Physical Infrastructure Construction Procedures, 2077

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Annex 5:
Bid Evaluation Guide For Procurement of Works
Following
Sealed Quotation Bidding Procedures

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[Note: The Bid Evaluation Guide is meant to assist in evaluation of the bids for procurement of the
works received following the Sealed Quotation Bidding Process using the Bidding Documents prepared
following the template of the Standard Bidding Document which is a part of Physical Infrastructure
Construction Procedures, 2077. Any changes in the Standard Bidding Documents will necessitate the
review and revision of the guide.]

Final Version 01_January, 2021

Table of Content

Description Page No.

1 Introduction 1

2 Bid Evaluation 2

Annexes:

Annex I: Compliance of Sealed Quotations'(Bids') with Eligibility Requirements

Annex II: Correction of Quoted Bid Prices

Annex III: Comparative Chart of Quoted Bid Prices (Corrected) and Engineers Estimate

Final Version 01_January, 2021

 BID EVALUATION GUIDE (Sealed Quotation Bidding Procedures)

1. Introduction
The evaluation of the bids received for the procurement of works following the Sealed Quotation Bidding
Procedures for procurement of works (Engineers estimate of up to Rs.2 million) is covered in this guide.
In principle the evaluation of bids aims to determine substantially responsive bid having lowest evaluated
bid price among the bids received. The evaluation process to determine substantial responsiveness
examines the bids and bidder's compliance with eligibility requirements. The bid prices quoted by
substantially responsive bidders are modified and corrected if necessary in accordance with the provisions
of the bid document. These are compared with the engineers estimate to determine the substantially
responsive lowest evaluated bid.
This guide is intended to assist the bid evaluation committee in structured evaluation of the bids. The
specimen forms and formats for use in the bid evaluation process are presented as Annexes of this guide.
To assist in the bid evaluation process, these forms are also given separately as a work book in excel.
2. Bid Evaluation
The Sealed Quotations (Bids) received in response to the invitation for sealed quotations are opened at the
time and date mentioned in the bid document. These sealed quotations (bids) shall be evaluated following
the provisions mentioned in the bid document. The steps and procedures to be followed for the evaluation
and the corresponding clauses of the bid document are described hereunder.
i. Check if any of the bidders is declared blacklisted and ineligible by GON, PPMO then the bid
submitted by such bidder shall not be considered for evaluation. (ITB 2.1)
ii. If a natural person or firm/institution/company which is already declared blacklisted and ineligible by
the GoN, check whether the bid is submitted by any other new or existing firm/institution/company
owned partially or fully by such Natural person or Owner or Board of director of such blacklisted
firm/ institution/company. In such case the bid shall not be considered for evaluation. (ITB 2.2)
iii. Ascertain whether a corruption case is being filed to Court against Natural person or Owner or
Board of director of such the firm/ institution/company or a partner of JV, who has submitted the
bid. If yes, the evaluation committee shall recommend the office chief that request shall be made
to GON for instruction and decision on responsiveness of such bid shall only be taken after
considering the instruction received. In the meantime the bid evaluation committee shall carry on
the evaluation including the concerned bid in the evaluation process.( ITB 21)
iv. The bid comprises of a) Letter of Bid; b) Bid Security; c) Company Registration Certificate;
d)VAT Registration Certificate; e) Tax Clearance Certificate/ Tax submission evidence/ Tax
return extension evidence; f) Power of Attorney of Bid Signatory; g) Bank Voucher for cost of
Bid Document: h) Priced Bill of Quantities (BoQ) and i) any additional document if prescribed in
BDS. It shall be checked whether all documents mentioned above are provided by the bidder as
part of his bid. (ITB 9, 13 and 14)
v. The documents mentioned in (iv) above as part of the bid shall be examined to check their
validity and also to ascertain the bidder's compliance with the eligibility requirements mentioned
in Section III Eligibility Criteria of the Bid Document. The Letter of Bid shall be checked to see
that it is completed without any alteration to the text or not. The Letter of Bid with alterations
shall not be accepted. Check and ascertain whether the bid security submitted is in the prescribed

3
 format for the amount and validity as specified in BDS or not. The compliance of Sealed
Quotations (Bids) with these eligibility requirements shall be tabulated in the format "Compliance
of Bids with Eligibility Requirements", which is presented as Annex I of this guide. (ITB 20)
vi. The Sealed Quotations, which are determined eligible. shall be considered for further evaluation.
The prices quoted shall be checked and corrections including any arithmetic errors in the bid
prices shall be made following the provisions of ITB 21. The corrections in the bid prices shall be
tabulated in the format "Correction of Quoted Bid Prices", which is presented as Annex II of this
guide. The reasons for corrections shall be noted in the "Remarks" column of the table.
vii. The item wise prices (corrected) quoted by individual bidders along with engineers estimate shall
be compared and a price comparative chart shall be prepared. The price comparison shall be
tabulated in the format "Comparative Chart of Quoted Prices (corrected) and Engineers
Estimate", which is presented as Annex III of this guide. On the basis of the comparison the bid
having lowest evaluated bid price shall be determined.
viii. Check whether the bid with lowest evaluated bid price is seriously unbalanced or frontloaded. If
deemed so recommend the Employer to seek price analysis from the bidder. Evaluate the price
analysis considering ITB 22.2 and decide whether additional performance security as per ITB 25
and 26 is necessary.
ix. If instructions have been asked to the concerned authorities pursuant to ITB 21.4, the evaluation
committee shall wait for the instructions. Once the instructions are obtained the evaluation
committee shall determine its effect on the evaluation of the concerned bidder’s bid.
x. After considering all relevant factors mentioned above the bid evaluation committee shall
determine lowest evaluated substantially responsive bid. Also determine if additional
performance security has to be recommended. The bid evaluation report shall be prepared using
the template of Bid Evaluation Report, which is provided for this purpose as Annex 6 of Physical
Infrastructure Construction Procedures, 2077.

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 Annex I: Compliance of Sealed Quotations'(Bids') with Eligibility Requirements

Contract Description :
Contract ID No. :

S.No. Criteria and Requirement Bidder # Bidder # Bidder # Remarks

1 2 3

1 Eligibility Requirements
1.1 Firm Registration Certificate
1.2 Business Registration Certificate
1.3 VAT and PAN Registration
1.4 TAX clearance Certificate /Tax Return submission evidence/evidence of
time extension for the F/Y…..

1.5 Letter of Bid

1.6 Authorisation

1.7 Signature
1.8 Stamp: Pages stamped with Company Stamp
1.9 JV Agreement (if applicable)
1.10 Bids: Only One Bid
1.11 Cost of Bidding document: Deposit voucher of NRs. ………..

1.12 Bid Validity & Bid Security

1.12.1 Bid Validity: 45 days
1.12.2 Bid Security
a) Format: Bid Form
b) Amount: NRs.
c) Validity: (45)+30 days
d) Bank , Reference No. and Issue date

Meets Requirement (Yes/No)

Note:
 Annex II: Correction of Quoted Bid Prices

Contract
Description :
Contract ID No. :

Sealed BOQ Item Data Qty Unit Rate Amount Variance Remarks
Quotation Description
(Bid) of
As submitted
As Corrected
As submitted
As Corrected
As submitted
Bidder #1 As Corrected
As submitted
As Corrected
Total As submitted
As Corrected
As submitted
As Corrected
As submitted
As Corrected
Bidder #2 As submitted
As Corrected
Total As submitted
As Corrected
As submitted
As Corrected
As submitted
As Corrected
Bidder #3 As submitted
As Corrected
Total As submitted
As Corrected

[Note: The reasons for correction shall be noted in "Remarks" column.]

 Annex III: Comparative Chart of Quoted Bid Prices (Corrected) and Engineers Estimate

Contract Description:
Contract ID No.:
BOQ Items Engineers Estimate Prices Quoted By (Corrected as required)

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

Item Description Unit Qty Rate Amount Rate Amount Rate Amount Rate Amount
No.

subtotal

VAT on (subtotal)

subtotal incl. VAT

PS Items total

Grand Total incl. VAT and PS Items

Variance with Engineers Estimate in %