIGIBILITY OF BIDDERS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)
……………………

No. Requirements Bidding Bidder Bidder Bidder

Documents No. 1 No. 2 No 3
Reference

Single Entity or Joint Venture Single Entity Joint Venture Single Entity
1
Partners are
If Joint Venture, all partners must Jointly and
be jointly and severally liable. severally liable

Bidder must be a national of an X X and XX X

eligible country.
2
Proposed sub-contractors or XX XXX X
suppliers must be nationals of an (member (member (member
eligible country. countries) (countries) countries)

3 Conflict of Interest None Yes, (indicate None

why)

4 Declared ineligible by PPO No No No

Government-owned enterprise in Not a Not a Not a

Purchaser's country to be legally government government government
5 and financially autonomous, owned owned owned
operate under commercial law, enterprise enterprise enterprise
and not dependent agency of the
Purchaser

6 Not having been declared Not declared Not declared Not declared
ineligible based on a United ineligible ineligible ineligible
Nations resolution
 109

Appendix 4
Page 3 of 8

TABLE OF SUBSTANTIAL RESPONSIVENESS OF BIDS (COMMERCIAL

TERMS) –
CIVIL WORKS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No. Requirements Bidding Bidder Bidder Bidder

Documents No. 1 No. 2 No 3
Reference
(List here all conditions stipulated (Section and
in the bidding documents with Clause No.
which bidders must comply for of bidding
their documents)
bids to be considered responsive)
1 Signature on Bid Form by the C C C
Authorized Person

2 Power of Attorney C C C

3 Eligibility:

Bidders C (see details in C (see details in C (see details in

Attachment 1 to Attachment 1 to Attachment 1 to
this Appendix) this Appendix) this Appendix)

Materials, Equipment and services C C C

4 Bid Validity – …. days C (valid until C (valid until C (valid until

indicate here the indicate here the indicate here the
date/month/year) date/month/yr.) date/month/yr)

5 Bid Security
C [indicate here C [indicate here C [indicate here
(i) Amount: Rs ………………… the bid security the bid security the bid security
amount] amount] amount]

(ii) Validity – 118 days C (valid until NC (Bid Security C (valid until
indicate here the is valid for only indicate here the
date/month/year) 100 days) date/month/year)

6 Remarks No major Major deviation No major

deviation on Bid Security deviation
7 Findings Responsive Non-Responsive Responsive

C = Complied
NC = Not Complied
 110

Appendix 4
Attachment 1
Page 4 of 8

DETAILS ON ELIGIBILITY OF BIDDERS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)
……………………

No. Requirements Bidding Bidder Bidder Bidder

Documents No. 1 No. 2 No 3
Reference

Single Entity or Joint Venture Single Entity Joint Venture Single Entity
1
Partners are
If Joint Venture, all partners must jointly and
be jointly and severally liable. severally liable

Bidder must be a national of an X X and XX X

eligible country.
2
Proposed sub-contractors or XX XXX X
suppliers must be nationals of an (member (member (member
eligible country. countries) (countries) countries)

3 Conflict of Interest None None None

4 Declared ineligible by PPO No No No

Government-owned enterprise in Not a Not a Not a

Purchaser's country to be legally government government government
5 and financially autonomous, owned owned owned
operate under commercial law, enterprise enterprise enterprise
and not dependent agency of the
Purchaser

6 Not having been declared Not declared Not declared Not declared
ineligible based on a United ineligible ineligible ineligible
Nations resolution
 111

Appendix 4
Page 5 of 8

TABLE OF SUBSTANTIAL RESPONSIVENESS OF BIDS (COMMERCIAL

TERMS) –
PLANT-DESIGN-SUPPLY-INSTALL (SINGLE STAGE: ONE ENVELOPE)

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No. Requirements Bidding Bidder Bidder Bidder

Documents No. 1 No. 2 No 3
Reference
(List here all conditions stipulated (Section and
in the bidding documents with Clause No.
which bidders must comply for of bidding
their documents)
bids to be considered responsive)
1 Signature on Bid Form by the C C C
Authorized Person

2 Power of Attorney C C C

3 Eligibility:

Bidders C (see details in C (see details in C (see details in

Attachment 1 to Attachment 1 to Attachment 1 to
this Appendix) this Appendix) this Appendix)

Plant and services C C C

4 Bid Validity – …. days C (valid until C (valid until C (valid until

indicate here the indicate here the indicate here the
date/month/year) date/month/yr.) date/month/yr)

5 Bid Security
C [indicate here NC (Bid Security C [indicate here
(i) Amount: Rs ………………… the bid security amount is Rs the bid security
amount] ….(less) amount]

(ii) Validity – 118 days C (valid until C (valid until C (valid until
indicate here the indicate here the indicate here the
date/month/year) date/month/year) date/month/year)

6 Remarks No major Major deviation No major

deviation on Bid Security deviation
7 Findings Responsive Non-Responsive Responsive

C = Complied
NC = Not Complied
 112

Appendix 4
Attachment 1
Page 6 of 8

DETAILS ON ELIGIBILITY OF BIDDERS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)
……………………

No. Requirements Bidding Bidder Bidder Bidder

Documents No. 1 No. 2 No 3
Reference

Single Entity or Joint Venture Single Entity Joint Venture Single Entity
1
Partners are
If Joint Venture, all partners must jointly and
be jointly and severally liable. severally liable

Bidder must be a national of an X X and XX X

eligible country.
2
Proposed sub-contractors or XX XXX X
suppliers must be nationals of an (member (member (member
eligible country. countries) (countries) countries)

3 Conflict of Interest None None None

4 Declared ineligible by PPO No No No

Government-owned enterprise in Not a Not a Not a

Purchaser's country to be legally government government government
5 and financially autonomous, owned owned owned
operate under commercial law, enterprise enterprise enterprise
and not dependent agency of the
Purchaser

6 Not having been declared Not declared Not declared Not declared
ineligible based on a United ineligible ineligible ineligible
Nations resolution
 113

Appendix 4
Page 7 of 8

TABLE: EVALUATION OF BIDDERS' QUALIFICATIONS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)
……………………

Qualification Criteria
Pending Turnover Net Cash Experience Others
Bidder Litigation: Worth Flow (if any)
No. Capacity Remarks
Must not Rs 300 Must be Rs 50 Experience In
represent Million Positive Million At Least One
more than for the Similar
50% of Last Contract In
Bidder's Net Three the Last
Worth Years Three Years
(Value of Rs
700 Million)

1 No pending
litigation

2 No pending
litigation

3 Pending
litigation is
equivalent
to 10% of
Net Worth

4 No pending
litigation

5 No pending
litigation

6 No pending
litigation

7 No pending
litigation
 114

Appendix 4
Page 8 of 8

TABLE OF SUBSTANTIVE RESPONSIVENESS OF BIDS

(TECHNICAL REQUIREMENTS)—SUPPLY CONTRACT

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No. Requirements Bidding Bidder 1 Bidder 2 Bidder 3

Documents
Reference
(List here the scope of (Section and
supply and all key Clause No.
technical and of bidding
performance document)
requirements of major
equipment and materials:
e.g. plant, capacity,
horsepower, pressure,
voltage, efficiency,
operating temperature
etc.)

1 Scope of Supply C C

2 Item 1. Grader 85 kW C C

3 Item 2. 8.5 m3 capacity C NC*

dump truck.
right-hand drive

4 Item 3. Bulldozer. C C
Min. 225 kW (210 kW) (225 kW)

5 Etc

6 Remarks No major *left-hand

3
deviation. drive and 7 m
capacity

7 Findings Responsive Non-

responsive

C = Complied
NC = Not Compiled
 115

App
endix 5
Page
1 of 3

TABLE OF SALIENT FEATURES OF BIDS

(COMMERCIAL TERMS AND CONDITIONS) -- SUPPLY OF GOODS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No Specified Terms and Bidding Bidder Bidder Bidder

Conditions Documents No. 1 No. 2 No. 3
Reference
(List here all major
commercial
terms and conditions
specified in the bidding
document; e.g.,
performance security, terms
of
payment, Delivery and
Completion
Period
1 Performance Security

(i) Amount: 10% of the C C C

Contract
Price

(ii) Valid up to the date of C C C

completion of the Supplier's
performance obligations,
including any warranty
1
obligations. C NC C
Delivery/Contract Completion 2
2 C C NC
Period: 10 months

Terms of Payment
3
1 For purposes 2 For
Remarks of bid purposes
evaluation, of bid
Bid Price shall evaluation,
be adjusted Bid Price
upwards shall be
pursuant to the adjusted
Criteria of the upwards
Bidding pursuant to
Document. the provision
in the Bidding
Document.

C = Complied
NC = Not Complied
 116

Appendix 5
Page 2 of 3

TABLE OF SALIENT FEATURE OF BIDS

(COMMERCIAL TERMS AND CONDITIONS) – CIVIL WORKS

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No Specified Terms and Bidding Bidder Bidder Bidder

Conditions Documents No. 1 No. 2 No. 3
Reference
(List here all major
commercial
terms and conditions
specified in
the bidding document; e.g.,
performance security, terms
of
payment, Delivery and
Completion
Period)
1 Performance Security

(i) Amount: 10% of the C C C

Contract
Price
C C C
(ii) Valid up to the issue of the
Performance Certificate
Delivery/Contract Completion
Period: 10 months
1
2 C NC C
Contract Completion Time (30 months)
(24 months)

1 Bid declared
Remarks Non-responsive
as the provision
in the Bidding
Document (ITB
13, Section 2)
stipulates that
alternative time
for completion
is
not permitted.

C = Complied
NC = Not Complied
 117

Appendix 5
Page 3 of 3

TABLE OF SALIENT FEATURE OF BIDS

(COMMERCIAL TERMS AND CONDITIONS) – PLANT-DESIGN-SUPPLY-
INSTALL

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No Specified Terms and Bidding Bidder Bidder Bidder

Conditions Documents No. 1 No. 2 No. 3
Reference
(List here all major
commercial
terms and conditions
specified in
the bidding document; e.g.,
performance security, terms
of
payment, Delivery and
Completion
Period)
1 Performance Security

(i) Amount: 10% of the C C C

Contract
Price

(ii) Valid up to the date of C C C

Operational Acceptance of
the
Facilities
1
2 Contract Completion Time NC C C
(36 months) (40 months)

1 For purposes
Remarks of bid
evaluation, the
Bid Price shall
be adjusted
upwards
pursuant to the
provision in
the Bidding
Document.

C = Complied
NC = Not Complied
 118

Appendix 5A

TABLE OF SALIENT FEATURES OF BIDS

(TECHNICAL REQUIREMENTS)

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

No Specified Terms and Bidding Bidder Bidder

Conditions Documents No. 1 No. 2 Etc
Reference
[List here the scope of
supply and
all technical and
performance
features of equipment and
materials in the scope]

1 Scope of Supply C PC
Failure to quote
item 5, inland
transportation

2 Pumps and Motors C C

(a) Pumps (centrifugal)
(i) Capacity –lps [EA to give
(ii) Rating-kW details from
(iii) Head-meter the Bidder’s
(iv) Efficiency, Bid Proposal]
(v) Materials- Body
Shaft
Impeller
(vi) Rpm
etc.
(b) Prime mover C C
(i) Electric Motor
(ii) Rating-kW [EA to give
(iii) Voltage details from
(iv) Efficiency the Bidder’s
(v) Cooling system, etc. Bid Proposal]
[EA to indicate the
detailed requirements
indicated in the attached
Bidding Document.]
No financial Financial
Remarks adjustment is adjustment is
required. required.

C = Complied
PC = Partially Complied
NC = Not Complied
 119

Appendix 6

TABLE OF BID PRICE COMPARISON (SUPPLY CONTRACT)

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)
……………………

Package Particular Bidder Bidder Bidder Etc

No. No 1 No 2 No 3

1 Part A. (Supply and Installation

of
Pump Station No. 1)
1. Pumps
2. Motors
3. Pipes, Valves, and Fittings
4. Etc.
CIF/EXW
Inland Transportation
Installation

SUB TOTAL PART A

Part B. Adjustments.
(a) Scope of Supply
(b) Technical Compliance
(c) Specified technical
Evaluation Factors
(d) Terms of Payment
(e) Delivery or Work Schedule
(f) Etc.

SUB TOTAL PART B

TOTAL EVALUATED BID
PRICE PACKAGE I

Application of Margin of
Preference
(As provided for in Bidding
Documents)

1 Use a table for each package if necessary.

 120

Appendix 6A

TABLE OF BID PRICE COMPARISON (CIVIL WORKS CONTRACT)

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

(Currency of Bid Comparison)

Title of Sections Procuring Bidder Bidder Bidder Etc
Entity’s No 1 No 2 No 3
Estimate

1 Mobilization
2 Securities and
3 Insurance
4 Earthworks
5 Piling and Foundation
6 Concrete Works
7 Metal Work
8. Electro Mechanical Work
9 Drainage Structures
Etc.

Sub-Total Part A

Adjustments
(a) Payment Terms
(b) Construction Period
(c) Liquidated Damages
(d) Etc.
Sub Total Part B
TOTAL EVALUATED
BID
PRICE
Application of
Margin of Preference
 121

Appendix 6B

TABLE OF BID PRICE COMPARISON (PLANT-DESIGN-SUPPLY-INSTALL)

Procurement Reference No.….…………. for ………………………… (Bid/Contract/Title)

……………………

(Currency of Bid Comparison)

Schedule Title of Schedule Procuring Bidder Bidder Bidder Etc
No. Entity’s No 1 No 2 No 3
Estimate
1 Plant Supplied from
Abroad

Spare Parts Supplied

from
Abroad
2 Plant Supplied from
Within
Mauritius

Spare Parts Supplied

from
within Mauritius
3 Design Services
Installation and Other
Services
4
Sub-Total (1 – 4 )
Part B: Adjustments

(a) Contract Completion

Time

(b) Quantifiable
Deviations
and Omissions

(c) Operating and

Maintenance Costs

(d) Functional
Guarantees of
the Faciliites

(e) Work, Services to be

Provided by the
Employer

Sub-Total (a to e)
Total Evaluated Bid
Price
(Part A + Part B)
Application of
Margin of Preference
 122

Sources:

World Bank Standard Prequalification Document

World Bank Evaluation Forms and Guide
World Bank Standard Bidding Documents for Works and Goods

Asian Development Bank Evaluation Guide (revised 2010)

Evaluation Guide for Prequalification and Bids of Japan International Cooperation

Agency

Handbook for Procurement under Japanese ODA Loans JICA (March 2009)