Guide on Bid Evaluation
This guide is intended to provide guidance to borrowers on bid evaluation procedures and how to prepare a bid
evaluation report to be submitted to ADB, in connection with the procurement of contracts financed in whole
or in part by an ADB loan or grant, or by ADB-administered funds.
About the Asian Development Bank
ADB’s vision is an Asia and Pacific region free of poverty. Its mission is to help its developing member countries
reduce poverty and improve the quality of life of their people. Despite the region’s many successes, it remains
home to a large share of the world’s poor. ADB is committed to reducing poverty through inclusive economic
growth, environmentally sustainable growth, and regional integration.
Based in Manila, ADB is owned by 67 members, including 48 from the region. Its main instruments for helping
its developing member countries are policy dialogue, loans, equity investments, guarantees, grants, and
technical assistance.
GUIDE ON BID EVALUATION
June 2018
ASIAN DEVELOPMENT BANK
6 ADB Avenue, Mandaluyong City
1550 Metro Manila, Philippines
www.adb.org
ASIAN DEVELOPMENT BANK
GUIDE ON BID EVALUATION
June 2018
ASIAN DEVELOPMENT BANK
Creative Commons Creative Commons Attribution-NonCommercial-NoDerivs 3.0 IGO license
(CC BY-NC-ND 3.0 IGO)
© 2018 Asian Development Bank
6 ADB Avenue, Mandaluyong City, 1550 Metro Manila, Philippines
Tel +63 2 632 4444; Fax +63 2 636 2444
www.adb.org
Some rights reserved. Published in 2018.
ISBN 978-92-9261-266-5 (print), 978-92-9261-267-2 (electronic)
Publication Stock No. TIM189440-2
DOI: http://dx.doi.org/10.22617/TIM189440-2
The views expressed in this publication are those of the authors and do not necessarily reflect the views and policies
of the Asian Development Bank (ADB) or its Board of Governors or the governments they represent.
ADB does not guarantee the accuracy of the data included in this publication and accepts no responsibility for any
consequence of their use. The mention of specific companies or products of manufacturers does not imply that they
are endorsed or recommended by ADB in preference to others of a similar nature that are not mentioned.
By making any designation of or reference to a particular territory or geographic area, or by using the term “country”
in this document, ADB does not intend to make any judgments as to the legal or other status of any territory or area.
This work is available under the Creative Commons Attribution-NonCommercial-NoDerivs 3.0 IGO license
(CC BY-NC-ND 3.0 IGO) http://creativecommons.org/licenses/by-nc-nd/3.0/igo/. By using the content of this
publication, you agree to be bound by the terms of this license. For attribution and permissions, please read the
provisions and terms of use at https://www.adb.org/terms-use#openaccess.
This CC license does not apply to non-ADB copyright materials in this publication. If the material is attributed
to another source, please contact the copyright owner or publisher of that source for permission to reproduce it.
ADB cannot be held liable for any claims that arise as a result of your use of the material.
Please contact pubsmarketing@adb.org if you have questions or comments with respect to content, or if you wish
to obtain copyright permission for your intended use that does not fall within these terms, or for permission to use
the ADB logo.
Notes:
In this publication, “$” refers to United States dollars.
Corrigenda to ADB publications may be found at http://www.adb.org/publications/corrigenda.
Printed on recycled paper
iii
Contents
Preface��������������������������������������������������������������������������������������������������������������������������������������������������������������������� v
Part 1
Bid Evaluation Procedure and Reporting��������������������������������������������������������������������������������������������� 1
Section 1: General������������������������������������������������������������������������������������������������������������������������������������������������� 2
A. Introduction����������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������2
B. Purpose of Bid Evaluation��������������������������������������������������������������������������������������������������������������������������������������������������������������3
C. Principles in Bid Evaluation�����������������������������������������������������������������������������������������������������������������������������������������������������������3
D. ADB’s Bidding Procedures under Competitive Bidding�����������������������������������������������������������������������������������������������������5
Section 2: Bid Evaluation Procedure������������������������������������������������������������������������������������������������������������������ 7
A. Step 1: Opening and Preliminary Examination of Bids�������������������������������������������������������������������������������������������������������7
1. Basic Data�������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������7
2. Record of Bid Opening.............................................................................................................................................................7
3. Preliminary Examination of Bids...........................................................................................................................................8
4. Clarifications, Deviations, Reservations, and Omissions�������������������������������������������������������������������������������������������8
B. Step 2: Determination of Substantial Responsiveness of Bids����������������������������������������������������������������������������������������9
1. Substantial Responsiveness to Commercial Terms and Conditions ���������������������������������������������������������������������9
2. Substantial Responsiveness to Technical Requirements in Procurement of Goods and
Procurement of Plant (Supply Component) ���������������������������������������������������������������������������������������������������������������10
3. Substantial Responsiveness to Technical Requirements in Procurement of Works and
Procurement of Plant (Adequacy of Technical Proposal) �������������������������������������������������������������������������������������11
4. Preparation of Table of Substantive Responsiveness of Bids��������������������������������������������������������������������������������11
5. Substantial Responsiveness of Bidders under a Two-Envelope Bidding Procedure�������������������������������������12
6. Substantial Responsiveness of Bidders under a Two-Stage Bidding Procedure���������������������������������������������12
C. Step 3: Detailed Evaluation of Price Bids������������������������������������������������������������������������������������������������������������������������������13
1. Preparation of Table of Bid Prices ....................................................................................................................................13
2. Determination of Number of Bids for Detailed Evaluation ....................................................................................14
3. Detailed Evaluation of Price Bids��������������������������������������������������������������������������������������������������������������������������������������14
4. Financial Adjustment of Bid Prices (Commercial Aspects)....................................................................................15
5. Financial Adjustment of Bid Prices (Technical Aspects).........................................................................................16
6. Detailed Evaluation of Bids for a Civil Works Contract��������������������������������������������������������������������������������������������18
7. Application of Domestic Preference Scheme�������������������������������������������������������������������������������������������������������������20
8. The Lowest Evaluated Substantially Responsive Bid������������������������������������������������������������������������������������������������21
9. Abnormally Low Bids������������������������������������������������������������������������������������������������������������������������������������������������������������21
iv
CONTENTS
D. Step 4: Confirmation of Qualifications and Recommendation for Contract Award�������������������������������������������22
1. Evaluation of Qualifications�����������������������������������������������������������������������������������������������������������������������������������������������22
2. Multiple Contract Evaluation���������������������������������������������������������������������������������������������������������������������������������������������22
3. Award of Contract������������������������������������������������������������������������������������������������������������������������������������������������������������������22
Section 3: Preparation of Bid Evaluation Report.............................................................................................24
A. Single-Stage: One-Envelope Bidding Procedure���������������������������������������������������������������������������������������������������������������24
B. Single-Stage: Two-Envelope Bidding Procedure����������������������������������������������������������������������������������������������������������������26
C. Two-Stage and Two-Stage: Two-Envelope Bidding Procedures���������������������������������������������������������������������������������26
Appendixes�����������������������������������������������������������������������������������������������������������������������������������������������������������27
1
Basic Data Sheet...................................................................................................................................................................... 28
2
Record of Bid Opening.......................................................................................................................................................... 30
3(A) Table of Substantial Responsiveness of Bids (Commercial Terms)—Supply Contract............................... 33
3(B) Table of Substantial Responsiveness of Bids (Commercial Terms)—Civil Works......................................... 35
3(C)Table of Substantial Responsiveness of Bids (Commercial Terms)—Plant Design–
Supply–Installation�����������������������������������������������������������������������������������������������������������������������������������������������������������������37
4
Table of Substantial Responsiveness of Bids (Technical Requirements)—Supply Contract.................... 39
5(A) Table of Salient Features of Bids (Commercial Terms and Conditions)—Supply Contract....................... 40
5(B) Table of Salient Features of Bids (Commercial Terms and Conditions)—Civil Works................................ 42
5(C)Table of Salient Features of Bids (Commercial Terms and Conditions)—Plant Design–
Supply–Installation�����������������������������������������������������������������������������������������������������������������������������������������������������������������43
5A-1 Table of Salient Features of Bids (Technical Requirements)—Supply Contract��������������������������������������������44
6(A) Table of Bid Prices (Supply Contract)��������������������������������������������������������������������������������������������������������������������������������������� 45
6(B) Table of Bid Prices (Civil Works Contract)������������������������������������������������������������������������������������������������������������������������������ 46
6(C) Table of Bid Prices (Plant Contract)...........................................................................................................................................47
7(A) Table of Bid Price Adjustment (Supply Contract)������������������������������������������������������������������������������������������������������48
7(B) Table of Bid Price Adjustment (Civil Works Contract)���������������������������������������������������������������������������������������������49
7(C) Table of Bid Price Adjustment (Plant Design–Supply–Installation)��������������������������������������������������������������������51
8
Evaluation of Bidders’ Qualifications............................................................................................................................... 54
Part 2
Examples of Bid Evaluation������������������������������������������������������������������������������������������������������������������55
Example 1: Supply Contract������������������������������������������������������������������������������������������������������������������������������������������������������������56
Example 2: Civil Works Contract................................................................................................................................................... 86
Example 3: Design, Supply, and Installation Contract........................................................................................................119
v
Preface
The principles and procedures outlined in this Guide on Bid Evaluation (hereinafter referred to as “the Guide”)
are as prescribed by the Procurement Guidelines (2015, as amended from time to time) (“Guidelines”) and the
Procurement Regulations for ADB Borrowers: Goods, Works, Nonconsulting and Consulting Services (2017, as
amended from time to time) (“Regulations”); 1 and are applicable to the procurement of goods (“Goods” which
includes related services2); works (“Works”) and plant design, supply, and installation (”Plant”) that are financed in
whole or in part by an Asian Development Bank (ADB) loan or grant or by ADB-administered funds. In accordance
with the Guidelines/Regulations, ADB requires its borrowers or recipients of grants (hereinafter referred to as
“Borrowers”) or their Project Executing Agencies (“Executing Agencies”) to submit a “Bid Evaluation Report” for
ADB’s approval prior to award of contract in case the contract is subject to ADB prior review.3
Bid Evaluation Reports prepared by Borrowers, Executing Agencies, and their consultants (“Consultants”) in
response to ADB’s requirements have often been inadequate in form and substance; in many cases, ADB principles
and procedures for procurement have not been fully met or, in some instances, violated. In such cases, it becomes
necessary for ADB to obtain additional information or to request clarifications and additional analyses after the
receipt and initial review of the report.
Such delays have frequently necessitated requests to bidders for extension of the bid validity period; however, if the
bidder that has submitted the lowest evaluated bid price does not wish to comply with that request, it would lead
to the award of the contract to another bidder. This consequence is highly undesirable, not only for the Executing
Agency which has to pay a higher price than necessary for the implementation of a project, but also for bidders
who are forced to maintain their bid validity for an unreasonable period of time or, after incurring the expenses of
bidding, to withdraw from the competition. Finally, such developments are undesirable from an operational point
of view since ADB is responsible, under the terms of its Charter, to ensure that projects which it finances are carried
out with due regard to “economy and efficiency.” Losing the opportunity to award a contract on time to the lowest
evaluated substantially responsive bidder is neither economical nor efficient.
Given the difficulties inherent in the evaluation process and in the preparation of complete, accurate, and
concise Bid Evaluation Reports, the Guide has been written to provide Borrowers, Executing Agencies, and their
Consultants with guidance on bid evaluation procedures and on the format of the report to be submitted to ADB.
Part 1 of the Guide sets out a systematic step-by-step bid evaluation procedure covering all relevant factors which
must be taken into account in determining the lowest evaluated substantially responsive bid in accordance with
the terms and conditions of the bidding document. It also illustrates how the report to ADB should be put together
using the tables of analysis prepared during the evaluation process.
Part 2 of the Guide consists of three examples of bid evaluation reports: one for a supply contract involving the
procurement of goods; one for a civil works contract; and one for a design, supply, and installation contract involving
the procurement of plant, or equipment, and installation works under a single responsibility or turnkey contract.
1
2
3
The relevant project financing agreement indicates whether the Guidelines or Regulations apply.
The term “Services” does not include consulting services which are of an intellectual and advisory nature requiring evaluation of
technical proposals that offer tailored approaches, methodologies, and specially qualified experts.
The project procurement plan specifies which contracts are subject to ADB prior review.
vi
PREFACE
Use of the procedures proposed in the Guide are recommended. It is recognized that in some procurement cases
it may be necessary to modify the procedures, including the tables of analysis, to suit the nature of the particular
procurement being undertaken.
ADB hopes that the information provided in the Guide will be useful and will help to reduce or eliminate the
problems which have been encountered in the past. However, it should be noted that the purpose of the Guide is
to provide assistance to Executing Agencies on bid evaluation reflecting the procurement principles and practices
embodied in the Guidelines/Regulations.
In case of ambiguities or discrepancies between this Guide and the provisions of the financing agreement or the
provisions of the bidding document, the provisions of the bidding documents or financing agreement (in order of
priority in the event of inconsistency) prevail over the Guide.
Any additional information on procurement under projects financed in whole or in part by an ADB loan or grant or
by ADB administered funds can be obtained from
Procurement, Portfolio and Financial Management Department (PPFD)
Asian Development Bank
6 ADB Avenue, Mandaluyong City
1550 Metro Manila, Philippines
E-mail: procurement@adb.org
Tel: +63 2 632 4444
Fax: +63 2 636 2444 [Attn: Director General, PPFD]
www.adb.org
1
PART 1
Bid Evaluation Procedure
and Reporting
2
Section 1: General
A.
Introduction
1.1
Procurement under investment lending projects financed in whole or in part by an Asian Development
Bank (ADB) loan or grant or by ADB-administered funds must be carried out in accordance with the
policy, principles, practices, and procedures laid down in the Procurement Guidelines (2015, as amended
from time to time) or the Procurement Regulations for ADB Borrowers: Goods, Works, Nonconsulting and
Consulting Services (2017, as amended from time to time),1 hereinafter referred to as “the Guidelines/
Regulations.” The policies applicable to procurement that have been incorporated in the Guidelines/
Regulations are derived from the provisions of The Agreement Establishing the Asian Development Bank
(“the Charter”). The Articles relating to procurement that are stipulated in the Charter are:
(i)
the proceeds of any loan shall be used only for procurement in member countries of goods and
services produced in member countries;2 and
(ii)
ADB shall ensure that the proceeds of any loan made by ADB are used only for the purpose for
which it was approved, with due attention given to considerations of economy and efficiency.3
The Guidelines/Regulations built upon these Articles to define six core principles to guide ADB’s
procurement procedures and requirements: economy, efficiency, fairness, transparency, quality, and
value for money.4
1.2 All procurements financed or administered by ADB must conform to the above core principles set forth
in the Charter and the Guidelines/Regulations. Further, ADB, being a public international, multilateral
development finance institution, has an obligation to provide adequate, fair, and equal opportunity to
supply goods, works, and services under ADB-financed or administered projects to interested and
eligible bidders. If any of these core principles are not followed in the procurement process, including bid
evaluation and contract award, ADB may refuse to finance that particular procurement and cancel the
corresponding portion of the loan.
1.3
1
2
3
4
Bidding documents approved for ADB-financed or administered procurements should include the
provisions necessary to satisfy ADB’s principles, practices and procedures. Evaluation of bids must
be consistent with the terms and conditions stipulated in the bidding document. Fair, accurate, and
transparent evaluation of bids is one of the most important aspects of procurement. Also, ADB must
be satisfied that its objectives of economy, efficiency, transparency, and fairness among bidders have
been met.
This does not apply to alternative procurement arrangements allowed under the Regulations.
Article 14 (ix) of the Charter.
Article 14 (xi) of the Charter.
Quality and value for money are two new principles in the Regulations.
GENERAL
B.
Purpose of Bid Evaluation
1.4
The main purpose of bid evaluation is to determine the lowest evaluated substantially responsive bid
among the bids submitted on or before the bid closing date and time specified in the bidding document.
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 document, a logical systematic evaluation procedure designed to
cover all aspects of the evaluation process as described in the bidding document should be followed.
There may be contracts requiring complex solutions with a combination of goods, works, or services, where
value for money may not be achieved by using “lowest evaluated bid” as the contract award criterion;
rather, striking a balance between cost and quality may be necessary to meet intended development
targets. Bid evaluation for this type of contract may require different methods (e.g., using merit point or
scoring systems), which are not covered in this Guide.5
C.
Principles in Bid Evaluation6
1.5
There are certain principles and practices of ADB in a bid evaluation that must be clearly understood and
observed in the bid evaluation process.
1.
Prompt Public Bid Opening
The time for bid opening shall be the same as for the deadline for bid submission or promptly thereafter.
Preserving the integrity of bid submission is essential, which also promotes transparency at the very start
of the bid evaluation process.
2.
Confidentiality of Procedures
After the 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 notification of the contract award has been made to the
successful bidder.
3.
Priority of Documents
The Guidelines/Regulations provide that the rights and obligations of the Executing Agency and the
bidders offering to supply goods and perform the works for a particular procurement activity under a
project are governed by the bidding document, and not by the Guidelines/ Regulations or the financing
agreement. After the issuance of the bidding document for a particular contract, the procurement process
is directed by the provisions of that bidding document. Should any inconsistency arise for any specific
procurement between the bidding document and this Guide, the bidding document shall prevail.
5
6
Executing Agencies may refer to appropriate Guidance Notes or User’s Guides issued by ADB for different bid evaluation
methods.
This generally applies for the default bidding procedure of “Single-Stage: One-Envelope” following postqualification, unless
otherwise specified. See Part D for other bidding procedures.
3
4
GUIDE ON BID EVALUATION
4.
Clarification and Modification of Bids
No bidder will be permitted to modify its bid after the bids have been opened.7 Only clarifications, which
do not change the substance or price of the bid may be requested or accepted by the Executing Agency.
The request for clarifications and the response by the bidder shall be in writing or by acceptable electronic
means (such as facsimile or scanned documents sent through e-mail). Any response to an inquiry of the
Executing Agency which leads to a change in the bid price or in the substance of the bid shall be treated
as a modification and shall not be considered in the bid evaluation. The records of all clarifications sought
and received must be kept by the Executing Agency and attached to the bid evaluation report.
5.
Rejection of Bids
All valid bids received shall be evaluated in accordance with the criteria, methods, and procedures
provided in the bidding document, and only those bids which do not substantially meet the specifications,
bidder qualifications and other requirements of the bidding document may be rejected.
6.
Currency of Bid Evaluation
Bid prices expressed in different currencies shall be converted into a single currency for evaluation and
comparison purposes, using the selling exchange rates prescribed for similar transactions on the date and
from an official source (such as the central bank) specified in the bidding document.
7.
Qualifications and Track Record of the Bidder
Only the qualifications and track record of the Bidder itself are considered in the evaluation, and not those
of the Bidder’s subsidiaries, parent entities, affiliates, or subcontractors, unless specifically permitted in
the bidding document. For certain key elements or activities of required experience the bidding document
may allow the required experience to be met by specialist subcontractors/ manufacturers.
8.
Extension of Bid Validity Period
The Executing Agency 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 during
the evaluation process an extension of bid validity is considered necessary, all those who submitted bids
that have not otherwise been withdrawn 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 or bid securing
declaration. The bid securities of bidders who do not extend the validity of their bids shall be returned to
them promptly.
9.
Rejection of All Bids
The rejection of all bids is justified when the bids submitted are not substantially responsive or where none
of the bids received meet the specifications, bidder qualifications, and other requirements, or where there
is evidence of lack of competition. The rejection of all bids and calls for new bids solely for the reason of
high prices are not accepted by ADB. Where all bid prices have substantially exceeded the cost estimate,
the Borrower may, instead of calling for new bids, and after consultation with ADB, negotiate with the
lowest evaluated bidder for a reduction of the bid price. If no satisfactory contract can be concluded,
rebidding should be initiated with appropriate modification of the scope of the contract.
7
This is true for the Single-Stage: One-Envelope and Single-Stage: Two-Envelope bidding procedures. In the Two-Stage and
Two-Stage: Two-Envelope bidding procedures, modifications may be requested by the Executing Agency for the second stage.
GENERAL
D.
ADB’s Bidding Procedures under Competitive Bidding
1.6
ADB has adopted four competitive bidding procedures which may be selected by the Executing Agency
to suit the nature of the particular procurement: (i) Single-Stage: One-Envelope, (ii) Single-Stage: TwoEnvelope, (iii) Two-Stage, and (iv) Two-Stage: Two-Envelope. The procurement plan agreed by ADB shall
specify the bidding procedure to be followed for each contract financed in whole or in part by an ADB loan
or grant or by ADB-administered funds.
1.
Single-Stage: One-Envelope Bidding Procedure
In the Single-Stage: One-Envelope bidding procedure, bidders submit bids in one envelope containing
both the technical proposal and the price proposal, which are opened in public at the date and time
advised in the bidding document. The bids are evaluated and the contract is awarded to the bidder who
meets eligibility and qualifications requirements and whose bid has been determined to be the lowest
evaluated substantially responsive bid.
2.
Single-Stage: Two-Envelope Bidding Procedure
In the Single-Stage: Two-Envelope bidding procedure, the bidders submit simultaneously two separately
sealed envelopes, one containing the technical bid and the other the price bid enclosed together in an outer
single envelope. Initially, only the technical bids are opened at the date and time advised in the bidding
document. The price bids remain sealed and are held in custody by the Executing Agency. The technical bids
are evaluated by the Executing Agency. No amendments or changes to the technical bids are permitted. The
objective of the exercise is to allow the Executing Agency to evaluate the technical bids without reference to
price. Bidders must also meet eligibility and qualifications requirements. Bids of bidders who do not conform
to the specified requirements may be rejected as deficient or nonresponsive bids.
Following the technical evaluation, the price bids of bidders that submitted substantially responsive
technical bids are opened in public at a date and time advised by the Executing Agency. The price bids of
the technically responsive bidders are evaluated and the award of contract is made to the bidder whose
bid has been determined to be the lowest evaluated substantially responsive bid.
3.
Two-Stage Bidding Procedure
In the Two-Stage bidding procedure, the bidders initially submit their first stage bids that include the
technical proposals often in accordance with conceptual designs or performance specifications provided
in the bidding document, but without prices. The technical proposals are opened at the date and time
advised in the bidding document. The first stage bids with technical proposals are evaluated by the
Executing Agency and clarified or discussed with the bidders. Any deficiencies, extraneous provisions, and
unsatisfactory technical features are pointed out to the bidders whose clarifications and/or comments
are carefully evaluated. The bidders who meet the eligibility and qualifications requirements are allowed
to revise or adjust their technical proposals in the second stage to meet the final requirements of the
Executing Agency. The objective of the exercise is to ensure that all technical proposals to be considered
in the second stage conform to the same acceptable technical standard and meet the final technical
requirements of the Executing Agency. Bids of bidders who are unable or not prepared to amend their
technical proposals so as to conform to the final technical standard required by the Executing Agency may
be rejected as deficient or nonresponsive bids.
After the evaluation of first stage bids, the second stage starts with the invitation to bidders who have been
declared substantially responsive and meeting the minimum qualification requirements to submit financial
or price proposals together with the revised technical proposals in compliance with the acceptable technical
5
6
GUIDE ON BID EVALUATION
standards. The second stage invitation documents shall include required changes to the technical bids of
each bidder to comply with the final requirements, together with amendments to the bidding document,
if any. The price proposals and revised technical proposals are opened in public at a date and time advised
by the Executing Agency. In setting this date, the Executing Agency should allow sufficient time for bidders
to incorporate the changes required in their technical proposals and prepare price proposals. The price
proposals and revised technical proposals are evaluated and the award of contract is made to the bidder
whose bid has been determined to be the lowest evaluated substantially responsive bid.
4.
Two-Stage: Two-Envelope Bidding Procedure
In the Two-Stage: Two-Envelope bidding procedure, the bidders submit simultaneously two sealed
envelopes, one containing the technical bid and the other the price bid, enclosed together in an outer
single envelope comprising the first stage bid. Initially, only the technical bids are opened at the date
and time indicated in the bidding document. The price bids remain sealed and are held in custody by the
Executing Agency. The technical bids are evaluated, and if the Executing Agency requires amendments
or changes to the technical proposals such amendments and changes are discussed with the bidders. The
objective of the exercise is to ensure that all technical proposals of bidders who meet the eligibility and
qualifications requirements, and to be considered in the second stage, conform to the same acceptable
technical standard and meet the final technical requirements of the Executing Agency. First stage bids
of bidders who are unable or unwilling to amend their technical proposals so as to conform to the final
technical standards may be rejected as deficient bids.
Following the evaluation of the first stage technical proposals, including the required amendments or
changes to the technical proposals if applicable, the bidders are invited in the second stage to submit
modified bid proposals consisting of revised technical bids and supplementary price proposals based on the
revised technical standards agreed. The supplementary price proposals should only contain the changes
in price resulting from the required changes in the technical proposals. Supplementary price proposals
which contain changes other than those discussed during technical evaluation may result in rejection
of the bids. The original price proposals, the supplementary price proposals, and the revised technical
proposals are all opened in public at a date and time advised by the Executing Agency. In setting this date,
the Executing Agency should allow sufficient time for bidders to incorporate the changes required in their
technical proposals and prepare the supplementary price proposals that reflect the changes. The price
proposals and the supplementary price proposals are evaluated and the award of contract is made to the
bidder whose bid has been determined to be the lowest evaluated substantially responsive bidder.
1.7
The Single-Stage: One-Envelope bidding procedure is the default or main bidding procedure and is used
in most of the procurements financed or administered by ADB. The Single-Stage: Two-Envelope bidding
procedure has been increasingly used in certain regions as it allows bids at the first part of evaluation, to be
evaluated on purely technical and commercial grounds without reference to price. The Two-Stage and TwoStage: Two-Envelope bidding procedures may be adopted in large and complex contracts where technically
unequal proposals are likely to be encountered or where, for a given set of performance specifications, there
are two or more equally acceptable technical solutions available to the Executing Agency.
1.8.
In addition, a bidding procedure may be used together with prequalification or postqualification procedures.
Generally, postqualification is applied. Prequalification may be necessary for large or complex contracts,
or when the high costs of preparing detailed bids could discourage participation. If prequalification is
applied, qualifications of bidders are examined separately in advance of the bidding process.
1.9
ADB issues Standard Bidding Documents (SBDs) for different bidding procedures and for different types
of procurement (Goods, Works, or Plant). This Guide assumes that the actual bidding document issued by
an Executing Agency has closely followed the SBD issued by ADB for the particular type of procurement
and bidding procedure.
7
Section 2: Bid Evaluation Procedure
The evaluation procedure described herein has been demonstrated in ADB procurement experience to be generally
adequate for the expeditious evaluation of bids to determine the lowest evaluated substantially responsive bid in
accordance with the terms, conditions, and specifications of the bidding documents. Further, the evaluation procedure,
when strictly followed, provides a fair and transparent competitive environment to all bidders leading to an efficient and
accurate outcome.
There are four distinct steps in the bid evaluation process which should be followed in a logical sequence. This section
basically describes the procedure under a Single-Stage: One-Envelope bidding procedure following postqualification,
unless otherwise specified. The evaluation procedures can be modified to meet the requirements of the various types of
contracts and bidding procedures.8
A. Step 1: Opening and Preliminary Examination of Bids
1.
Basic Data
2.1
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 Appendix 1.
2.
Record of Bid Opening
2.2
All bids received prior to the deadline set for bid submission shall be opened at the time, date, and place
specified in the bidding document. All bidders that have submitted bids and their representatives are
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, including bidder name, address, and nationality,
the presence or absence of the bid security or bid securing declaration, if either one is required, and the
bid prices read out publicly, including alternative bids if any, should be formally prepared. All withdrawals,
substitutions, modifications, and discounts offered should also be recorded, as well as any observations
of deficiencies in signatures, authorizations, format, and other elements of the bid security or bid securing
declaration, and the bid submission sheet or letter of bid.
The Record of Bid Opening should be signed by all members of the bid opening committee or persons
responsible for bid opening. All bidders present are requested to sign the record in order to provide
confirmation that data have been read out and recorded correctly. A sample format of the Record of Bid
Opening is shown in Appendix 2. For a contract subject to ADB prior review, a copy of the completed
record should be sent to ADB for information immediately after the public opening of bids.
8
Refer to the Standard Bidding Documents (SBDs) prepared by ADB for different bidding procedures for the procurement of
goods, works and plant.
8
GUIDE ON BID EVALUATION
3.
Preliminary Examination of Bids
2.3
The purpose of this step is to examine what the actual contents of the bids received are, and whether they
are basically complete as required by the bidding document, before the Executing Agency can proceed to
the next step in bid evaluation.
2.4
First, it is necessary to confirm the substantial compliance of the following aspects, as recorded in the
Record of Bid Opening in terms of form and content, and determine whether any deficiencies9 recorded
may or may not be clarified or rectified:
(i)
bid securities or bid securing declaration, if either one is required;
(ii)
signatures on the bidding documents; and
(iii) the form of authorization for the authorized signatory of the bid.
2.5
Second, the contents of the envelope needs to be checked against the requirements of the bidding
document to determine:
(i)
whether the documents submitted are intended for the advertised procurement;
(ii)
whether or not documents establishing the eligibility of bidders and goods have been furnished;
(iii) whether or not documents required to assess the qualification of a bidder with respect to its financial
and technical capability to undertake the contract have been provided;10 and
(iv) whether bids are generally in order for further detailed evaluation.
2.6
Third, the identity of the bidder needs to be checked, whether it is a single entity or a joint venture (JV).
In case of JVs, the examination shall determine whether joint venture agreements, or letters of intent to
enter into an agreement, if required, are submitted .
4.
Clarifications, Deviations, Reservations, and Omissions
2.7
Examination of each of the above areas may require clarifications from bidders. In addition, in the course
of the examination, deviations, reservations, or omissions in the form and contents of the documents
submitted are identified and recorded for further clarification and/or detailed evaluation.
2.8
In the Two-Stage and Two-Stage: Two-Envelope bidding procedures, clarifications may be requested
and responded in a formal meeting between the Executing Agency and each bidder. The results of these
clarification meetings shall be considered in the first stage evaluation report and the recommendations of
the Executing Agency for the second stage.
9
10
Ensure that only the provisions of the bidding document are applied in the assessment. Rectification of minor deficiencies in the
required documents is generally acceptable.
As the Executing Agency examines the documents substantiating eligibility and qualifications of bidders, it is acceptable
practice, particularly under two-envelope and two-stage procedures, to extend the examination to the full-scale Evaluation of
Qualifications, which is discussed in Part D of this section under Step 4.
BID EVALUATION PROCEDURE
B.
Step 2: Determination of Substantial Responsiveness of Bids
2.9
The scrutiny of details of bids for substantial responsiveness to the provisions of the bidding document is
the most critical aspect of the evaluation of bids and normally takes the longest time. At this stage, grounds
for rejection of bids indicated in the bidding document are applied to the observations and conclusions of
the examination of bids. After confirming from the details of the documents and considering clarifications
requested and obtained, the Executing Agency determines whether the deviations, reservations,
and omissions observed are material or major, or if they are not, in which case they are nonmaterial or
minor. Bids (or Technical Proposals in the Single-Stage: Two-Envelope, Two-Stage, or Two-Stage: TwoEnvelope bidding procedure) without any deviations from the requirements of the bidding document are
declared responsive, while those with deviations that are confirmed to be material or major are declared
nonresponsive. Those bids (or Technical Proposals) with nonmaterial or minor deviations, which are
acceptable or rectifiable, are declared substantially responsive. A bid is also considered non-responsive if
any deviation on critical requirements of the bidding document or any condition stated in the submitted
bid cannot be reasonably translated into monetary values for financial adjustment. A major or material
deviation is one which (a) has an effect on the validity of the bid; or (b) has been specified in the bidding
document as grounds for rejection of the bid; or (c) is a deviation from the commercial terms or the
technical specifications in the bidding document 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 substantially responsive
to the commercial and technical requirements and advance only the substantially responsive submissions
to the next step, which is the detailed evaluation of price bids.
1.
Substantial Responsiveness to Commercial Terms and Conditions
2.10
All bids must be checked for substantial responsiveness to the commercial terms and conditions of
the bidding document. Examples of nonconformance to commercial terms and conditions, which are
justifiable grounds for rejection of a bid, are:
(a)
failure to sign the Bid Form and Price Schedules by the authorized person or persons;
(b)
failure of a bidder to satisfy eligibility requirements, which include being from an eligible source
country of ADB, not being in a situation of conflict of interest, not being under suspension from
bidding by the Purchaser or Employer as a result of the execution of a Bid–Securing Declaration, etc.
Eligibility requirements must also be satisfied by the goods and plant equipment/materials offered;
(c)
failure to submit a bid security or bid securing declaration as specified in the bidding document;
(d)
failure to satisfy the bid validity period (i.e., the bid validity period is shorter than specified in the
bidding document;
(e)
inability to meet the critical delivery schedule or work schedule clearly specified in the bidding
document, where such schedule is a crucial condition with which bidders must comply;
(f)
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 available 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);
(g)
inability to accept the price adjustment formula of the bidding document; and/or
(h) failure to submit major supporting documents required by the bidding document to determine
substantial responsiveness of a bid.
9
10
GUIDE ON BID EVALUATION
2.Substantial Responsiveness to Technical Requirements in Procurement of Goods
and Procurement of Plant (Supply Component)
2.11
All bids must be checked for substantial responsiveness to the technical requirements of the bidding
document normally found in sections Scope of Supply or Employer’s Requirements of the bidding
document. 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) as instructed in the bidding document and where failure to do so has been
indicated as unacceptable;
(b)
failure to quote for a major item in the package;11 and/or
(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)
failure to submit type-test reports for critical equipment, as clearly specified in the bidding document.
In respect of type-test reports, the provisions below are to be followed:
2.12
11
•
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 if (a) the testing laboratory has ISO9000 (or its equivalent)
series certification, or (b) the tests have been witnessed by technically qualified representatives
of earlier clients or purchasers.
•
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 document. 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.
If alternative bids are permitted, the bidding document shall specify the conditions governing such bids.
The methodology to be applied to bid evaluation and comparison for alternative bids should be specified
clearly in the bidding document and these alternative bids should be included in the bid evaluation and
evaluated in the manner specified in the bidding document. Where the bidding document is silent in
respect of alternative bids, bidders may submit alternative bids in addition to their main bids. In such a
A major item is approximately 10 percent or more of the total bid price or is an item that, if omitted, makes the bid substantially
incomplete.
BID EVALUATION PROCEDURE
case, bid evaluation should be among main bids only to determine the lowest evaluated bidder. If the
alternative bid of the lowest evaluated bidder is considered more advantageous than its main bid, such an
alternative bid may be accepted. Where bidders have submitted a main bid and one or more alternative
bids, each with its own bid security, the bids should be considered as main bids.
3.Substantial Responsiveness to Technical Requirements in Procurement of Works
and Procurement of Plant (Adequacy of Technical Proposal)
2.13
In works and plant contracts, the evaluation of the technical proposal and technical alternatives is
intended to confirm to the Executing Agency that a bidder demonstrates sufficient understanding of
the requirements of the contract, and possesses an acceptable plan or strategy to complete the works
within the required time. An adequate technical proposal should exhibit internal consistency among the
required elements of the technical proposal covering the entire scope of work as described in Employer’s
Requirements of the bidding document. These are the statement of work methods, including sourcing
of materials, site organization, personnel and equipment mobilization schedule, and the construction
and completion schedule. While inconsistencies among them may be clarified or rectified, omissions of
certain key elements as required by the bidding document may lead to a non-responsive assessment under
the Single-Stage: One-Envelope or Single-Stage: Two-Envelope bidding procedures. The assessment of
the technical proposal may also confirm or raise doubts on the technical experience and qualifications
claimed by a bidder.
4.
Preparation of Tables of Substantial Responsiveness of Bids
2.14
In order to ensure that a thorough check of the responsiveness of all bids is carried out, a Table of
Substantial Responsiveness to Commercial Terms and a Table of Substantial Responsiveness to Technical
Requirements should be prepared.
2.15
The Table of Substantial Responsiveness to Commercial Terms should list all the important commercial
conditions specified in the bidding document such as the bid security amount and validity period, terms
of payment, liquidated damages, etc. The Table of Substantial Responsiveness to Technical Requirements
should list the scope of supply (or scope of work for works contracts), 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.
2.16
Every bid being evaluated should then be scrutinized in detail and the responsiveness of each should be
checked against the lists in the two tables, and the bid’s conformity, partial conformity, or nonconformity
to each item should be entered in the tables against the listed requirements. The bids that fail to conform
to any of the major conditions should be considered non-responsive and should be rejected. The sample
formats for the Tables of Substantial Responsiveness to Commercial Terms and to Technical Requirements
are attached as Appendix 3 (3A for Supply, 3B for Works and 3C for Plant) and Appendix 4 (Sample for
Supply only), respectively. Depending on the size and complexity of the contracts undergoing bidding,
supplementary tables may need to be prepared. Ideally, the same Tables of Substantial Responsiveness
should indicate conformity, partial conformity, or nonconformity, and present in summary form the
salient features of the individual bids that formed the basis for declaring conformity or nonconformity. If
the tables become unwieldy, or if discussion is extended to justify the assessment for conformity of many
items, a separate Table of Salient Features of Bids may be prepared (See Appendix 5A to 5C for samples).
In such a case, the Tables of Substantial Responsiveness provide the list of requirements of the bidding
document with the summary conformity assessment, while the Table of Salient Features summarizes the
bidder’s submissions and the basis of the assessment.
11
12
GUIDE ON BID EVALUATION
2.17
In the process of evaluation of commercial or technical details, bidders may again 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 under the Single-Stage: One-Envelope and SingleStage: Two-Envelope procedures. Such clarifications and responses must be in writing. The records of all
clarifications sought and received must be kept by the Executing Agency responsible for bid evaluation.
5.Substantial Responsiveness of Bidders under Single-Stage: Two-Envelope Bidding
Procedure
2.18
Under the Single-Stage: Two-Envelope bidding procedure, determination of substantial responsiveness
of bids also includes evaluation of qualifications of bidders. The next step of detailed evaluation of bids
involving prices does not proceed immediately. The bid evaluation procedure pauses for the preparation of
a technical bid evaluation report that consolidates the observations and conclusions of the examination of
bids, the evaluation of qualifications, and the detailed determination of substantial responsiveness to the
requirements of the bidding document. These conclusions with specific recommendations, particularly
on the rejection of unqualified and nonresponsive bids, and whether minor deviations require financial
adjustments during the bid price evaluation, need to undergo review and approval prior to the opening
of financial proposals in the second envelopes of the responsive bids.12 The evaluation of bid prices is
covered by the next evaluation step.
6.Substantial Responsiveness of Bidders under Two-Stage and Two-Stage: Two-Envelope
Bidding Procedures
2.19
12
13
Under the Two-Stage and Two-Stage: Two-Envelope bidding procedures, determination of substantial
responsiveness of bids also includes evaluation of qualifications of bidders. The next stage involving
submission of prices does not proceed immediately. The first-stage bidding procedure ends with the
preparation of a technical bid evaluation report that consolidates the observations and conclusions of
the preliminary examination, the evaluation of bidders’ qualifications, clarification meetings with bidders,
and the detailed determination of substantial responsiveness of bids to the requirements of the bidding
document. These conclusions with specific recommendations will be incorporated in the following
documents to be prepared by the Executing Agency:
(i)
First, any amendments to the bidding document13 found necessary by the Executing Agency after
undertaking detailed evaluation of the bids and conducting clarification meetings up to that stage.
(ii)
Second, for each of the substantially responsive bidders, draft invitations to submit second-stage
bids with individual memoranda are prepared with an appendix indicating any major deviations
requiring rectification in the second stage submission, or other deviations that may either be
acceptable or subject to replacement. The invitations will also indicate any amendments to the
bidding document.
For prior review of procurement decisions, approvals of both the Executing Agency’s authorities and ADB are required. If the
procurement is under post review arrangement, the Executing Agency may proceed to the next step without ADB’s approval.
The amendments to the bidding document must be issued to bidders invited to the second stage in accordance with the bidding
document.
BID EVALUATION PROCEDURE
(iii) Third, a first-stage bid evaluation report that consolidates the observations and conclusions
of the first-stage examination and detailed determination of substantial responsiveness to the
requirements of the bidding document. The report shall explain in substantial detail the basis for
either the rejection of nonresponsive technical proposals or the declaration of responsive technical
proposals. Clarification requests and responses shall also be included. The first two documents are
also included in the report. The recommendations of the first-stage report need to be decided upon
prior to issuance of the invitations to submit the second-stage bids comprising of final technical
proposals with corresponding bid prices.
2.20
The second stage of the Two-Stage and Two-Stage: Two-Envelope bidding procedures is price competition
and therefore may not proceed without competing bids. In such a case, the bidding process shall be
declared a failure due to lack of price competition, and technical proposals received shall be returned to
bidders. The first stage bid evaluation report shall recommend how to proceed with the procurement of
the subject contract.
C.
Step 3: Detailed Evaluation of Price Bids
1.
Preparation of Table of Bid Prices
2.21
The cost to the executing agency of each bid offering as described by the evaluated technical proposal and
validated commercial terms and conditions shall be determined in order to allow for a price comparison
among the bids. The information contained in the Record of Bid Opening and supplemented by the
Tables of Substantial Responsiveness to Commercial Terms and to Technical Requirements (and Tables
of Salient Features, if utilized) need to be further supplemented by the actual bid price evaluation of each
bid, and subsequently the comparison of evaluated bid prices. Therefore, it will be necessary to prepare
the Table of Bid Prices setting out details such as the different items in the scope of supply or works,
sections, schedules, and packages for detailed comparison. Arithmetic corrections, valid discounts,
currency conversion and, to enable final bid comparison, the price adjustments due to the nonmaterial
deviations, shall be indicated in this table.
(a)
2.22
Arithmetic Correction
The bids should be examined for arithmetical errors and, if found, should be corrected as specified in the
bidding document. The bidders must accept the corrections of arithmetical errors. If a bidder refuses to
accept the corrections of errors calculated in accordance with the provisions of the bidding document, its
bid shall be rejected and its bid security shall be forfeited, or its bid securing declaration executed.
(b) Discounts
2.23
When provided in the bidding document, discounts shall be considered but only those read out during
the bid opening proceedings and properly recorded in the Record of Bid Opening. When multiple
contracts are invited under the same bidding process, bidders may bid for more than one contract and
may offer discounts if they are awarded multiple contracts. Such discounts shall be examined separately
(See evaluation of multiple contracts in Step 4).
13
14
GUIDE ON BID EVALUATION
(c)
Currency Conversion
2.24
Since bids may have been received from bidders from different countries and involve different currencies,
it is necessary to convert all bid prices to the specified currency for bid comparison. The rates of exchange
used should be in accordance with the provisions of the bidding document. Preferably, the bids should
be arranged in the order of ascending price. A sample format for the Table of Bid Prices is shown in
Appendix 5.
2.
Determination of Number of Bids for Detailed Evaluation
2.25
All bids that have been determined to be substantially responsive shall normally be subject to detailed
evaluation. However, when the number of substantially responsive bids is large, a decision should be
made as to how many of them should be further evaluated in detail to determine the lowest evaluated
bid. The spread of bid prices may help determine the course of action. Where, for example, the bid prices
are clustered around the lowest, all 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 exists 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.
3.
Detailed Evaluation of Price Bids
2.26
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.
2.27
The Table of Substantial Responsiveness to Commercial Terms that lists all the important commercial
conditions specified in the bidding document and any deviations from requirements of the bidding
document, and should also state whether a financial adjustment14 to the bid is considered necessary as a
consequence of any minor deviation or non-material nonconformity.
2.28
Similarly, the Table of Substantial Responsiveness to Technical Requirements that lists its salient features
against the requirements of the bidding document should indicate whether a financial adjustment to the
bid is necessary as a consequence of any minor deviation or non-material nonconformity.
2.29
If deviations to both commercial terms and technical requirements of the bidding document are numerous
or the necessary discussion of a deviation lengthy, it may be preferable to prepare a separate table or sheet
for each bidder.
2.30
It is through this systematic scrutiny that differences in bids, under detailed evaluation, are demonstrated.
In this way, the ground is prepared for the application in the next step of price adjustments necessary to
bring all bids to a common basis for price comparison and to determine the lowest evaluated bid.
14
Depending on the complexity of the contract undergoing bidding, the information may be shown in a separate table of salient
features of bids.
BID EVALUATION PROCEDURE
4.
Financial Adjustment of Bid Prices (Commercial Aspects)
2.31
Bid price comparison is usually the final and the most critical step in the bid evaluation process. To do this
properly, a clear understanding of the basic principles for comparison is vital:
2.32
(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 document.
(ii)
All the adjustment factors and the basis of price comparison specified in the bidding document
must be taken into account.15 Factors or other criteria not listed in the bidding document shall not
be introduced during the bid evaluation.
Depending on the items in the scope of supply or bill of quantities, the Table of Bid Prices may be expanded
to include the itemized price adjustments. For more complicated contracts, particularly for plant contracts,
the Table of Bid Prices may need to be split into the summary of the Table of Bid Prices and the Table of
Bid Price Adjustments (see Appendix 6 and 7 for samples). The price adjustments need to correspond to
the items requiring price adjustment as identified in the Tables of Substantial Responsiveness.
(a)
2.33
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 document, bids offering different terms
of payment should not necessarily be rejected as the monetary value of such deviation can be determined
fairly. 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.16
(b) Adjustment for Deviation from the Delivery Schedule or Completion
2.34
This issue has two possible cases: first, for delivery or completion later than the time specified in the
bidding document and, secondly, for delivery or completion earlier than specified in the bidding
document. In principle, unless specifically stipulated as a basis for rejection in the bidding document,
bids offering marginally different delivery or completion schedules should not be rejected. However, the
bidding document should specify the time limits which are acceptable to the Executing Agency and the
manner in which any price adjustment will be applied.
2.35
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 normally be 10% of
the bid price. Where bidders offer an earlier delivery or completion schedule that results in the Executing
Agency incurring additional costs for storage, double handling, interest for early payments, early takeover, etc., the price adjustment should be calculated on the basis of such costs. Any bid which requires a
price adjustment in excess of 10% for late or early delivery should be considered nonresponsive and the bid
rejected.
15
16
It is of importance that relevant provisions in the bidding document are complete, specific and unambiguous. Any shortcomings
in the bidding document are likely to create uncertainties leading to arbitrary decisions.
Deviation from payment terms which involve risks to the Executing Agency, such as elimination of retention monies, should not
be considered unless protected by an unconditional Bank guarantee.
15
16
GUIDE ON BID EVALUATION
2.36
In the case where the Executing Agency has offered a bonus for early completion, price adjustment for
such bonus should not be considered 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 and Taxes
2.37
In supply contracts and in supply and installation contracts involving importation of goods, the cost of
duties and taxes in the borrowing country shall not be included in the comparison of bid prices. The
exclusion from bid comparison of the import tax element levied in the borrowing country in respect of
imported goods in a supply contract is to avoid any distortion of bid competitiveness for various reasons
such as the imposition of high differential tax rates, etc. ADB regards taxes on finished imported goods
as an internal transfer of funds within the country and therefore they should not be taken into account in
determining the economy and competitiveness of bids in a supply contract.
2.38
However, for evaluation purposes ADB permits taxes to be included in the bid price in civil works
contracts.17 ADB considers that in civil works contracts both local contractors and foreign contractors
have the equal right to choose locally produced 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 and taxes as specified in the bidding document, the cost of such duties and taxes should
be estimated and added to its bid price for bid comparison, rather than the bid being rejected.
5.
Financial Adjustment of Bid Prices (Technical Aspects)
2.39
Major deviations from the technical requirements which will result in the rejection of bids are discussed in
Step 2 of this section on evaluation procedure. Other deviations, classified as minor or nonmaterial, may
relate to a great number of requirements included in the technical specifications of the bidding document.
They vary from contract to contract and depend on the nature of the requirements, materials, or works.
Some deviations, 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 may affect the
direct and/or indirect cost to the Executing Agency if it accepted the bid should be expressed in monetary
terms and added to the bid price for purposes of evaluation. All price adjustments should be made by the
Executing Agency and its consultants without any consultations with the bidder regarding the justification
for the amount of the adjustment.
(a)
2.40
17
Adjustment 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 Executing Agency, 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. However, use of the highest quoted price for the
same items by the other responsive bidders is the option most frequently taken by executing agencies, and
is acceptable.
ADB usually finances direct and indirect foreign currency, and sometimes part of the local expenditure components of the civil
works contract by applying estimated percentages. The taxes are usually not included in the portion financed by ADB.
BID EVALUATION PROCEDURE
(b) Adjustment for Technical Compliance
2.41
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 nonmember country of ADB, and which is considered a minor deviation, is similarly not
cause for rejection of the bid.18 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 2.40 above. Rectification in the awarded contract of minor deficiencies,
including replacement of non-compliant, missing, or ineligible items is explained in Section 2, para. 3.4.
(c)
2.42
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 document that these functional guarantees and projected operating
costs are factors in bid evaluation. The methods of calculation of these evaluation factors shall be clearly
specified in the bidding document. No deviation from the specified manner of cost calculation should be
introduced.
(d) Adjustment for Spare Parts
2.43
Only those spare parts and tools which are specified by the executing agency on an itemwise 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
2.44
If bidders are required to include the cost for local handling and inland transportation from the port-ofentry or warehouse/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.
2.45
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.
18
Except as otherwise determined by ADB as specified in the financing agreement, all goods and related services supplied under
ADB-financed and administered contracts shall have as their country of origin an eligible country of ADB, irrespective of their
value. Country of Origin is the country where the goods have been mined, grown, cultivated, produced, manufactured, or
processed; or through manufacture, processing, or assembly, another commercially recognized article results that differs
substantially in its basic characteristics from its imported components. It is the country of origin that determines eligibility, not
the nationality of the firm that produces, assembles, distributes, or sells the goods. In determining if the inclusion of ineligible
item(s) in a bid constitutes a minor or major deviation, the value of the item(s) would normally be the determining factor (refer
to para 2.10 (b)).
17
18
GUIDE ON BID EVALUATION
(f)
Maximum Amount of Adjustment for Deviations
2.46
In some cases, bids contain so many deviations requiring adjustments to the bid price such 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 nonresponsive as a whole. In other instances, adjustments for only one or a few deviations
have a 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 15% of the bid price, the bid may be rejected as nonresponsive.
2.47
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 other 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 more detailed price evaluation.
6.
Detailed Evaluation of Bids for a Civil Works Contract
2.48
Detailed evaluation of bids for a civil works contract is similar in substance, procedure, 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, and proposed equipment and staffing, which are normally not needed in
the evaluation of bids for supply contracts.
(a)
2.49
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
the following purposes:
(i)
To verify whether the bill of quantities is complete. The ADB standard bidding documents for the
procurement of works provide 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 document specify otherwise. If, however, a bidder does not quote a price for one entire bill,
price adjustment should be made for the missing bill for bid evaluation purposes, unless the missing
bill is for a major component of the works, in which case, the bid should be rejected.
(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 examine whether the unit rates of the bid are balanced. A bid is considered unbalanced if the unit
rates in relation to the estimate and the rates quoted by other bidders are substantially higher for
certain items of work, and lower for others. This becomes an issue when the items with substantially
higher rates are those to be performed early in the contract or for possibly underestimated quantities.
Details of unbalanced bids are further discussed in (b) below.
BID EVALUATION PROCEDURE
(iv) To examine the completeness of unit rates. Where bidding documents require the bidder to provide
drawings and/or a breakdown of the price of any bid item in support of its unit rate or price for that
item, any component that is 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. This adjustment,
however, needs to be specifically provided in the bidding document.
(b) Unbalanced Bids
2.50
An unbalanced bid can be identified when a Table of Comparison of Major Items of Work is prepared,
which compares unit prices quoted by bidders with the Executing Agency’s estimate. Unbalanced bids can
usually be classified into two main cases as follows.
(i)
Higher unit prices for earlier works
In this case, a bidder may purposely quote high unit prices for those work elements to be performed
early in the contract period so as to increase the early payments. The same situation can arise in
some supply, delivery, and installation contracts. This results in a higher cost for the Executing
Agency (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 be smaller than the actual costs. Generally, the bid should not be
rejected unless extremely unbalanced. Instead, if a bid is substantially unbalanced, i.e., where unit
prices quoted for the items involved are, say, 50% higher than the average quoted by other bidders
for the same items, and where the total amount involved exceeds between 1% and 5 % of the total
bid depending on the size of the contract, a higher performance security19 for the contractor could
be required to protect the Executing Agency against financial loss in the event of default of the
successful bidder.
(ii)
Higher unit rates for underestimated work items
In this second case, 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 works contracts, both the contractor and the Executing Agency are protected
from such technical errors by incorporating the provision that a new unit price will be negotiated if
•
the actual measured quantity of work executed for the item exceeds or falls short of the quantity
set out in the Bill of Quantities by more than 25%; or
•
the change in quantity results in the increase of the total amount for any item by more than 2%20
of the contract price.
If such provision is not included in the bidding document,21 then at the time of contract finalization,
agreement should be reached to include the above provision as part of the particular conditions of
contract, rather than rejecting the bid. The FIDIC-recommended 0.25% level as provided in GCC
12.3 may be negotiated to the 2% level, depending on the Executing Agency’s assessment of the
winning bidder’s price deviation from the average price of other bidders as a reflection of the market
price for the item.
19
20
21
As provided in instructions to bidders of standard bidding documents for procurement of works and plant.
FIDIC Conditions of Contract for Construction (MDB Harmonized Ed. 2010) GCC 12.3 (a) (ii) provides that a 0.25% change
may already trigger a price negotiation.
FIDIC Conditions of Contract for Construction GCC 12.3.
19
20
GUIDE ON BID EVALUATION
(c)
2.51
Provisional Sums for Contingencies
Provisional Sums for Contingencies are budgetary items only, and are not bid competitively. They may be
a fixed amount, or a percentage of the bid price as a whole or of the bid price of specific bills of the bill of
quantities as specified in the bidding document. As contingencies are not bid competitively, they must be
excluded for evaluation purposes.
(d) Provisional Sums for Dayworks
2.52
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. Dayworks are works carried
out as directed by the appropriate authority stipulated in the bidding document. They are paid for on the
basis of the time spent and the resources employed by the contractor comprising workers, materials, and
equipment at unit rates quoted in the bid. Dayworks shall be included for bid evaluation purposes only if
priced competitively. To be priced competitively, the Executing Agency must provide nominal quantities
for each item in the daywork 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 Executing Agency or the
unit rates are not priced competitively, dayworks shall be excluded for evaluation purposes.
(e)
2.53
Other Provisional Sums
Other Provisional Sums are sometimes included by the Executing Agency 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 Executing Agency 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 Executing
Agency, they are not priced competitively and shall be excluded for evaluation purposes.
(f)
Clarifications, Correspondence, and Meetings
2.54
In many large civil works contracts, the Executing Agency may decide to meet with all, or the lowest, bidders
who are selected for detailed evaluation, in order to clarify their bids. Details of pricing, work methods,
scheduling, and sourcing of materials are usually the principal subjects of such bid clarification meetings
that provide additional information for consideration in bid evaluation. Since the information provided
by bidders in such meetings often form the basis of conclusions of the Executing Agency, the minutes of
the meetings should be recorded and attached to the bid evaluation report for the consideration of ADB
and any other approving authority of the Borrower in reviewing the findings and recommendations of the
Executing Agency.
7.
Application of Domestic Preference Scheme22
2.55
Preference for domestic goods will be offered to all borrowing ADB countries. The scheme provides that
domestically manufactured goods will be eligible for preference in comparison with imported goods. This
eligibility is determined, not with reference to the nationality of the bidder but with reference to domestic
22
If domestic preference is allowed in the procurement plan and the bidding document, the scheme grants a margin of preference,
subject to conditions, in favor of domestically manufactured goods and domestic contractors and may be applied in the
evaluation of bids under International Competitive Bidding as provided in the Guidelines or under Open Competitive Bidding as
provided in the Regulations.
BID EVALUATION PROCEDURE
goods. Therefore, the preference is given not to the domestic bidder but to the locally manufactured
goods. The nationality of the bidder or manufacturer is irrelevant. Bidders are required to certify, as part
of their bid, the existence of the manufacturing facilities where local value is to be added. The margin of
preference for domestic goods is specified in the bidding document and limited to 15% of the CIF or CIP
price of the imported goods.
2.56
Preference for domestic contractors for civil works is limited to civil works in certain borrowing countries.
Domestic contractors and joint ventures must meet certain minimum criteria for eligibility under the
domestic preference scheme. The margin of preference is specified in the bidding document and limited
to 7.5% of the bid price.
2.57
Domestic preference for both supply of goods, civil works, and plant will be applied only if it is specified
in the procurement plan approved by ADB. The bidding document provides and specifies the manner in
which the preference scheme will be applied in bid comparison.
2.58
The specific methods of application of domestic preference are provided in the User’s Guides of each
standard bidding document issued by ADB.
8.
The Lowest Evaluated Substantially Responsive Bid
2.59
The result of the detailed evaluation of price bids shall be summarized in the expanded Table of Bid
Prices and, if used, the Table of Bid Price Adjustments. The tables shall indicate the bid currencies and
components of price schedules, arithmetic corrections, currency conversions for comparison, and price
adjustments, all determined in accordance with the bidding documents. The table should provide a clear
basis for declaring the lowest evaluated bid. After going through the above three steps, the lowest evaluated
substantially responsive bid is determined in accordance with the provisions of the bidding documents.
If, however, bids were invited for multiple contracts, then the determination of the lowest evaluated
substantially responsive bidder for each contract shall have to undergo multiple contract evaluation as
provided in the bidding document (see para. 2.64 below).
9.
Abnormally Low Bids
2.60
For procurements under projects covered by the Procurement Regulations for ADB Borrowers: Goods,
Works, Nonconsulting and Consulting Services (2017, as amended from time to time) or utilizing bidding
documents based on 2018 SBDs issued by ADB, a final step after comparison of bid prices but before
making award recommendations is to determine whether the lowest evaluated bid may be considered an
abnormally low bid (ALB), which is one where the bid price, in combination with other elements of the
bid, appears to be so low that it raises concerns as to the capability of the bidder to perform the contract
for the offered bid price. The Purchaser or Employer shall be guided by the procedures and courses of
action described in the issued bidding document after establishing ALB. For detailed guidance on how to
determine if a bid is abnormally low, Executing Agencies should refer to the Abnormally Low Bids: Guidance
Note on Procurement (2018) published by ADB.
21
22
GUIDE ON BID EVALUATION
D.Step 4: Confirmation of Qualifications and Recommendation
for Contract Award
2.61
As a final step prior to award, the Executing Agency 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 established, the contract shall be
awarded to the bidder who submitted the lowest evaluated substantially responsive bid.
1.
Evaluation of Qualifications23
2.62
In order to determine the capability of Bidders to implement the contract satisfactorily, critical aspects of
their financial and technical capabilities necessary to perform the contract need to be examined. All these
criteria and their specific requirements stipulated in the bidding document shall be evaluated on a pass/
fail basis against the documentation and other evidences provided by Bidders together with their technical
bids. If a separate prequalification procedure has been undertaken previously for the same contract, this
step may be waived. However, if more than a year has lapsed since the prequalification results were
approved, the Executing Agency has the right to review bidder qualifications, including the right to require
submission of the latest financial records and completion certificates.
2.63
The Table of Evaluation of Bidder’s Qualifications (see Appendix 8 for a sample) should list all the
qualifications requirements for both financial and technical criteria specified in the bidding document
against which the evidences or documents submitted by bidders are compared to determine whether
each bidder meets the requirements and passes, or does not meet and, therefore, fails. Failure in any of
the financial and technical experience criteria leads to rejection of a bid.
2.
Multiple Contract Evaluation
2.65
If bids were invited for a number of contracts (or lots), and bidders were allowed to quote prices for different
contracts and be eligible for award of multiple contracts, the final bid price comparison to determine
the bidders to be recommended for contract award shall be based on the methodology described in the
bidding document. The objective is to arrive at the least cost combination of contract prices for executing
agencies by taking into account discounts offered for multiple awards, if any, as well the capacity of bidders
to undertake multiple contracts. The key assumption is that the different contracts are intended to be
implemented simultaneously, thus requiring re-assessment of qualifications in terms of average annual
turnover, financial resources, personnel and equipment aggregated from requirements of individual
contracts. Flexibility in assessment of aggregation may be applied where personnel and equipment can be
shared between individual contracts such that they can still be implemented simultaneously and on time.
2.66
In order to present the evaluation details, , the Table of Bid Prices or Table of Bid Price Adjustments may
not be adequate. In such case, additional tables may be needed for the multiple contract evaluation.
3.
Award of Contract
2.67
If the lowest evaluated Bidder is determined to have passed the qualification criteria, the contract shall
be awarded to this Bidder or bidders in case of multiple contract bidding. Such bidder or bidders must
23
Under the Single-Stage: Two Envelope, Two-Stage, and Two-Stage: Two-Envelope bidding procedures, the evaluation of
qualifications of bidders are normally conducted after the examination of technical bids.
BID EVALUATION PROCEDURE
not be required, as a condition of contract award, to undertake responsibilities or works not stipulated
in the bidding document or to modify the bid. However, even as the lowest evaluated bidder has been
determined, there may still be a need for the Executing Agency to have a contract finalization meeting
particularly for works or plant contracts—not to change anything in the bidder’s proposal as required by
the bidding document and as evaluated—but to agree on some other additional conditions. These may
include a higher performance security for unbalanced bids, the substantiation of undertakings for provision
of personnel and certain equipment if Letters of Undertaking were allowed by the Executing Agency in
place of actual names or specific items of equipment at the time of bid submission, and adjustments
to certain contract conditions not considered during bid evaluation, e.g., factors and weights for price
adjustment, and the percentage cited in paragraph 2.50(ii) above for GCC 12.3.
2.68
For procurements under projects covered by the Regulations and utilizing bidding documents based
on 2018 SBDs, after notification of award of contract by the Purchaser or Employer, a Standstill Period
may apply if provided in the bidding document. The standstill period is a certain duration before making
the actual contract award within which any unsuccessful bidder can challenge the proposed award. The
Purchaser or Employer shall be prepared to promptly respond in writing and/or in a debriefing meeting to
any unsuccessful Bidder who requests a debriefing as provided in the bidding document.
23
24
Section 3: Preparation of Bid
Evaluation Report
A.
Single-Stage: Single-Envelope Bidding Procedure
3.1
The Bid Evaluation Report should include such information and documentation to establish to the
satisfaction of ADB that the results of the evaluation are consistent with the procurement arrangements
provided in the financing agreement, and the methods and procedures indicated in the procurement
plan. When so established, it may be concluded that the bidding, the bid evaluation process, and the
proposed award of contract abide by the principles embodied in the Guidelines or the Regulations.
These principles are as follows:
(i)
goods, works, and services are sourced from eligible member countries of ADB;
(ii)
the transparency of the bidding process has provided adequate, fair, and equal opportunity to
manufacturers, suppliers, and contractors from all the eligible member countries of ADB;
(iii) the principle of “economy and efficiency” has been applied in the bidding and in the bid evaluation
process by establishing the lowest evaluated substantially responsive bid.
3.2
24
The Guidelines/Regulations requires that an Executing Agency shall prepare a detailed report on the
evaluation and comparison of bids providing the specific reasons and circumstances upon which the
recommendation is based for the award of the contract. The information and documentation to be
submitted as part of, or with, the Evaluation Report for the procurement of a goods contract, for example,
should include the following:
(a)
Basic Data Sheet and summary of the procurement;
(b)
a photocopy of the Invitation for Bids advertised in an English language local newspaper of wide
circulation;24
(c)
the Record of Bid Opening including the attendance sheet with signatures of the representatives of
bidders;
(d)
Table of Bid Prices including arithmetic error corrections and discounts offered as submitted—if
arithmetic error corrections are involved, evidence that corrections for arithmetic errors have been
accepted by the bidders concerned should be attached. For simple contracts and those with limited
scope, this table should suffice but may include the financial adjustments for both commercial terms
and conditions and for technical requirements, to show the total evaluated prices for all bids concerned;
(e)
Table of Substantial Responsiveness to major commercial terms and conditions, and corresponding
Table of Salient Features, if utilized;
For international competitive bidding or open competitive bidding with international advertisement procedures. Otherwise,
whatever advertising medium was utilized.
Section 3: PREPARATION
Preparation OF
of BID
Bid EVALUATION
Evaluation Report
REPORT
(f)
Table of Substantial Responsiveness to key provisions of the technical requirements and
specifications, and corresponding Table of Salient Features, if utilized;
(h) Table of Bid Price Adjustments, if utilized, with respect to salient features of the bids requiring price
adjustments. The table will show for each bid the adjustments made to the bid prices for deviations
with references to the clauses in the bidding documents on which they are based, and indicating the
methods used in computing the adjustments;
(g)
Table of Evaluation of Bidder’s Qualifications;
(i)
Table of Bid Price Comparison, if utilized for more complex or larger scope contracts, showing all bids
selected for detailed evaluation, the financial adjustments for commercial terms and conditions,
the financial adjustments for technical requirements to obtain the total evaluated prices for all
bids concerned, the adjustments due to the application of domestic preference, and the results of
multiple contract evaluation;
(j)
copies of correspondence with bidders relating to clarifications of their bids;
(k)
recommendation for award of contract;
(l)
draft contract or a draft letter of acceptance if such draft differs substantially from the draft previously
submitted to, and approved by ADB; and
(m) certificate of eligibility if required by ADB (pursuant to its Asian Development Fund requirements).
For other bidding procedures, the Evaluation Report shall include their equivalent documents as presented
in the Appendixes and the examples in Part II of this Guide.
3.3
The evaluation report should include a narrative section in which information not suitable for presentation
in the form of tables is presented, together with any supplementary explanations and information
necessary for a complete understanding of all the factors considered during bid evaluation. In particular,
the reasons for rejection of bids which are considered nonresponsive to the bidding document should
be fully explained and justified in the narrative section. Similarly, the basis for adjustments in the bid
prices should be adequately explained and, where appropriate, cross references made to the relevant
provisions in the bidding documents. Ultimately, the report must demonstrate and fully substantiate a
clear understanding of the rationale for the recommendation for contract award.
3.4
The recommended amount for award of contract should be the bid price submitted by the bidder as
corrected for arithmetic errors, with discounts applied if offered, and the additional amount to make
good any minor deviations in the scope of supply or technical compliance. This recommended additional
amount may be based on the evaluated price adjustments or the agency estimates for the items with
minor deviations.25 In proposing the additional amount, the Executing Agency should note the following:
(i)
25
the cost of making good the minor deviations should be included in the contract amount, provided
that this cost does not involve new items that would constitute a violation of Clause 2.59 of the
Guidelines or Para. 90 of the Regulations, i.e., that “a bidder shall not be required, as a condition of
award, to undertake responsibilities for work not stipulated in the bidding documents or otherwise to
modify the bid as originally submitted;” and
Note that deviations are declared “minor” because their costs “to be made good” can be estimated and are less than 10% of the
bid price.
25
26
GUIDE ON BID EVALUATION
(ii)
the final contract amount agreed between the Executing Agency and the successful bidder should
not exceed the bid price (as corrected for arithmetical errors, with discounts applied if offered, and
the amount to make good any minor deviations in the scope of supply and technical compliance) of
the second lowest evaluated substantially responsive bidder.
The final additional amount to be included in the contract shall be agreed between the Executing Agency
and the successful bidder during contract finalization.
The Executing Agency’s strategy to address any minor deviations should take into account the possibility
of the bidder’s refusal to rectify its bid as originally submitted, and should therefore also propose any
additional measures.
3.5
Any report and recommendation of the consultant (if such consultant is funded under an ADB technical
assistance or loan and engaged for the implementation of the project) should also be sent to ADB. If
the Executing Agency and its consultants reach different conclusions and views regarding any matter
affecting the selection of the lowest evaluated substantially responsive bid, such differences should be
fully explained in the body of the report.
3.6
Complaints and representations received shall also be included in the report, including the actions taken
by the Executing Agency in resolving them.
3.7
The bid evaluation report and recommendation for contract award should be sent to ADB as early as
possible. For contracts subject to ADB’s prior review, the Executing Agency should furnish to ADB, at least
4 weeks prior to expiration of bid validity, three copies of the complete bid evaluation report together with
a covering letter. This is necessary to enable ADB to review thoroughly the report and recommendation in
order to obtain the necessary formal approval within ADB for transmission to the Executing Agency.
3.8
For contracts under post review (sampling), the executing agency should furnish to ADB, three copies of
the complete bid evaluation report together with a covering letter upon award of contract or as otherwise
specified in the financing agreement.
B.
Single-Stage: Two-Envelope Bidding Procedure
3.9
Two bid evaluation reports are prepared for the Single-Stage: Two-Envelope bidding procedure: the
Technical Bid Evaluation Report and the Financial (or Price) Bid Evaluation Report, and the list of information
items above are separated into technical evaluation documents and price evaluation documents. When
technical deviations and omissions require price adjustments, these need to be covered in both reports
and checked for consistency between the reports.
3.10
The contents of these reports may be derived from the Appendixes and the sample reports in Part II of this
Guide.
C.
Two-Stage and Two-Stage: Two-Envelope Bidding Procedures
3.11
For these procedures, the first stage report is of mainly technical nature while also covering qualifications
evaluation where no prequalification has been conducted. The second stage report, however, is similar in
format to the Single-Stage: One-Envelope procedure report as it covers the evaluation of both the final
technical bid and the price bid.
3.12
The contents of these reports may be derived from the Appendixes and the sample reports in Part II of
this Guide.
27
Appendixes
28
Appendix 1
Basic Data Sheet
1.
Project Name:
2.
Project Financing
Approval/Loan Number:
Approval Date:
Closing Date:
3.
Bid Package or Contract Name:
Bid Package or Contract Number:
Bid Package with Lots (Yes or No):
4.
Procurement Plan Date:
Prequalification (Yes or No):
Estimated Value or Engineer’s Estimate:
Estimated Contact Duration (mos.):
5.
ADB Approval of Bidding Documents:
6.
Dates Invitation for Bids Issued:
Newspaper of General Circulation:
ADB website:
7.
Procurement Details
Method:1
Contract Type:2
Bidding Document:
Bidding Procedure:3
Application of Domestic Preference (Yes or No):
Pre-Bid Meeting:
Site Visit:
8.
Bid Submission Date and Time:
Extension:
Bidding Document Addendum Issued:
9.
Bid Opening Date and Time:
Number of Bids Received:
Appendix 1
10. EA Submission of BER to ADB:
11. Bid Validity Expiration Date:
No. of Extensions:
Final Expiration Date:4
No. of Bidders Extended Validity:
12. Bid Securing Declaration:
13. Bid Security Requirement:
Original Expiration Date:
Final Expiration Date:4
14. Bid Evaluation Currency:
Date for Determining Applicable Exchange Rates:5
Exchange Rates for Evaluation:6
1
2
3
4
5
6
Procurement Guidelines methods (International Competitive Bidding (ICB). National Competitive Bidding (NCB), Limited
International Bidding (LIB), Shopping (S) or methods under Procurement Regulations for ADB Borrowers (Open Competitive
Bidding-International Advertisement, Open Competitive Bidding-National Advertisement) as appropriate.
Goods, Works or Plant.
1S1E, 1S2E, 2S, 2S2E.
Show the final date to which bidders were requested to extend the validity.
The date as specified in the bidding documents shall be used.
The official selling rates of all foreign currencies involved in the bid evaluation and their official sources as provided in the bidding
documents shall be noted.
29
30
Appendix 2
Page 1 of 3
Record of Bid Opening
LOAN NO.......................... PROJECT NAME ..................................................................................................................................
BID NO................................ BID/CONTRACT NAME..................................................................................................................
1.
The following bids were received by the bid submission deadline set on ……………....(Date) .…….
at ………….. (Time)………….hrs and were publicly opened and read at (Time)..….hrs on the same date.
No.
Name of
Bidder and
Address
Bid
Security
Amount
Bid Amount1
Contract
No. 1
Contract
No. 2
Etc.2
Total
Remarks3
Signature
of Bidder
Representatives
1.
2.
3.
4.
5.
6.
Etc.
1
2
3
Any discounts offered should be recorded. Any alternative bids submitted should be opened.
Number of columns depends on the number of contracts/lots under a package.
Indicate deficiencies in the letter of bid (no signature or no price) and bid security (smaller amount or shorter validity period),
if applicable.
Appendix 2
Page 2 of 3
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
Bidder Represented
1.
2.
3.
4.
5.
6.
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)
31
32
GUIDE ON BID EVALUATION
Page 3 of 3
Attendance Sheet for Opening of Bids
LOAN NO ............. PROJECT NAME ............................................................................................................................
BID NO.................... BID/CONTRACT NAME ...........................................................................................................
Place:..........................................................
Date:...............................................
Time...........................................
The following bidders’ representatives attended the public opening of bids.
No.
1.
2.
3.
4.
5.
6.
Etc.
Bidder (Firm/JV/Agent)
Representative
(Printed Name)
Designation
Signature
33
Appendix 3(A)
Table of Substantial Responsiveness of Bids
(Commercial Terms)—Supply Contract
No.
Bidding
Documents
Reference
Requirements
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
(Section and Clause No.
(List here all conditions
of bidding documents)
stipulated in the bidding
documents with which bidders
must comply for their bids to
be considered responsive)
1.
Signature on Bid Form by
the Authorized Person
Section 1, Clause
xx and Section 2,
ITB yy
C
C
C
2.
Power of Attorney
Section 1, Clause xx,
Section 2, ITB yy
C
C
C
3.
Eligibility:
Bidders
Section 1, Clause 4
C (see details in
Attachment 1 to
this Appendix)
C (see details in
Attachment 1 to
this Appendix)
C (see details in
Attachment 1 to
this Appendix)
Goods
Section 1, Clause 5
C
NC1
C
4.
Bid Validity–60 days
(Indicate here the date/
month/year)
Section 1, Clause yy,
Section 2, ITB xx
C (valid until
indicate here the
date/month/
year)
C (valid until
indicate here the
date/month/yr.
C (valid until
indicate here the
date/month/
yr)
5.
Bid Security
(i) Amount >2% of the Bid
Price
Section 1, Clause
21.1, Section 2, ITB
21.1
C [indicate here
the bid security
amount]
C [indicate here
the bid security
amount]
C [indicate here
the bid security
amount]
(ii) Validity–90 days
(Indicate here the date/
month/year)
Section 1, Clause xx
Section 1, ITB yy
C (valid until
indicate here the
date/month/
year)
C (valid until
indicate here the
date/month/yr)
C (valid until
indicate here the
date/mo/yr.)
Goods are from
non-member
country of ADB
No major
deviation
Nonresponsive
Responsive
Remarks
No major
deviation
Findings
Responsive
Bid No. .....................................
C = Complied
NC = Not Complied
1
for ................................................ (Bid/Contract/Title) ................................................
34
GUIDE ON BID EVALUATION
Appendix 3(A)
Attachment 1
Details on Eligibility of Bidders
No.
1.
Requirements
Single Entity or Joint Venture
If Joint Venture, all partners must be
jointly and severally liable.
2.
Bidder must be a national of an
eligible ADB member country.
Bidding
Documents
Reference
Bidder No. 1
Bidder No. 2
Bidder No. 3
Section 1,
Clause 4.1
Single Entity
Joint Venture
Single Entity
Section 1,
Clause 4.2
X
X and XX
X
XX
(member
countries)
XXX
(member
(countries)
X
(member
countries)
Proposed subcontractors or suppliers
must be nationals of an eligible ADB
member country.
Partners are Jointly
and severally liable
3.
Conflict of Interest
Section 1,
Clause 4.3
None
Yes, (indicate why)
None
4.
Declared ineligible by ADB
Section 1,
Clause 4.4
No
No
No
5.
Government-owned enterprise in
Purchaser’s country to be legally and
financially autonomous, operate
under commercial law, and not
dependent agency of the Purchaser
Section 1,
Clause 4.5
Not a
government
owned
enterprise
Not a
government
owned enterprise
Not a
government
owned
enterprise.
6.
Not having been declared ineligible
based on a United Nations resolution
Section 1,
Clause 4.7
Not declared
ineligible
Not declared
ineligible.
Not declared
ineligible.
Appendix 3(B)
Appendix 3(B)
Table of Substantial Responsiveness of Bids
(Commercial Terms)—Civil Works
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
No.
Requirements
Bidding Documents
Reference
(List here all conditions
stipulated in the bidding
documents with which bidders
must comply for their bids to
be considered responsive)
(Section and Clause No.
of bidding documents
issued)
1.
Signature on Bid Form by the
Authorized Person
2.
Power of Attorney
3.
Eligibility:
4.
5.
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
Section 1, Clause 20.2,
Section 2, ITB 20.2
C
C
C
Section 1, Clause 20.2
Section 2, ITB 20.2
C
C
C
Bidders
Section 1, Clause 4
C (see details C (see details in C (see details
in Attachment Attachment 1 to in Attachment
1 to this
this Appendix)
1 to this
Appendix)
Appendix)
C
C
C
Materials, Equipment and
Services Origin
Section 1, Clause 5
Bid Validity–90 days
(Indicate here the date/
month/year)
Section 1, Clause 18.1,
Section 2, ITB 18.1
Bid Security
(i) Amount : $200,000.00
(ii) Validity–118 days
(iii) (Indicate here the date/
month/year)
Section 1, Clause 19.1,
Section 2, ITB 19.1
C [indicate
here the
bid security
amount]
Section 1, Clause 19.3
Section 2, ITB 19.3
C (valid until
indicate here
the date/
month/year)
C (valid until
indicate here
the date/
month/year)
C (valid until
indicate here the
date/month/yr.
C [indicate here
the bid security
amount]
NC (Bid
Security is valid
for only 100
days)
C (valid until
indicate here
the date/
month/yr)
C [indicate
here the
bid security
amount]
C (valid until
indicate here
the date/
month/yr.)
Remarks
No major
deviation
Major Deviation
on Bid Security
No major
deviation
Findings
Responsive
Nonresponsive
Responsive
C = Complied
NC = Not Complied
35
36
GUIDE ON BID EVALUATION
Appendix 3(B)
Attachment 1
Details on Eligibility of Bidders
No.
1.
Requirements
Single Entity or Joint Venture
If Joint Venture, all partners must be
jointly and severally liable.
2.
Bidder must be a national of an
eligible ADB member country.
Bidding
Documents
Reference
Bidder No. 1
Bidder No. 2
Bidder No. 3
Section 1,
Clause 4.1
Single Entity
Joint Venture
Single Entity
Section 1,
Clause 4.2
X
X and XX
X
XX
(member
country)
XXX
(member
country)
X
(member
country)
Proposed subcontractors or suppliers
must be nationals of an eligible ADB
member country.
Partners are
jointly and
severally liable
3.
Conflict of Interest
Section 1,
Clause 4.3
None
None
None
4.
Declared ineligible by ADB
Section 1,
Clause 4.4
No
No
No
5.
Government-owned enterprise in
Purchaser’s country to be legally and
financially autonomous, operate
under commercial law, and not
dependent agency of the Purchaser
Section 1,
Clause 4.5
Not a
government
owned
enterprise
Not a
government
owned enterprise
Not a
government
owned
enterprise
6.
Not having been declared ineligible
based on a United Nations resolution
Section 1,
Clause 4.7
Not declared
ineligible
Not declared
ineligible
Not declared
ineligible
Appendix 3(C)
Appendix 3(C)
Table of Substantial Responsiveness of Bids
(Commercial Terms)—Plant Design–Supply–
Installation
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
No.
Requirements
Bidding Documents
Reference
(List here all conditions stipulated in
the bidding documents with which
bidders must comply for their bids to
be considered responsive)
(Section and Clause No.
of bidding documents)
1.
Signature on Bid Form by the
Authorized Person
2.
Power of Attorney
3.
Eligibility:
4.
5.
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
Section 1, Clause xx,
Section 2, ITB yy
C
C
C
Section 1, Clause xx
Section 2, ITB yy
C
C
C
Bidders
Section 1, Clause 4
C (see details
in Attachment
1 to this
Appendix)
C (see details
in Attachment
1 to this
Appendix)
C (see details
in Attachment
1 to this
Appendix)
Plant and Services Origin
Section 1, Clause 5
Bid Validity–90 days
(Indicate here the date/month/
year)
Section 1, Clause xx
Section 2, ITB yy
C
C
C
Bid Security
(i) Amount : $300,000.00
Section 1, Clause xx
Section 2, ITB yy
(ii) Validity–118 days
(Indicate here the date/month/
year)
Section 1, Clause xx
Section 2, ITB yy
C (valid until
C (valid until
C (valid until
indicate here the indicate here the indicate here the
date/month/ date/month/yr. date/month/
year)
yr)
C [indicate here
the bid security
amount]
NC (Bid
Security
amount is
$250,000.00)
C [indicate here
the bid security
amount]
C (valid until
C (valid until
indicate here the C (valid until indicate here the
date/month/ indicate here the date/month/
year)
date/month/
yr.)
year)
Remarks
No major
deviation
Major Deviation
on Bid Security
No major
deviation
Findings
Responsive
Nonresponsive
Responsive
C = Complied
NC = Not Complied
37
38
GUIDE ON BID EVALUATION
Appendix 3(C)
Attachment 1
Details on Eligibility of Bidders
No.
1.
Requirements
Single Entity or Joint Venture
If Joint Venture, all partners must be
jointly and severally liable.
2.
Bidder must be a national of an
eligible ADB member country.
Bidding
Documents
Reference
Bidder No. 1
Bidder No. 2
Bidder No. 3
Section 1,
Clause 4.1
Single Entity
Joint Venture
Single Entity
Section 1,
Clause 4.2
X
X and XX
X
XX
(member
country)
XXX
(member
country)
X
(member
country)
Proposed subcontractors or suppliers
must be nationals of an eligible ADB
member country.
Partners are
Jointly and
severally liable
3.
Conflict of Interest
Section 1,
Clause 4.3
None
None
None
4.
Declared ineligible by ADB
Section 1,
Clause 4.4
No
No
No
5.
Government-owned enterprise in
Purchaser’s country to be legally and
financially autonomous, operate
under commercial law, and not
dependent agency of the Purchaser
Section 1,
Clause 4.5
Not a
government
owned
enterprise
Not a
government
owned enterprise
Not a
government
owned
enterprise
6.
Not having been declared ineligible
based on a United Nations resolution
Section 1,
Clause 4.7
Not declared
ineligible
Not declared
ineligible
Not declared
ineligible
Appendix 4
Appendix 4
Table of Substantial Responsiveness of Bids
(Technical Requirements)—Supply Contract
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
No.
Requirements
Bidding Documents
Reference
Bidder
No. l
Bidder
No. 2
C
C
(List here the scope of supply and
all key technical and performance
requirements of major equipment
and materials: e.g. plant,
capacity, horsepower, pressure,
voltage, efficiency, operating
temperature etc.)
(Section and Clause No.
of bidding document
issued)
1.
Scope of Supply
Section 6 and Schedules
2.
Item 1. Grader 85 kW
C
C
3.
Item 2. 8.5 m3 capacity dump
truck.
left-hand drive
C
NC*
4.
Item 3. Bulldozer.
Min. 225 kW
C
(230 kW)
C
(225 kW)
5.
Etc.
Remarks
No major
deviation.
*Right-hand
drive and 7 m3
capacity
Findings
Responsive
Nonresponsive
C = Complied
NC = Not Compiled
Bidder
No. 3
39
40
GUIDE ON BID EVALUATION
Appendix 5(A)
Table of Salient Features of Bids
(Commercial Terms and Conditions)—
Supply Contract
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
No.
1.
Specified Terms and
Conditions
Bidding Documents
Reference
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
(List here all major
commercial terms and
conditions specified in the
bidding document; e.g.,
performance security, terms
of payment, Delivery and
Completion Period)
(Section and Clause No. of
bidding documents)
C
C
C
C
C
C
Section 6, Item 2
C
NC1
C
Section 8, GCC 16.1
C
C
NC2
Performance Security
(i) A
mount: 10% of the
Contract Price
Section 7, Clause 18.1;
Section 8, GCC 18.1
(ii) V
alid up to the date
of completion of the
Supplier’s performance
obligations, including
any warranty
obligations.
Section 7, Clause 18.4
Section 8, GCC 18.4
2.
Delivery/Contract
Completion Period: 10
months
3.
Terms of Payment
continued on next page
Appendix 5(A)
Table continued
No.
Specified Terms and
Conditions
Remarks
C = Complied
NC = Not Complied
Bidding Documents
Reference
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
For purposes 2 For purposes
of bid
of bid
evaluation,
evaluation,
Bid Price shall Bid Price shall
be adjusted
be adjusted
upwards
upwards
pursuant to
pursuant to
the provision the provision
in Criterion
in Criterion
4.2, Section
4.1, Section
3: Evaluation 3: Evaluation
and
and
Qualification Qualification
Criteria of
Criteria of
the Bidding
the Bidding
Document.
Document.
1
41
42
GUIDE ON BID EVALUATION
Appendix 5(B)
Table of Salient Feature of Bids
(Commercial Terms and Conditions)—
Civil Works
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
No.
1.
2.
Specified Terms and
Conditions
Bidding Documents
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)
(Section and Clause No.
of bidding documents)
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
Performance Security
(i) A
mount: 10% of the
Contract Price
Section 8: Particular
Conditions of Contract,
Part A: Ref. GCC 4.2
C
C
C
(ii) V
alid up to the issue of the
Performance Certificate
Section 7: General
Conditions of Contract,
Sub-Clause 4.2
C
C
C
Contract Completion Time
(24 months)
Section 8: Particular
Conditions of Contract,
Part A, Ref: GCC
1.1.3.3
C
NC1
(30 months)
C
Remarks
C = Complied
NC = Not Complied
1
Bid declared
nonresponsive
as ITB 13.2
in Section 2
stipulates that
alternative time
for completion is
not permitted.
Appendix 5(C)
Appendix 5(C)
Table of Salient Feature of Bids
(Commercial Terms and Conditions—
Plant Design–Supply–Installation)
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
No.
1.
2.
Specified Terms and
Conditions
Bidding Documents
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)
(Section and Clause
No. of bidding
documents)
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
C
C
C
C
C
C
NC1
(40 months)
C
C
For purposes of
bid evaluation,
the Bid Price
shall be adjusted
upwards pursuant
to the provision
in Criterion 1.3.2
of Section 3:
Evaluation and
Qualification
Criteria of
the Bidding
Document.
.
Performance Security
(i) Amount: 10% of the
Contract Price
Section 8, Clause
13.3.1
(ii) Valid up to the date of
Operational Acceptance
of the Facilities
Section 7, Clause
13.3.3
Contract Completion
Time: 36 months
Remarks
C = Complied
NC = Not Complied
Section 8, Clause 8.2
1
43
44
GUIDE ON BID EVALUATION
Appendix 5(A)-1
Table of Salient Features of Bids
(Technical Requirements)—Supply Contract
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
Specified Terms
and Conditions
Bidding Documents
Reference
[List here the scope of supply and all
technical and performance features
of equipment and materials in the
scope]
[Section and Clause No.
of Bidding documents]
No.
Bidder
No. 1
Bidder
No. 2
1.
Scope of Supply
Section 6 and
Supply Schedule
C
PC
Failure to
quote item 5,
inland
transportation
2.
Pumps and Motors
Section 6,
C
C
Item 3: Technical
Specifications
[EA to give
details from the
Bidder’s Bid
Proposal]
(a) Pumps (centrifugal)
(i) Capacity -lps
(ii) Rating-kW
(iii) Head-meter
(iv) Efficiency,
(v) Materials- Body Shaft
Impeller
(vi) Rpm etc.
(b) Prime mover
(i) Electric Motor
(ii) Rating-kW
(iii) Voltage
(iv) Efficiency
(v) Cooling system, etc.
[EA to indicate the detailed
requirements indicated in the
attached Bidding Document.]
C
[EA to give
details from the
Bidder’s Bid
Proposal]
C
Remarks
No financial
adjustment is
required.
Financial
adjustment is
required.
C = Complied
PC = Partially Complied
NC = Not Complied
Etc.
Table of Bid Prices (Supply Contract)
1
Arithmetic
Correction
CIF/CIP/
EXW
(2)
Quoted
Bid Price
CIF/CIP/
EXW
(1)
Arithmetic
Correction
CIF/CIP/
EXW
(2)
Bidder No. 2
Corrected
Discounts Bid Price
Offered
CIF/CIP/
CIF/CIP/
EXW
EXW
(4) = (1) ±
(3)
(2) - (3)
Quoted
Bid Price
CIF/CIP/
EXW
(1)
Bidder No. 3
Corrected
Arithmetic Discounts Bid Price
Correction Offered
CIF/CIP/
CIF/CIP/
CIF/CIP/
EXW
EXW
EXW
(4) = (1) ±
(2)
(3)
(2) - (3)
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.
Total for All
Items
Items in
Schedule Schedule
I
1
2
3
Sub-Total
for I¹
II
1
2
3
Sub-Total
for II¹
III
1
2
3
Sub-Total
for III¹
Quoted
Bid Price
CIF/CIP/
EXW
(1)
Bidder No. 1
Corrected
Discounts Bid Price
Offered
CIF/CIP/
CIF/CIP/
EXW
EXW
(4) = (1) ±
(3)
(2) - (3)
Bid No. ................................ for ............................................... (Bid/Contract/Title) ........................................................................................................................................................
Appendix 6(A)
Appendix 6(A)
45
Table of Bid Prices (Civil Works Contract)
Mobilization
Securities
and
Insurance
Earthworks
Piling and
Foundation
Concrete
Works
Metalworks
Drainage
Structures
1
2
3
4
5
6
7
Total
Title of Bill
(or Item)
Bill (or
Item)
No.
Quoted
Corrected
Bid
Arithmetic Discounts Bid Price
Price
Correction Offered (4) = (1) ±
(1)
(2)
(3)
(2) - (3)
Bidder No. 1
Quoted
Bid
Arithmetic Discounts
Price
Correction Offered
(1)
(2)
(3)
Corrected
Bid Price
(4) = (1) ±
(2) - (3)
Bidder No. 2
Quoted
Corrected
Bid
Arithmetic Discounts Bid Price
Price
Correction Offered (4) = (1) ±
(1)
(2)
(3)
(2) - (3)
Bidder No. 3
Bid No. ................................ for ............................................... (Bid/Contract/Title) ........................................................................................................................................................
Appendix 6(B)
46
GUIDE ON BID EVALUATION
Table of Bid Prices (Plant Contracts)
Plant (Including
Mandatory
Spare Parts)
Supplied
from Abroad
Plant (Including
Mandatory
Spare Parts)
Supplied
from Within
the Employer’s
Country
Design Services
Installation and
Other
Services
Grand
Summary
(Schedule Nos.
1 to 4)
Bidder
Recommended
Spare Parts
2
3
4
5
6
Title of
Schedule
1
Schedule
No.
Quoted
Bid Price
(1)
Arithmetic
Correction
(2)
Bidder No. 2
Bidder No. 3
Corrected Quoted
±
Discounts Bid Price
Bid
Arithmetic Discounts Bid Price Quoted Arithmetic Discounts
Offered (4) = (1) ±
Price
Correction Offered (4) = (1) ± Bid Price Correction Offered
(3)
(2) - (3)
(1)
(2)
(3)
(2) - (3)
(1)
(2)
(3)
Bidder No. 1
Bid No. ................................ for ............................................... (Bid/Contract/Title) ........................................................................................................................................................
Appendix 6(C)
Corrected
Bid Price
(4) = (1) ±
(2) - (3)
Appendix 6(C)
47
48
GUIDE ON BID EVALUATION
Appendix 7(A)
Table of Bid Price Adjustment (Supply Contract)
(Refer to Table of Bid Prices)
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
(Currency of Bid Comparison)
Package
No.
I
Particular
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
Application of Domestic Preference
(See attachment to this Appendix)
1
Use a table for each package if necessary.
Bidder
No. l
Bidder
No. 2
Bidder
No. 3
Etc.
Appendix 7(B)
Appendix 7(B)
Table of Bid Price Adjustment
(Civil Works Contract)
(Refer to Table of Bid Prices)
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
(Currency of Bid Comparison)
Section
Title of Sections
1.
Mobilization
2.
Securities and Insurance
3.
Earthworks
4.
Piling and Foundation
5.
Concrete Works
6.
Metal Work
7.
Electromechanical Work
8
Drainage Structures
9.
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 Domestic Preference
(See attachment to this Appendix)
Agency’s
Estimate
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
Etc.
49
50
GUIDE ON BID EVALUATION
Appendix 7(A and B)
Attachment 1
Application of Domestic Preference
(Sample for Goods)
Bidder No. 1 (Group A Bid)
Evaluated Bid Price
Bidder No. 3 (Group C Bid)
$111,000,000.00
$10,500,000.00
15% of the Imported Goods (CIF/
CIP Price) Offered
–
$ 1,575,000.00
Total Evaluated Bid Price (With
Domestic Preference)
$111,000,000.00
$12,075,000.00
Application of Domestic Preference
(Sample for Civil Works)
Bidder No. 1 (Group A Bid)
Domestic Contractor Eligible for the
Preference
Bidder No. 2 (Group B Bid)
Other Contractor
$12,575,000.00
$11,105,000.00
–
$ 832,875.00
$12,575,000.00
$11,937,875.00
Evaluated Bid Price
7.5% of the Bid Price
1
Total Evaluated Bid Price
(with Domestic Preference)
1
Bid Price of Bidder No. 2 is $11,000,000.00.
Appendix 7(C)
Appendix 7(C)
Table of Bid Price Adjustment
(Plant – Design, Supply, and Installation)
(Refer to Table of Bid Prices)
Bid No. ................................ for ............................................... (Bid/Contract/Title) .......................................................................
Schedule
No.
1
Title of Schedule
Executing
Agency’s
Estimate
Bidder No. 1
Bidder No. 2
Bidder No. 3
Part A: Bid Price
Plant Supplied from Abroad
Spare Parts Supplied from
Abroad
2
Plant Supplied from Within
the Employer’s Country
Spare Parts Supplied from
Within the Employer’s
Country
Design Services
3
Installation and Other
Services
4
Sub-Total ( 1-4)
continued on next page
51
52
GUIDE ON BID EVALUATION
Table continued
Schedule
No.
Title of Schedule
Part B: Adjustments
(a) C
ontract Completion
Time
(b) Q
uantifiable Deviations
and Omissions
(c) O
perating and
Maintenance Costs
(d) F
unctional Guarantees of
the Facilities
(e) Work, Services to be
Provided by the Employer
Sub-Total (a to e)
Total Evaluated Bid Price
(Part A + Part B)
Application of Domestic
Preference (see Attachment
1 to this Appendix)
Executing
Agency’s
Estimate
Bidder No. 1
Bidder No. 2
Bidder No. 3
Appendix 7(C)
Appendix 7(C)
Attachment 1
Application of Domestic Preference
(Sample for Plant – Design, Supply,
and Installation)
No.
Item
1
Plant Supplied from Abroad
2
Spare Parts Supplied from Abroad
3
Total Price (1 + 2)
4
15% of the Total Price
Bidder No. 1
(CIF/CIP)
Bidder No. 2
(CIF/CIP)
Bidder No. 3
(CIF/CIP)
Final Evaluated Bid Price
(With Domestic Preference)
Bidder No. 1
1
Evaluated Bid Price
2
15% of the Total Price for Plant and
Spare Parts Supplied from Abroad
3
Final Evaluated Bid Price (1 + 2)
Bidder No. 2
Bidder No. 3
1
1 Inclusive of Bid Prices (Plant and Spare Parts Supplied from Abroad, Plant and Spare Parts Supplied from Within the Employer’s Country,
Design Services, Installation and Other Charges), and Adjustments on the Bid Prices based on the evaluation factors stipulated in the
Section on Evaluation and Qualification Criteria of the bidding document.
53
1
Conflict of
Interest
Gov’tOwned
Enterp.
UN Eligibility
Contract
NonPerformance
Pend.
Litigation
Contract Non-Performance
Historical
Financial
Ave. Annual
Performance
Turnover
Financial Situation
Experience
Quantitative information on bidder submission to meet requirements shall be presented under each column for easy comparison with each qualification criterion and requirement.
7
..n1
..n
3
2
1
ADB Eligibility
Eligibility
Qualification Criteria1
Evaluation of Bidders’ Qualifications
Financial
Similar Size
Key
Resour-ces
and Nature
Activities
Bidder Nationality
Others
No. Requirement Requirement Requirement Requirement Requirement Requirement Requirement Requirement Requirement Requirement Requirement Requirement (if any) Results Remarks
Appendix 8
54
GUIDE ON BID EVALUATION
55
PART 2
Examples of Bid Evaluation
56
Example 1: Supply Contract
In order to maintain the confidentiality of the procurement proceedings, references to the name of the borrower,
the borrower’s country and currency, the executing agency, the name and address of the executing agency and
the project site, the names of the bidders and bidders’ representatives, the number and title of the ADB loan have
been deleted.
The borrower, the borrower’s country, the executing agency, the name and address of the executing agency and the
project site, the names of bidders’ representatives, and the number and title, of the ADB loan have been replaced
with combinations of the letter “x,” the name of the borrower’s currency has been referred to as “Local Currency
(LC),” and the bidders have been identified by number and referred to as “Bidder No. 1,” “Bidder No. 2,” etc.
[The Appendixes in this example may not have adopted those provisions recommended in the main text of this
Guide, as they were based on those of the Guide version available at the time the evaluation reports were prepared.]
SUPPLY CONTRACT
Letterhead of the Executing Agency
Our Reference; xxxx/xxxx/xxx (07)
7 April 2007
Director
Energy Division, Regional Department
Asian Development Bank
6 ADB Avenue,
Mandaluyong City 1550, Philippines
Subject:
Loan No. xxxxxxx: xxxxxx
Award of Contract for The Supply of Ammonia Distillation and
Absorption Unit Bid No. 05/06 (ICB)
Dear Sir,
In compliance with the requirements of the Loan Agreement and the project procurement plan, we are submitting
herewith three copies (3) of the Bid Evaluation Report for The Supply of Ammonia Distillation and Absorption
Unit, Bid No. 05/06 (ICB) for ADB’s review and approval.
We would like to mention that the award of the Contract as recommended in the Report has been approved by the
Chairman of xxxxxx on 3 April 20xx. As you will note, the validity of the bids expires on 20 May 2007. We would
therefore, appreciate receiving your approval of the recommendations made in the Report in time to advise the
successful bidder before the expiration of the bids.
Sincerely yours,
Signed
General Manager
xxxxxxxxxxxxxx
Attachment: Three copies of Report
57
58
GUIDE ON BID EVALUATION
XXXXXX
BID EVALUATION REPORT
FOR
SUPPLY OF AMMONIA DISTILLATION AND ABSORPTION
UNIT
ID No. 05/06 (ICB)
ADB LOAN No. XXXXXXX
30 MARCH 20xx
SUPPLY CONTRACT
Contents
(Supply Contract)
1. Introduction���������������������������������������������������������������������������������������������������������������������������������������������������59
1.1
General�����������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������59
1.2
Submission of Bids................................................................................................................................................................... 59
1.3
Bid Opening��������������������������������������������������������������������������������������������������������������������������������������������������������������������������������59
1.4
Basic Data and Exchange Rates������������������������������������������������������������������������������������������������������������������������������������������59
1.5
Bid Evaluation Committee.................................................................................................................................................... 60
2. Examination of Bids........................................................................................................................................62
2.1
List of Bidders����������������������������������������������������������������������������������������������������������������������������������������������������������������������������62
2.2
Bid Documents�������������������������������������������������������������������������������������������������������������������������������������������������������������������������62
2.3
Bid Validity and Bid Security������������������������������������������������������������������������������������������������������������������������������������������������63
2.4
Propriety of Signature and Power of Attorney��������������������������������������������������������������������������������������������������������������63
3. Determination of Substantial Responsiveness of Bids����������������������������������������������������������������������������63
3.1
Eligibility of Bidders and Goods.......................................................................................................................................... 63
3.2
Bidders’ Qualifications�����������������������������������������������������������������������������������������������������������������������������������������������������������63
3.3
Compliance with Commercial Terms and Conditions�����������������������������������������������������������������������������������������������64
3.4
3.5
3.3.1
Bid Validity and Bid Security�������������������������������������������������������������������������������������������������������������������������������64
3.3.2
Time for Completion/ Contract Execution Schedule������������������������������������������������������������������������������64
3.3.3
Terms of Payments�������������������������������������������������������������������������������������������������������������������������������������������������64
3.3.4
Deviations or Reservations to Commercial Conditions���������������������������������������������������������������������������64
Technical Requirements��������������������������������������������������������������������������������������������������������������������������������������������������������65
3.4.1
Technology����������������������������������������������������������������������������������������������������������������������������������������������������������������65
3.4.2
Compliance with Technical Specifications����������������������������������������������������������������������������������������������������65
Clarifications������������������������������������������������������������������������������������������������������������������������������������������������������������������������������65
4. Detailed Evaluation of Price Bids����������������������������������������������������������������������������������������������������������������65
4.1
Selection of Bids for Detailed Evaluation������������������������������������������������������������������������������������������������������������������������65
4.2
Arithmetic Check and Corrections�����������������������������������������������������������������������������������������������������������������������������������66
4.3
Price Adjustment for Commercial Terms and Conditions���������������������������������������������������������������������������������������66
4.4
Price Adjustment for Technical Requirements�������������������������������������������������������������������������������������������������������������66
59
60
GUIDE ON BID EVALUATION
5. Determination of the Lowest Evaluated Bid����������������������������������������������������������������������������������������������68
5.1
Lowest Evaluated Bid��������������������������������������������������������������������������������������������������������������������������������������������������������������68
5.2
Domestic Preference Scheme���������������������������������������������������������������������������������������������������������������������������������������������68
5.3
Reasonableness of the Lowest Evaluated Bid Price.................................................................................................... 69
6. Conclusions and Recommendations����������������������������������������������������������������������������������������������������������69
Appendixes
1
Record of Bid Opening........................................................................................................................................................... 70
2
Basic Data Sheet�����������������������������������������������������������������������������������������������������������������������������������������������������������������������73
3
Examination of Bids�����������������������������������������������������������������������������������������������������������������������������������������������������������������74
4
Details on Eligibility of Bidders��������������������������������������������������������������������������������������������������������������������������������������������75
5
Evaluation of Bidders’ Qualifications��������������������������������������������������������������������������������������������������������������������������������76
6
Substantial Responsiveness of Bids (Commercial Terms)���������������������������������������������������������������������������������������77
7
Salient Features of Bids (Commercial Terms)���������������������������������������������������������������������������������������������������������������78
8
Substantial Responsiveness of Bids (Major Technical Requirements)���������������������������������������������������������������79
9
Salient Features of Bids (Major Technical Requirements)���������������������������������������������������������������������������������������80
10
Summary of Bid Prices (Arithmetic Corrections and Corrected Bid Prices)�����������������������������������������������������83
11
Comparison of Bid Prices with Price Adjustments������������������������������������������������������������������������������������������������������84
12
Required Minor Changes�������������������������������������������������������������������������������������������������������������������������������������������������������85
SUPPLY CONTRACT
1.
Introduction
1.1
General
The xxxxxx has received a loan from the Asian Development Bank (ADB) to
finance the cost of implementing the Project. It is intended that part of the
proceeds of this loan will be applied to payment for the supply of equipment
and services for the renovation and upgrading of the Ammonia Distillation and
Absorption Unit of xxxxxx for which these bids were invited.
The Invitation for Bids was advertised in the 19 and 23 November 20xx issues of
two local English language newspapers, xxxxx and xxxxxx and in the ADB website
on 23 November 20xx. The brief report on the advertising, which includes the
names of the newspapers, the dates of the advertisement was forwarded to
ADB under cover of xxxxxx’s letter, dated 26 November 20xx. The site visit
and pre-bid meeting were held on 17 December 20xx at xxxxxx as stipulated
in the bidding documents. Nine potential bidders out of twelve firms which
purchased the bidding documents attended the pre-bid meeting. The minutes
of the pre-bid meeting were prepared and sent to the firms who purchased the
bidding documents. An addendum to the bidding documents was issued to all
firms which purchased the bidding documents on 20 December 20xx, to clarify
certain aspects of the Technical requirements of the bidding documents.
1.2
Submission of Bids
The deadline for the submission of bids was not extended and the receipt of
bids by the xxxxx at the Administrative Division of xxxxxx was closed at 10:30
a.m. local time on 21 January 2007 as scheduled. Out of twelve firms which
purchased the bidding documents, six bidders submitted bids.
1.3
Bid Opening
Bids were opened as scheduled in the bidding documents, at 11 a.m. on
21 January 20xx at the meeting room, second floor of the Administration
Building by the Bid Opening Committee in the presence of representatives
of bidders. Each bidder’s name, bid price, discount or alternative offer, if any,
and the presence or absence of the requisite bid security and its amount were
announced and recorded. The Record of Bid Opening was prepared soon
after the bids were announced and a copy of the Record of Bid Opening was
furnished to ADB under cover of xxx’s letter, dated 24 January 20xx. A copy is
attached as Appendix 1.
1.4
Basic Data and Exchange Rates
The exchange rates used for the evaluation were the selling rates officially
prescribed for similar transactions by the National Bank on 21 January 20xx
(i.e. the date of bid opening). Basic information pertaining to the bidding was
summarized and presented in the Appendix 2.
61
62
GUIDE ON BID EVALUATION
1.5
Bid Evaluation Committee
A Bid Evaluation Committee comprising four senior officers of xxxxxx was
established by the Chairman of xxxxxx. Assistance was provided by the staff
of the Administrative Division of the xxxxxx. The Bid Evaluation Committee
members were:
(1) Chairman
General Manager; xxxxxx
(2) Member
Manager, Operations, xxxxxx
(3) Member
Director, Planning Department, xxxxxx.
(4) Member/Secretary
Manager, Finance and Marketing, xxxxxx
The Committee’s decisions were made on the basis of unanimous views and
whenever a unanimous decision could not be reached on certain issues, these
issues were brought to the attention of the Chairman of xxxxxx for n decision.
2.Examination
of Bids
2.1
List of Bidders
The names of the bidders, their nationalities, the capacity in which they
submitted their bids, the source of the goods and the domestic preference
category claimed are shown in the following table.
Bidders
No.
Name
Domestic Preference
Nationality
Capacity
Source of Goods
Category
1.
Bidder No. 1
xxxxxx
Importer
Domestic and
xxxxxx
Category II
2.
Bidder No. 2
xxxxxx
Manufacturer
xxxxxx
Category III
3.
Bidder No. 3
xxxxxx
Manufacturer
xxxxxx
Category III
4.
Bidder No. 4
xxxxxx
Exporter
xxxxxx
Category III
5.
Bidder No. 5
xxxxxx
Manufacturer
xxxxxx
Category III
6.
Bidder No. 6
xxxxxx
Manufacturer
xxxxxx
Category III
2.2
Bid Documents
The bids submitted were examined to verify that the bidders had submitted
all the documents and information required by the bidding document. The
following documents, were examined:
(i)
Form of Bid and Price Schedules;
(ii)
Bid Security;
(iii)Joint Venture Agreement or Letter of Intent to Enter into an Agreement,
if required;
(iv) Propriety of Signature and Power of Attorney;
SUPPLY CONTRACT
(v) Documents establishing the eligibility of bidders and goods;
(vi)Documents required to assess the qualification of bidders and their
manufacturers; and
(vii)Documents required to establish the goods’ conformity with the bidding
documents.
The results of checking for completeness of bid documents are presented in
Appendix 3 Examination of Bids.
2.3
Bid Validity and Bid Security
A bid validity period of at least 120 days from the date of bid opening was
specified in the bidding documents. All bidders except Bidder No.2 offered a
bid validity period as required. All bidders submitted bid securities in the form
of bank guarantees, and fulfilled the requirements in the amount, terms and
period of validity except Bidder No.2.
2.4
Propriety of Signature and Power of Attorney
All bid documents were signed in accordance with the Instructions to Bidders
and corrections were also initialed by the authorized person. The power of
attorney for the. signatories of all bids were acceptable The results of these
examinations are included in Appendix 3.
3.
Determination
of Substantial
Responsiveness
of Bids
3.1
Eligibility of Bidders and Goods
In Clauses 4 and 5 of the Instructions to Bidders of the bidding documents it was
specified that the bidder, and the goods and the services to be supplied shall
be from an eligible source country of ADB. All bidders submitted certifications
and necessary documentation which indicated that they are nationals of an
eligible member country of ADB, and offered goods and services originating in
an eligible member country of ADB (See Appendix 4 Details on Eligibility of
Bidders).
3.2
Bidders’ Qualifications
The bidding documents in Clause 19 of the Instructions to Bidders, required
that each bidder submits with its bid such evidence of its technical capacity
and financial capability by completing properly the forms provided with the
bidding documents. All bidders submitted the forms with their bids. The
detailed review of the bidders’ information provided in these forms and further
clarifications requested from the bidders showed that all bidders are qualified
financially and Technically to perform the Contract. The results of the detailed
review are summarized in Appendix 5 Evaluation of Bidders’ Qualifications.
63
64
GUIDE ON BID EVALUATION
3.3
Compliance with Commercial Terms and Conditions
3.3.1
Bid Validity and Bid Security
Bidder No.2 offered a bid validity period of only 60 days and stated in the
covering letter that further extension may be considered upon request.
Moreover, the amount of the bid security of Bidder No.2 was equivalent to
1.29% of its total bid price and did not satisfy the specified requirements of a
minimum of 2% of the bid price.
After due consideration of all relevant factors, in particular fairness to all other
bidders who complied with the requirements, it was concluded that the bid
of Bidder No.2 should be rejected as such deviations in bid validity and bid
security are considered as major.
3.3.2
Time for Completion/Contract Execution Schedule
The contract execution schedules and sequence of delivery of major units of
plant to be supplied were evaluated in detail and compared with the requirements
of the bidding documents. The contract execution schedules submitted by the
bidders were generally in order and complied with the execution schedule of
the bidding documents. A number of minor changes will be necessary (see
Appendix 12). Such changes were considered minor and should be finalized at
contract negotiations with the successful bidder.
3.3.3
Terms of Payments
All bidders accepted the terms and conditions of the bidding documents
with respect to payment and they also accepted the fixed sum without price
adjustment provision. The bidding documents specified that all payments will
be made through an irrevocable letter of credit following the ADB commitment
procedure. All accepted these arrangements, except that Bidder No.3 requested
a “confirmed” irrevocable letter of credit. upon clarification, the bidder replied
that the additional cost for confirmation of the letter of credit will be borne by
the bidder. The request was considered reasonable and, therefore, acceptable
if the bidder is the successful bidder.
3.3.4
Deviations or Reservations to Commercial Conditions
None of the bids contained substantial reservations to the major commercial
conditions of the bidding documents. All bidders accepted the provisions for
liquidated damages, functional guarantees and corresponding adjustments,
performance security, warranty requirements and after sales service. See
Appendix 6 for a summary of the Substantial Responsiveness of Bids
(Commercial Terms) and Appendix 7 Salient Features of Bids (Commercial
Terms).
SUPPLY CONTRACT
3.4
Technical Requirements
3.4.1
Technology
The Ammonia Distillation Columns and Absorption Towers, being high steel
structures, were considered as the two main important items of equipment
for the project, and special attention has been given in the evaluation with
respect to design, quality, reliability and safety. The evaluation showed that the
manufacturers of all bidders fulfilled the required standards satisfactorily.
3.4.2
Compliance with Technical Specifications
All the remaining five bidders satisfactorily complied with the total scope of
the contract and generally met the major requirements of the specifications.
Bidder No. 6 did not mention clearly the continuous operating period of the
Ammonia Absorption Tower. Clarification was requested and the bidder
submitted a guarantee for a continuous period of 1714 months which
satisfied the specified period of a minimum of 12 months. See Appendix 8
Substantial Responsiveness to the Major Technical Requirements of the
bidding documents and Appendix 9 Salient Features of Bids (Technical
Requirements).
3.5
Clarifications
Throughout the evaluation, bidders were requested to provide clarifications
in order to establish that the equipment and services to be supplied were in
accordance with the provisions of the bidding documents. Clarifications which
may have led to a change in the substance of a bid were not requested. The
requests for clarifications and the replies from the bidders were in writing. All
correspondence was properly recorded and filed together with the respective
original bid.
4.Detailed
Evaluation
of Bids
4.1
Selection of Bids for Detailed Evaluation
As discussed in Section 3 above, all bids, except the bid of Bidder No.2, have
been determined as substantially responsive to the bidding documents. Their
ranking in order of price is summarized as follows:
Bidder No
Name of Bidder
Corrected Bid Price (LC)
Ranking
Variation
3
Bidder No. 3
12,337,197.0
(1)
-
1
Bidder No. 1
12,689,200.0
(2)
2.85%
5
Bidder No. 5
13,200,000.0
(3)
6.99%
6
Bidder No. 6
13,704,803.0
(4)
11.08%
4
Bidder No. 4
15,656,234.0
(5)
26.90%
As the variation in price between the first four bidders is only 11.08% and there is
a large variation between the fourth and fifth bidder, it was decided to evaluate
only the four lowest bids. It was considered unlikely that the bid of Bidder No.
4 would become the lowest evaluated substantially responsive bidder due to
the price difference and, as the highest Category III bidder, had no advantage
65
66
GUIDE ON BID EVALUATION
in the application of domestic preference. The bid of Bidder No. 4 would only
be evaluated if the adjustments made to the four lowest bids resulted in their
evaluated prices being higher than the price of Bidder No. 4.
4.2
Arithmetic Correction
Each bid was checked for arithmetic errors in accordance with the provisions
of the bidding documents. Corrections were necessary only in the bid of Bidder
No.6. The total bid price was increased by S$21,5888.00. See Appendix
10 Summary of Bid Prices (Arithmetic Corrections and Corrected Bid
Prices). The arithmetic check of Bidder No.2 was not carried out as the bid
was disqualified because of reasons discussed in the following paragraph 3.4.1.
4.3
Price Adjustments for Commercial Terms and Conditions
All four bidders selected for detailed evaluation accepted the commercial
terms and conditions of the bidding documents. Thus, no price adjustments
were required in this respect.
4.4
Price Adjustments for Technical Requirements
The scope of supply, Technical information and Technical data submitted by
the bidders were scrutinized in detail and a comparison was carried out with the
Technical requirements of the bidding documents. All four bidders submitted
substantially completed information and generally satisfied the Technical
requirements of the bidding documents. The Table of Salient Features of Bids
to the Technical Requirements was prepared and presented as Appendix 9.
The findings of the scrutiny are briefly explained below.
(a)
Bidder No. 1.
The bidder did not clearly indicate in its bid that allowance had been
made for the Technical services to be provided for design and Technical
documentation of the plant, and clarification was requested from the
bidder. The bidder explained at the clarification meeting that the
cost of detailed design and preparation of Technical documents was
included in the bid price. The explanation at the clarification meeting
was confirmed in writing.
It was considered that the bidder’s clarification that the cost of the
design and Technical documentation was included in the price is
acceptable for the following reasons.
• although the bidding documents required that the bidder shall
include the cost of design and Technical documentation in the bid,
the price schedule did not include a separate bid item; and
• all other bidders also stated that the cost for this Technical service
was included in the bid price of equipment.
SUPPLY CONTRACT
It was, therefore, concluded that this should not be considered as a
missing item and no price adjustment was made.
(b)
Bidder No. 3.
The bidder stated clearly in the bid that the costs of design and
Technical documentation were included in the unit bid prices of the
respective equipment. However, the costs for (i) the specified spare
parts, (ii) the special tools, and (iii) Technical services for installation
etc., were not included in the bid price but the bidder had submitted
detailed lists and detailed costing of these items with its bid.
(i)
Spare Parts as specified in the bidding documents.
The bidder submitted the list of spare parts with itemized
rates together with its bid. The cost of spare parts quoted was
$25,650.00 (LC42,322.50 equivalent) and this amount was
added to the bid price for comparison.
(ii)
Special Tools
The bidder submitted a detailed list of special tools that were
considered necessary for the operations & maintenance of
the plant. The itemized unit rates were also provided and it
was stated in the covering letter that increase, decrease or
deletion to the recommended list should be made according
to the Purchaser’s requirements. The list was reviewed and it
was concluded that the proposed special tools will be required
for proper operations & maintenance of the plant. The
bidder’s quoted price for the special tools was $59,550.00
(LC15,758.50 equivalent); this amount was added to the bid
price for comparison.
(iii)Technical Services for Installation, Testing, and Commissioning
and Training
As discussed above, the bidder submitted a separate proposal
for these Technical services. The information provided by the
bidder was quite adequate for evaluation. It was considered
that the level of proposed Technical services to be provided
was in line with the requirements specified in the bidding
documents. The experience and Technical background of
the proposed personnel were acceptable. Therefore, the
quoted price of $56,490.00 (LC93,208.50) was considered
reasonable and the amount was added to the bid price.
67
68
GUIDE ON BID EVALUATION
(c)
Bidder No. 6
The bidder did not indicate nor provide the list of special tools required
for the offered plant. During the bid clarification meeting, the bidder
admitted its failure to submit the list of special tools. The bidder
confirmed this matter in writing and later submitted a list of special
tools. The bidder also stated in the letter that although the list was not
included in the bid documents, the review of their records showed that
the approximate cost for the special tools was already included in the
bid price of equipment and the special tools will be supplied without
increasing the bid price.
The failure of the bidder to submit a list of special tools with the bid
was considered as an omission. Therefore, the cost of LC18,500.00
estimated by the consultant was added to the bid price for bid
comparison only.
5.
Determination
of the Lowest
Evaluated Bid
5.1
Lowest Evaluated Bid
The arithmetically corrected bid prices and adjusted prices for compliance with
the Technical requirements as discussed in paragraph 4.3 above were shown in
Appendix 11 Bid Prices Comparison with Price Adjustments. As the comparison
shows, the lowest evaluated substantially responsive bid is that submitted by Bidder
No. 3, in the contract amount as shown below:
(i)
Supply of Main Equipment and Materials
$ 7,477,089.00
(ii)
Spare Parts as Specified
$
25,650.00
(iii) Special Tools
$
9,550.00
(iv) Technical Services for Installation etc
$
56.490.00
5.2
Total
$ 7,568,779.00
(or LC 12,488,48500 equivalent)
Domestic Preference Scheme
Bidder No.1 was classified as a Group B bidder as some of the goods to be
provided under the contract were domestic goods but the total domestic value
added to the total schedule of goods did not equal al least 30%. Bidders Nos.
3, 5, and 6 offered totally imported goods and were, therefore, classified as
Category Ill bidders.
The domestic preference scheme is applied as follows:
(i)if the lowest evaluated bid is from Group A or Group B, it will be selected
for award of contract; and
(ii)if the lowest evaluated bid is from Group C, it will be further compared
with the lowest evaluated bid from Group A by adding 15% of the CIF or
SUPPLY CONTRACT
CIP bid price of such goods If the lowest evaluated bid from Group A is
then determined to be the lower, it will be selected for award of contract;
if not, the lowest evaluated bid front Group C will be selected for award.
As none of the bidders were classified as Group A, the domestic preference
scheme allows the award of contract to be made to the lowest evaluated bidder
from either Group B or Group C.
5.3
Reasonableness of the Lowest Evaluated Bid Price
The estimate of the contract price prepared by the consultant as part of
the improvement program, based on the prices prevailing in 20xx, was
LC12,136,000.00 including Technical services and spare parts for operations
& maintenance for 2 years. The lowest evaluated bid exceeds that estimate by
less than 3%, a difference roughly equivalent to the price increase in titanium
in the world market. Also, considering the stringent requirements of functional
guarantees of the plant specified in the bidding documents, it was considered
that the price quoted by the Bidder No.3, the lowest evaluated bid, was
reasonable.
6.Conclusions and
Recommendations
Based on the detailed evaluation and findings presented in this report, it was
concluded that Bidder No.3, had submitted the lowest evaluated substantially
responsive bid and the Contract should be awarded at the bid price of
$7,568,779.00, equivalent at the rate of exchange used for the comparison
of bids to LC12,488,485.00. It is recommended that the Asian Development
Bank approve the award and notify us of its approval in time to issue the Notice
of Award to the successful bidder before expiration of the bid validity on 20
May 20xx.
69
70
Appendix 1
Page 1 of 3
Record of Bid Opening
Loan No. xxxxxxx
Project Title : xxxxxx
Bid No. 05/06
Bid Title
: Supply of Ammonia Distillation and Absorption Unit
1.
The following bids were received by the closing deadline fixed on 21 January 2007 at 10:30 a.m. and were
publicly opened and read at 11 a.m. on the same date.
Bid Price
1
Bid Name of Bidder
No.
Nationality
Bid Security
Amount
Foreign Currency
Local Currency
(LC)
Discounts
Offered
Signature
1
Bidder No. 1
LC 295,000.00
(2.32%)
$6,152,339.00
2,537,840.00
-
Signed
2
Bidder No.2
LC195,000.00
(1.29%)
$7,785,297.00
2,266,860.00
-
Signed
3
Bidder No. 3
US $175,000.00
(2.34%)
$7,477,089.001
-
-
Signed
4
Bidder No. 4
Y21,500.000.00
(2.16%)
Y997,212,350.00
-
-
Signed
5
Bidder No. 5
Y 18,200,000.00
(2.16%)
Y840,764,330.00
-
-
Signed
6
Bidder No.6
S$255,000M
(2.12%)
S$12,000,257.00
-
-
Signed
he bidders submitted the costs for (i) the specified spare parts, (ii) the special tools and (iii) Technical services for
T
installation, testing and commissioning and training, separately as follows:
(i) specified spare parts
(ii) special tools
(iii) Technical services for installation
$25,650.00
$ 9,550.00
$56,490.00
SUPPLY CONTRACT
Page 2 of 3
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.
Serial No.
1.
Name
Designation
Bidding Company
Represented
Mr. xxxxxx
Manager
Bidder No. 4
Domestic Branch
2.
Mr. xxxxxx
Deputy Director
Bidder No. 1
International Marketing
3.
Mr. xxxxxx
Local Representative
Bidder No. 5
4.
Mr. xxxxxx
Chief Mechanical Engineer
Bidder No. 2
5.
Mr. xxxxxx
Deputy Director
Bidder No. 3
South East Asia Region
6.
Mr. xxxxxx
Assistant Director
Bidder No. 6
Export Division
3.
Matters transpiring during the opening of bids.
The representative of Bidder No. 3, requested the Bid Opening Committee (i) to announce that there was no
discount offered by any bidder and (ii) to confirm the amount of bid security and the bid price of Bidder No. 2
because the bid security amount seemed to be less than 2% of the bid price as specified in the bidding documents.
The chairman of the Committee confirmed that (i) there was no discount offered by any bidder and (ii) the
announced amount of the bid security and the bid price of Bidder No. 2 were correct.
4.
Reading and signing of documents ended at 12 p.m.
Signed
Member
Manager, Operations
Signed
Chairman
General Manager
Signed
Member
Director, Planning Dept.
71
72
Appendix 1
Page 3 of 3
Attendance Sheet at Opening of Bids
Loan No. xxxxx
Project Title : xxxxxx
Bid No. 05/06
Bid Title
: Supply of Ammonia Distillation and Absorption Unit
Place : Meeting Room
Second Floor,
Administration Building,
xxxxxx
Date
: 21 January 2007
Time 11 a.m.
The following bidders’ representatives attended the public opening of bids.
Representative
Sr. No.
Bidders
Name
Designation
Signature
1.
Bidder No.4
Mr. xxxxxx
Manager, Domestic Branch
Signed
2.
Bidder No.1
Mr. xxxxxx
Deputy Director
Signed
3.
Ridder No 5
Mr. xxxxxx
Local Representative
Signed
4.
Bidder No.2
Mr. xxxxxx
Chief Mechanical Engineer
Signed
5.
Bidder No.3
Mr .xxxxxx
Deputy Director South East Asia Region
Signed
6.
Bidder No. 6
Mr. xxxxxx
Asst. Director
Signed
73
Appendix 2
Basic Data Sheet
1
Project Title
xxxxxx
2
Loan Number
xxxxxxx
3
Bid TitleSupply of Ammonia Distillation and Absorption Unit,
xxxxxx
4
Bid Number
05/06
5
Estimated Value
Local Currency 12,136,000.00
6
Date Invitation for Bids issued
19 November 2006
Method of Procurement
Bidding Procedure
International Competitive Bidding
Single-Stage: One-Envelope
8
Bid Closing Date and Time
10:30 a.m. on 21 January 2007
9
Bid Opening Date and Time
11 a.m. on 21 January 2007
10
Number of Bids Received
Six (6) Bids
11
Bid Validity Expires
20 May 2007
12
Bid Security Amount
Not less than 2% of the Bid Price
13
Bid Security Validity Expires on
17 June 2007
Date for Determining Applicable
Exchange Rates
21 January 2007 (Date of Bid
Opening)
7
14
15 Exchange Rates for Evaluation
US Dollar I = LC 1.65
Japanese Yen 100 = LC 1.57
Singapore Dollar 1 = LC 1.14
Source: The Selling exchange rates of the National Bank of xxxxxx.
74
Appendix 3
Examination of Bids
Bidder No.
Item
Description
1
2
3
4
5
6
Bid Documents
1
1.1
One Original and Two Copies
Y
Y
Y
Y
Y
Y
1.2
Form of Bid
Y
Y
Y
Y
Y
Y
1.3
Price Schedules
Y
Y
Y
Y
Y
Y
1.4
Bid Validity and Bid Security
Y
Y
Y
Y
Y
Y
1.5
Schedules of Particular Information
(1) Contract Execution Schedule
Y
P
Y
P
Y
Y
(2) Financial Data
Y
P
Y
Y
Y
Y
(3) Technical Data
Y
Y
y
P
Y
Y
Y
Y
Y
Y
Y
Y
Submitted with Bid
P
P
Y
P
Y
Y
Joint Venture Agreement or Formal Intent to
Enter into an Agreement
NA
Y
NA
NA
NA
NA
Propriety of Signature and Completeness
Y
Y
Y
Y
Y
Y
2.1
Power of Attorney
Y
Y
Y
Y
Y
Y
2.2
Bid Form and Price Schedules,
properly signed or not
Y
Y
Y
Y
Y
Y
Completeness of Bids
Y
Y
Y
Y
Y
Y
(4) Manufacturer’s Organization
(5) References from Previous Employers
1.6
1.7
2
2.3
Drawings and Documents to be
Y = YES
P = PARTIAL
N =
NA =
NO
NOT APPLICABLE
Provide details if “P,” “N,” or “NA”
Conflict of Interest
Declared Ineligible by ADB
Government-owned enterprise in
Purchaser’s country to be legally
and financially autonomous,operate
under commercial law, and not
dependent agency of the Purchaser.
Not having been declared ineligible
based on a United Nations
resolution.
4
5
6
Proposed subcontractors or
Suppliers must be nationals of an
eligible ADB member
country.
Bidder must be a national of
an eligible ADB member country.
If Joint Venture, all partners must be
jointly and severally liable.
Single Entity or Joint Venture
Requirements
3
2
1
No.
Appendix 4
Section 1,
Clause 4.7
Section 1,
Clause 4.5
Section 1,
Clause 4.4
Section 1,
Clause 4.3
Section 1,
Clause 4.2
Section 1,
Clause 4.1
Bidding
Documents
Reference
Not declared
ineligible
Not a govt.
owned
enterprise
No
None
X
(all from
eligible
ADB member
countries)
X (Country
Name)
Single Entity
Bidder
No. 1
Not declared
ineligible
Not a govt.
owned
enterprise
No
None
XXX
(all from
eligible
ADB member
countries)
XX and XXX
Joint Venture
Partners are
jointly and
severally
liable.
Bidder
No. 2
Not declared
ineligible
Not a govt.
owned
enterprise
No
None
XX
(all from
eligible
ADB member
countries)
XX
Single Entity
Bidder
No. 3
Not declared
ineligible
Not a govt.
owned
enterprise
No
None
XX
(all from
eligible
ADB member
countries)
XX
Single Entity
Bidder
No. 4
Details on Eligibility of Bidders
Not declared
ineligible
Not a govt.
owned
enterprise
No
None
XX
(all from
eligible
ADB member
countries)
XXXX
Single Entity
Bidder
No. 5
Not declared
ineligible
Not a govt.
owned
enterprise.
No
None
XX
(all from
eligible
ADB member
countries)
XXX and XX
Joint Venture
Partners are
jointly and
severally
liable.
Bidder
No. 6
75
No Pending
Litigation
No Pending
Litigation
No Pending
Litigation
Pending Litigation
is equivalent to 10%
of Net Worth
Pending Litigation
is equivalent to 15%
of Net Worth
No Pending
Litigation
2
3
4
5
6
Pass
Pass
Pass
Pass
Pass
Pass
Must not represent more
than 50% of
Bidder’s Net Worth
Pending
Litigation:
1
Bidder
No.
Appendix 5
$3.0
million
$3.5
million
$4.0
million
$3.0
million
$2.2
million
$2.3
million
$2.0
million
Turnover
Pass
Pass
Pass
Pass
Pass
Pass
+3.2
million
+7.5
million
+8.8
million
+2.9
million
+3.8
million
+5.0
million
Must be
Positive for
the Last 3
Years
Net
Worth
Pass
Pass
Pass
Pass
Pass
Pass
$4.0 million
$5.0 million
$6.0 million
$4.5 million
$3.5 million
$4.0 million
$3.0 million
Cash Flow
Capacity
Qualification Criteria
Pass
Pass
Pass
Pass
Pass
Pass
300 units/
month
350 units/
month
355 units/
month
350 units/
month
250 units/
month
300 units/
month
200 units/
month
Production
Capacity
Pass
Pass
Pass
Pass
Pass
Pass
Evaluation of Bidders’ Qualifications
4 Years
4 Years
5 Years
5 Years
3 Years
4 Years
Pass
Pass
Pass
Pass
Pass
Pass
Goods offered
been in
Production for at
least 3 Years
Technical
Experience
Qualified
Qualified
Qualified
Qualified
Qualified
Qualified
Remarks
76
77
Appendix 6
Substantial Responsiveness of Bids
(Commercial Terms)
Serial
No.
1.
Requirements
Power of Attorney
Bidder No.
Bidding Doc.
Reference
1
2
3
4
5
6
Section 1 Clause 22
C
C
C
C
C
C
Section 2, ITB. 22.1
2.
Signature on Bid Form and Price
Schedule
“
C
C
C
C
C
C
3
Joint Venture Agreement or
Letter of Intent to Enter into an
Agreement
Section 1, GC 4.1
NA
C
NA
NA
NA
NA
4.
Eligibility
(a) Bidder
Section 1, Clause 44
C
C
C
C
C
C
(b) Goods and Services
Section 1, Clause 5
C
C
C
C
C
C
5.
Bid Validity 120 days
Section 1, Clause 20
C
NC1
C
C
C
C
6.
Bid Security
Section 1, Clause 21
(a) Amount
Section 2, ITB 21.1
C
NC2
C
C
C
C
(b) Validity
C
NC
C
C
C
C
(c) Format and Terms
C
C
C
C
C
C
C
C
C
C
C
C
Section 8, Clause 16.1
C
C
C
C
C
C
Section 6
C
C
C
C
C
C
R
NR
R
R
R
R
Section 2, ITB 20.1
7.
Fixed Price
Section 1, Clause 14
3
Section 2, ITB 14.7
8.
Terms of Payment
9.
Functional Guarantees
CONCLUSION
C = Complied
R = Responsive
1
2
3
4
NC = Not Complied
NR = Not Responsive
NA = Applicable
Bid Validity Period is 60 days instead of the 120 days specified in bidding documents.
Bid Security Amount is only 1.29% instead of the minimum 2% specified.
Bid Security Validity is for 90 days instead of the 150 days specified.
See details in Attachment 1 to this Appendix.
78
Appendix 7
Salient Features of Bids
(Commercial Terms)
Serial
No.
Bidder No.
Bidding Document
Reference
1
3
5
6
Section 1, Clause 22
C
C
C
C
C
C
C
C
C
C
C
C
(b) Manufacturer
C
C
C
C
(c) Goods and Services
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C*1
C
C
(c) 45% Upon Shipment
C
C
C
C
(d) 25%Upon Arrival at Project Site
C
C
C
C
(e) 10% Upon Completion of Installation
C
C
C
C
(f)10% Upon Completion of Warranty
Period
C
C
C
C
7
Liquidated Damage, and Performance
Security
C
C
C
C
8
Fixed Price
C
C
C
C
C
C
C
C
ND
ND
ND
ND
1
Requirements
Power of Attorney
Section 2, ITB 22.1
2
Signature of Documents
3
Eligibility
Section 1.
(a) Bidder
Clauses 4, 5
4
Bid Validity (120 days)
Section 1, Clause 22
Section 1, Clause 20
Section 2, ITB 20.1
5
Bid Security
Section 1, Clause 21
(a) Amount and Validity
Section 2, ITB 21.1
(b) Format and Terms
6
Terms of Payment
Section 8, Clause 16.1
(a) Irrevocable 1.c
(b) 10% Advance
Section 1, Clause 14
Section 2, ITB 14.7
9
Functional Guarantees
FINDINGS
C
= Complied
ND = No Deviation
*1
NC =
Section 6
Not Complied
Requested “Confirmed Irrevocable L/C” and the cost for confirmation„ will be borne by the bidder.
79
Appendix 8
Substantial Responsiveness of Bids
(Major Technical Requirements)
Requirements of Bidding Documents
Serial
No.
1
Work Item and Requirements
Ammonia Distillation Column
Ref: Section
2
6
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
NC1
Min. 700 t Soda Ash/d Set
(ii) Continuous Operating Time
Min. 12 months
3
Prelimer (incl. First Stage Flash Evaporator)
Drawing 96J4- l
R
R
R
R
R
4
Tail Ammonia Scrubber
Drawing 46J5 1
R
R
R
R
R
5
Refined Salting Liquor Exchanger
(titanium plate)
Section 4, Part 1
R
R
R
R
R
6
Hot Ammoniated Brine Exchanger
(titanium plate)
Section 4, Part 1
R
R
R
R
R
7
Ammoniated Brine Exchanger
(titanium plate)
Section 4, Part 1
R
R
R
R
R
8
Ammoniated Brine Tank
Drawing 96J7
R
R
R
R
R
9
Waste liquor Carbonating Tower Plant
Capacity Min. 300 m’/h. Set
Section 4, Part 1
R
R
R
R
R
10
Lime biln Gas Wash Tower dusting efficiency:
9.2%
Drawing 96J2
R
R
R
R
R
11
Flash Evaporator
Drawing 96J9
R
R
R
R
R
12
Carbonated Liquor Settling Tank
Drawing 96J10
R
R
R
R
R
R = Responsive
NC = Not Complied
FINDINGS: All five bids are substantially responsive.
1
5
Section 4, Part 1
(i) Production Capacity
4
Min. 4 months
Ammonia, Absorption Tower
3
Min. 700 t Soda Ash/d. Set
(ii) Continuous Operating Period
1
Section 4, Part 1
(i) Production Capacity
Bidder No.
Continuous Operation Time is not mentioned clearly.
80
Appendix 9
Salient Features of Bids
(Technical Requirements)
Sr.
No.
1
Specified Terms and
Conditions
Scope of Supply
2
Materials and Equipment
2.1
Ammonia Distillation
Column
(a)Production Capacity:
700-800t soda
ash/day per set
(b)Steam Consumption
1.4per t of soda ash
(steam pressure 0.2
MPA)
(c)Continuous
Operating Period Min.
4 months.
(d)Construction
Materials
2.2
Ammonia Absorption To,
(a) Production Capacity:
700-800t soda ash/
d set
(b)Absorption Efficiency
at 99%
Bidding
Document
Bidder
Reference
No.1
Price
C
Schedules The Technical
and Section service, for
4
design and
installation
were
not clearly
mentioned
Bidder
No. 3
C
Cost of spare
parts,
special tools,
and
Technical
services
were shown
separately
Bidder
No. 5
C
Bidder
No.6
C
Cost of
special
tools was
not
mentioned
700-800t
700-800t
700-800t
700-800t
<l.4t
<1.4t
<1.4t
<1.4t
4-5 months
4-5.5 months
4-6 months 4-5 months
No deviation
No deviation
No deviation
No
deviation
700-800t
700-800t
700-800T
700-800t
at 99%
at 99%
at 99%
Clarification
will be
required.
Section 4,
Part 1
continued on next page
SUPPLY CONTRACT
Table continued
Sr.
No.
2.3
2.4
2.5
Bidding
Document
Specified Terms and Conditions Reference
(c) Outlet Ammoniated Brine
Composition
TNH3 : 100-104 tt
TCI 88.5-90.5tt
(d) Temperature: 65↓ - 70↓C
(e)Continuous Operating
Period.
Min 12 months.
(f) Continuous Materials
Prelimer (including First Stage
Flash
Evaporator)
Tail Ammonia Scrubber
Bidder
No.6
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
12-14
12-13 months.
12-13
12-14
months.
months.
months.
As specified As specified As specified As specified
No
No
No
No
deviation
deviation
deviation
deviation
No
deviation
No
deviation
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
Complied
No
deviation
No deviation
No
deviation
No
deviation
(i) Capacity: 300-350 m3/h set
300-350m3
300-350m3
300- 350m3
300-350m3
(ii) Waste Liquor: PH 8.5-9.0
Complied
Complied
Complied
Complied
(iii) Outlet Tail CO2 : 8-10%
Complied
Complied
Complied
Complied
(iv) Construction Materials
No deviation
No deviation
No deviation No deviation
Limebiln Gas Wash Tower
-
-
-
-
(i) Deducting Efficiency: Min 92%
93%
92%
92%
93%
Max.250 mg/
m3
No deviation
Max. 250 mg/
m3
No deviation
2.9
Waste Liquor Carbonating Tower
2.10
Bidder
No. 5
No deviation
2.8
2.7
Bidder
No. 3
No
deviation
Refined Salting Liquor Exchanger
(i) Design Pressure : 0.5 MPa
(ii)Heat Exchanging Area : 120
m2/set
Hot Ammoniated Brine
Exchanger
(i) Design Pressure : 0.5 MPa
(ii)Heat ExchangingArea:120
m2/set
Ammoniated Brine Exchanger
(i) Design Pressure : 0.5 MPa
(ii)Heat Exchanging Area :
120m2/set
Ammoniated Brine Exchanger
2.6
Bidder
No.1
(ii) Outlet Gas Dust Content:
Max 250 mg/m3
Max. 250
Max. 250
mg/m3
mg/m3
No deviation No deviation
(iii) Construction Materials
2.11
Flash Evaporator
Complied
Complied
Complied
Complied
2.12
Carbonated Settling Tank
No deviation
No deviation
No deviation No deviation
continued on next page
81
82
GUIDE ON BID EVALUATION
Sr.
No.
Bidding
Document
Specified Terms and Conditions Reference
Bidder
No.1
Bidder
No. 3
Bidder
No. 5
Bidder
No.6
3
Special Tools
Section 6
Complied
Complied
Not clearly
mentioned
4
Technical Services
Section 6
Not clearly
mentioned
Complied
List and Price
shown
separately
Complied
Complied
Complied
Responsive.
Responsive.
Responsive.
Price
The Costs of
Adjustment (i) Spare Parts
for Technical (ii) S
pecial
Services will
Tools,
be required (iii) T
echnical
Services,
shown
separately
should be
to the bid
price.
Some minor
clarification
will be
required;
no price
adjustment
is needed.
Price
Adjustment
for Special
Tools should
be made.
FINDINGS
Responsive.
83
Appendix 10
Summary of Bid Prices
(Arithmetic Corrections
and Corrected Bid Prices)
Bid Price at
Opening
Arithmetic
Correction
Total
Corrected
Bid Price
In US
Bidder Foreign
Local
Foreign
Local
Foreign
Local
Foreign
Local
Dollar
No.
Currency Currency Currency Currency Currency Currency Currency Currency Equivalent¹ Ranking
(1)
(1)
(2)
(2)
(3)
(3)
(4) = 1 ± (4) = 1 ±
2-3
2-3
1
2
3
4
5
6
¹ Based on the Selling Exchange Rate: …………………………………..
Discounts
Corrected Bid Price
84
Appendix 11
Comparison of Bid Prices with Price Adjustments
(Bid Price in Local Currency)
Serial.
No.
Particulars
1
Material and Equipment
1.1
Ammonia Distillation Column
1.2
Absorption Tower
1.3
Prelimer
1.4
Tail Ammonia Scrubber
1.5
Refined Salting Liquor Exchanger
1.6
Hot Ammoniated Brine Exchanger
1.7
Ammoniated Brine Exchanger
1.8
Ammoniated Brine Tank
1.9
Waste Liquor Carbonating Tower
1.10
Limebiln Gas Wash Tower
1.11
Flash Evaporator
1.12
Carbonated Liquor Settling Tank.
Total Corrected Bid Price
2
3
Amount to be Adjusted
(a) Commercial
(b) Technical
(i) Spare Parts as Specified
(ii) Special Tools
(iii) Technical Services for
Installation, Commissioning
and Training
Total Evaluated Bid Price
Bidder No. 3
Bidder No. 1
6,183.150.0
4,206,228.0
770.856.0
66,880.0
170,160.0
110,160.0
170,160.0
90,160.0
236,024.0
16,050.0
68,156.0
189,213.0
12,337,197.0
4,550,000.0
4,596,012.0
4,576,732.0
5,922,000.0
6,587,940.0
6,547,260.0
677,400.0
574,968.0
829,560.0
54,400.0
76,664.0
67,823.0
253,600.0
273,776.0
293,336.0
253,6000
273.776.0
293,336.0
253,600.0
273,776.0
293,336.0
144,400.0
153,328.0
128, 872.0
223,200.0
291,320.0
276,468.0
27,200.0
20,444.0
13,480.0
73,600.0
71,552.0
73,040.0
256,200.0
6,444.0
311,660.0
12,689,200.0 13,200,000.0 13,704,903.0
−
−
42,322.0
15,758.0
93,208.0
−
−
−
−
−
84,900.0
Bidder No. 5
−
−
−
−
−
−-
Bidder No. 6
−
−
−
18,500.0
−
−
12,488,485.0 12,774,100.0 13,200,000.0 13,723,403.0
85
Appendix 12
Required Minor Changes1
Bidder
Requirement in the Bidding
Document
1
3
5
6
1
To be finalized at contract negotiations with the successful bidder.
Bidder’s Proposal
Changes Required
86
Example 2: Civil Works Contract
Single-Stage: One-Envelope Bidding Procedure
In order to maintain the confidentiality of the procurement proceedings, references to the name of the borrower,
the borrower’s country and currency, the executing agency, the name and address of the executing agency and
the project site, the names of the bidders and bidders’ representatives, the number and title of the ADB loan have
been deleted.
The borrower, the borrower’s country, the executing agency, the name and address of the executing agency and the
project site, the names of bidders’ representatives, and the number and title of the ADB loan have been replaced
with combinations of the letter “x’, the name of the borrower’s currency has been referred to as “Local Currency
(LC),” and the bidders have been identified by number and referred to as “Bidder No. 1,” “Bidder No. 2,” etc.
[The Appendixes in this example may not have adopted those provisions recommended in the main text of
this Guide, as they were based on those of the Guide version available at the time the evaluation reports were
prepared.]
CIVIL WORKS
BID DATA
CONTRACT
SHEET
Letterhead of the Executing Agency
Our Reference; xxxx/xxxx/xxx (06)
9 October 2006
Director
Energy Division, Regional Department
6 ADB Avenue,
Mandaluyong City 1550, Philippines
Subject : Loan No. xxxxxxx: xxxxxx
LOT 1 Civil Works
Bid No. 20/xxx/06 (ICB)
Dear Sir,
In compliance with the requirements of the Loan Agreement, we are submitting herewith three copies (3 ) of the
Bid Evaluation Report for Lot I Civil Works, Bid No. 20/xxx006 (ICB) for ADB’s review and approval.
We would like to mention that the award of the Contract as recommended in the Report has been approved by the
President of the xxxxxx on 5 October 20xx. As you will note, the validity of the bids expires on 28 November 20xx.
We would, therefore, appreciate receiving your approval of the recommendations made in the Report in time to
advise the successful bidder before the expiration of the bids.
Sincerely yours,
Signed
Project Director
Attachment: Three copies of Report
87
88
GUIDE ON BID EVALUATION
XXXXXX
BID EVALUATION REPORT
FOR
LOT 1 CIVIL WORKS
BID No. 20/XXX/xx (ICB)
ADB LOAN No. XXXXXXX
30 SEPTEMBER 20xx
CIVIL WORKS
BID DATA
CONTRACT
SHEET
Contents
(Civil Works Contract)
1. Introduction���������������������������������������������������������������������������������������������������������������������������������������������������91
1.1
General......................................................................................................................................................................................... 91
1.2
Submission of Bids�������������������������������������������������������������������������������������������������������������������������������������������������������������������91
1.3
Bid Opening��������������������������������������������������������������������������������������������������������������������������������������������������������������������������������91
1.4
Basic Data and Exchange Rates������������������������������������������������������������������������������������������������������������������������������������������91
1.5
Bid Evaluation Committee����������������������������������������������������������������������������������������������������������������������������������������������������91
2. Examination of Bids������������������������������������������������������������������������������������������������������������������������������������� 92
2.1
Bid Documents��������������������������������������������������������������������������������������������������������������������������������������������������������������������������92
2.2
Submission of Bid Validity and Bid Security�������������������������������������������������������������������������������������������������������������������92
2.3
Propriety of Signature and Power of Attorney���������������������������������������������������������������������������������������������������������������92
3. Determination of Substantial Responsiveness of Bids����������������������������������������������������������������������������93
3.1
Eligibility of Bidders and Goods�������������������������������������������������������������������������������������������������������������������������������������������93
3.2
Bidders’ Qualifications������������������������������������������������������������������������������������������������������������������������������������������������������������93
3.3
Compliance with Commercial Terms and Conditions������������������������������������������������������������������������������������������������93
3.4
3.5
3.3.1
Bid Security����������������������������������������������������������������������������������������������������������������������������������������������������������������93
3.3.2
Time for Completion����������������������������������������������������������������������������������������������������������������������������������������������94
3.3.3
Terms of Payment����������������������������������������������������������������������������������������������������������������������������������������������������94
Compliance with Technical Requirements���������������������������������������������������������������������������������������������������������������������94
3.4.1
Technical Deviations����������������������������������������������������������������������������������������������������������������������������������������������94
3.4.2
Construction Schedule and Sequence of Construction Activities�������������������������������������������������������95
3.4.3
Construction Methods������������������������������������������������������������������������������������������������������������������������������������������96
3.4.4
Construction Equipment��������������������������������������������������������������������������������������������������������������������������������������96
3.4.5
Site Organization and Key Field Personnel����������������������������������������������������������������������������������������������������97
3.4.6
Subcontracting���������������������������������������������������������������������������������������������������������������������������������������������������������97
3.4.7
Labor, Materials, and Cash Flow�����������������������������������������������������������������������������������������������������������������������97
3.4.8
Construction Facilities�������������������������������������������������������������������������������������������������������������������������������������������97
Clarifications�������������������������������������������������������������������������������������������������������������������������������������������������������������������������������98
89
90
GUIDE ON BID EVALUATION
4. Detailed Evaluation of Price Bids����������������������������������������������������������������������������������������������������������������98
4.1
Selection of Bids for Detailed Evaluation������������������������������������������������������������������������������������������������������������������������98
4.2
Arithmetic Check and Corrections������������������������������������������������������������������������������������������������������������������������������������99
4.3
Adjustments for Commercial Terms and Conditions................................................................................................. 99
4.4
Adjustments for Technical Requirements����������������������������������������������������������������������������������������������������������������������99
4.5
Analysis of Prices������������������������������������������������������������������������������������������������������������������������������������������������������������������� 100
5. Determination of Lowest Evaluated Bid��������������������������������������������������������������������������������������������������100
5.1
Lowest Evaluated Bid����������������������������������������������������������������������������������������������������������������������������������������������������������� 100
5.2
Examination of Unbalanced Prices for Lowest Evaluated Bid������������������������������������������������������������������������������ 100
5.3
Reasonableness of Lowest Evaluated Bid Price��������������������������������������������������������������������������������������������������������� 101
6. Conclusions and Recommendations��������������������������������������������������������������������������������������������������������101
Appendixes
1
Record of Bid Opening...........................................................................................................................................................102
2
Basic Data Sheet���������������������������������������������������������������������������������������������������������������������������������������������������������������������� 105
3
Examination of Bids���������������������������������������������������������������������������������������������������������������������������������������������������������������� 106
4
Time for Completion of Major Work Items and Assessment of Construction Methods����������������������������� 107
5
Substantial Responsiveness of Bids (Commercial)���������������������������������������������������������������������������������������������������� 108
6
Comparison of Construction Equipment����������������������������������������������������������������������������������������������������������������������� 111
7
Subcontracting������������������������������������������������������������������������������������������������������������������������������������������������������������������������� 113
8
Payment Schedule (Bidder No. 6)������������������������������������������������������������������������������������������������������������������������������������ 114
9
Construction Facilities (Bidder No. 6)���������������������������������������������������������������������������������������������������������������������������� 115
10 Summary of Bid Prices (Arithmetic Corrections and Corrected Bid Prices)���������������������������������������������������� 116
11 Prices for Sections of the Work and as Percentages of the Total Bid Prices (in LC) ������������������������������������ 117
12 Bid Price Comparison with Price Adjustments (Engineer’s Estimate vs Proposal of Bidder No.6)..........118
CIVIL WORKS
BID DATA
CONTRACT
SHEET
1.
Introduction
1.1
General
The prequalification of contractors for this Project was carried out in accordance
with the Asian Development Bank (ADB) procedures in October xxxx.Twenty
contractors and joint ventures were prequalified with approval of ADB. The
invitation for Bids was issued to all prequalified contractors/ joint ventures on
30 April 20xx. The site visit and pre-bid meeting were held on 2 and 3 June
20xx at xxxxxx and the Project site. Fifteen contractors, out of the twenty
prequalified contractors, purchased the bidding documents and attended the
pre-bid meeting. The minutes of the pre-bid meeting were prepared and sent
to all the contractors who purchased the bidding documents. No addendum to
the bidding documents was necessary as the result of pre-bid meeting.
1.2
Submission of Bids
The date and time for the submission of bids were not extended and the
reception of bids by xxxxxx was closed at 10 a.m. local time on 1 August 20xx
as scheduled in the Invitation for Bids. Out of fifteen prequalified contractors
who purchased the bidding documents, nine contractors submitted bids.
1.3
Bid Opening
Bids were opened as specified in the bidding documents at 10.30 am on 1
August 20xx at the meeting room, fourth floor of xxxxxx head office by the Bid
Opening Committee in the presence of representatives of bidders. The bidders’
names, the amount of bid prices, the presence or absence of bid security and
its amount were announced and recorded. The Record of Bid Opening was
prepared soon after the bids were announced and a copy of the Record of Bid
Opening was forwarded to ADB under cover of xxxxxx’s letter dated 6 August
2006. A copy is attached as Appendix 1.
1.4
Basic Data and Exchange Rates
The exchange rates used for the evaluation were the selling rates officially
prescribed for similar transactions by the Central Bank on 1 August 20xx (i.e.
date of bid opening). Basic information pertaining to the bidding is summarized
and attached as Appendix 2.
1.5
Bid Evaluation Committee
A Bid Evaluation Committee comprising four senior officers of xxxxxx was
established by the Director General. Assistance was provided by the staff of the
Planning Department of xxxxxx and the project consultants. The Bid Evaluation
Committee members were
(1)
(2)
(3)
(4)
Chairman
Member
Member
Member/Secretary
Project Director
Director, Engineering Department
Legal Adviser
Director, Planning Department
91
92
GUIDE ON BID EVALUATION
The Committee’s decisions were made on the basis of unanimous views and in
case a unanimous decision could not be reached on certain issues, the issues
were referred to the Director General for decision.
2.
Examination
of Bids
Bid Documents.
The bids submitted were first examined to check whether the bidders
had submitted all the documents and information required by the bidding
documents. The areas covered by the examination were:
(i)
Form of Bid and Bill of Quantities;
(ii)
Bid Security;
(iii) Schedules of Particular Information;
(iv) Joint Venture Agreement, if required;
(v)
Propriety of Signature and Power of Attorney;
(vi) Completeness;
(vii) Documents establishing the eligibility of bidders and goods; and
(viii) Documents required to assess the postqualification of bidders.
The record of checking for completeness of bid documents is attached as
Appendix 3.
Only four bidders (No.1, No.4. No.6, and No.9) had submitted all documents
and information required by the bidding documents. The remaining bidders
did not submit complete information on construction methods and sequence
of major structures; however, the deficiency is considered to be minor. Bidder
No.5 did not attach important information in respect to cash flow tabulation
and the breakdown of lump sum price items. However, no further action was
taken on this matter as the bid price of Bidder No.5 was ranked seventh.
2.2
Bid Validity and Bid Security
A bid validity period of at least 120 days from the date of bid opening was
specified in the bidding documents. All bidders offered a bid validity period as
required. All bidders submitted bid securities in the form of a Bank guarantee
and fulfilled the requirements in the amount, terms and period of validity except
Bidder No. 8.
2.3
Propriety of Signature and Power of Attorney
Bid documents of all bidders were satisfactory in this aspect as all bid documents
were signed properly as per the instructions to Bidders and all corrections were
initialed by the authorized person. The power of attorney for each signatory
was acceptable. The results of these examinations are shown in Appendix 3.
CIVIL WORKS
BID DATA
CONTRACT
SHEET
3.Determination
of Substantial
Responsiveness
of Bids
3.1
Eligibility of Bidders and Goods
The bidding documents required, in Clause 4 of the Instructions to Bidders,
that each bidder submits with its bid evidence of its eligibility concerning its
nationality. All bidders submitted certifications, which indicated that they
were nationals of an eligible member country, and offered goods originating
in an eligible member country of ADB. Further, all bidders certified that they
were not involved in the consulting services for the works (See Appendix 5,
Attachment 1 Details on Eligibility of Bidders).
3.2
Bidders’ Qualifications
The updated information regarding financial capacity and Technical capability
of all bidders was examined. All bidders submitted the completed forms
provided with the bidding documents, such as listings of current workload,
changes in financial capacity, and availability of construction equipment and
key professional personnel.
(a)Bidder No.1 had obtained two relatively small contracts recently with
a total value equivalent to about $25 million. The bidder’s bid capacity
has slightly decreased, but was still found to be satisfactory. Overall, the
financial position of the firm remained satisfactory.
(b)Because of the short period between prequalification and bidding, only
minor changes in the submissions of the other bidders had occurred.
None of those changes were, however, of such importance that they
would inhibit the bidders’ ability to satisfactorily execute the contract,
if awarded. Using the criteria and minimum requirements established
during prequalification, all bidders continued to exceed the minimum
point scores used in the original evaluation.
3.3
Compliance with Commercial Terms and Conditions
3.3.1 Bid Security1
The amount of the bid security of Bidder No.8 was equivalent to 1.95% of their
bid price and did not satisfy fully the specified requirement of a minimum of
2% of the bid price. After due consideration of all relevant factors, in particular
fairness to the bidder and all other bidders, it was concluded that the failure
to submit a bid security in the required amount should be considered a minor
deviation because the security furnished provided sufficient protection against
default. However, the bidder was asked to furnish an additional security to
cover the difference. The bidder was requested to do so on 10 August 20xx and
the additional security was received on 15 August 20xx.
1
The assessment of deviations on bid security shall be in accordance with the provisions of the bidding document issued
specifically for the contract.
93
94
GUIDE ON BID EVALUATION
3.3.2
Time for Completion
A check on the times for completion was carried out on the construction
schedule submitted by each of the bidders. The times for completion of the
various major work components were analyzed to check (i) whether they are
logical and (ii) whether completion times comply with the schedules and are
interlinked to satisfy other supply and installation contracts for the Project.
Appendix 5 shows the times for completion of the major work components
of the Project. In several major work components, some bidders did not meet
the requirements. However, these differences were not considered substantial.
3.3.3
Terms of Payment
Most of the bidders accepted the commercial provisions of the bidding
documents, except that Bidders Nos. 3, 5, and 7 proposed substitution of
the retention money to be held during the defects liability period with a Bank
guarantee. The deviation from the terms of the bidding documents was not
considered to be substantive, and an adjustment of the bid price was not
required.
Appendix 5 shows a summary of the evaluation of Substantial Responsiveness
of Bids (Commercial Terms and Conditions).
3.4
Compliance with Technical Requirements
The Bid Evaluation Committee reviewed compliance with the requirements for
the submission of bids, which included: completion of the Bill of Quantities;
the construction schedule; construction methods and sequence; proposed
construction equipment and a schedule for delivery to the works site; a detailed
description of proposed site organization; and a schedule for the mobilization
of management, engineering and administrative personnel, and of skilled and
unskilled labor. All bidders submitted the formal requirements as stipulated in
the bidding documents.
3.4.1 Technical Deviations
(a) None of the bids contained substantial Technical deviations. Bidder No.
1 proposed to carry out the tunnel excavation by tunnel boring machine
(TBM). In the Technical specifications the excavation for tunneling is
specified to be carried out by drilling and blasting. If the supporting systems
installed after excavation by TBM are constructed similar to that specified
for the drilling and blasting method, the excavation by TBM Is considered
to be acceptable. Bidder No. 6 proposed to use precast prestressed
concrete roof girders instead of cast in situ reinforced concrete girders as
specified for the powerhouse.
(b) Bidder No.6 deviated from the specifications for the powerhouse. The
bidder proposed to use precast prestressed concrete roof girders instead
of cast in situ reinforced concrete girders as specified. During the bid
clarification meetings, it was established that the bidder’s proposal
CIVIL WORKS
BID DATA
CONTRACT
SHEET
was unacceptable because precast girders could not be put into place
without subjecting the walls to horizontal stresses for which they were
not designed and which they might not withstand. The bidder agreed to
comply with the specifications but indicated that a reasonable additional
cost would need to be negotiated at the time of contract award. The bid
was not rejected as this deviation from the specifications was considered
as minor.
3.4.2 Construction Schedule and Sequence of Construction Activities
The construction schedules and sequences of construction activities proposed
by the three lowest bidders were evaluated in detail. The construction
schedules submitted were generally consistent with the schedule in the
bidding documents. A number of minor inconsistencies were discussed and
the necessary changes agreed in the event that a contract were to be awarded.
However, finalization was left to contract negotiations with the successful
bidder. The findings were as follows
(a) Bidder No. 6
In the bidder’s construction schedule:
(i)
concrete lining periods for the headrace tunnel, cable tunnel and
tailrace tunnel were deemed to be short; and
(ii)
concrete work for the tailrace outlet could be constructed only after
excavation of the tailrace tunnel.
These could be adjusted easily when the construction CPM is prepared
for the contract agreement.
(b) Bidder No. 3
In the bidder’s construction schedule, the hollowing work activities were
not clearly shown:
(i)
drilling for drainage holes in the work for tunnel No.1; and
(ii)
excavation and concrete work for the drainage tunnel.
However, these are not substantial deficiencies.
(c)
Bidder No. 4
In the bidder’s construction schedule, the following works were not
clearly shown:
(i)
river diversion works for the intake daam and right bank of the river;
and
(iii) invert concrete of the access tunnel to be constructed after
completion of the installation of generating equipment.
These can be adjusted easily in the overall construction schedule.
95
96
GUIDE ON BID EVALUATION
3.4.3 Construction Methods
The construction methods proposed by the three bidders were reviewed and
evaluated in detail. Overall, the bidders’ proposed construction methods were
acceptable. The following were the findings of the review.
(a) Bidder No. 6
The bidder proposed the following construction methods, which were
considered acceptable:
(i)
mucking transport on rail for excavation of the main part of the
headrace tunnel and of the section from the tailrace outlet to the
Work Adit No.3; and
(ii)
the traditional method of excavation and the use of suitable
equipment for personnel and construction material movements,
and the lifting of excavated material for the construction of the
cable tunnel.
(b) Bidder No. 3
In the bidder’s construction methods, activities for the following works
were not clearly mentioned:
(i)
care of water or river diversion at check dam site during construction
of the intake dam and check dam;
(ii)
consolidation grouting in surge tank; and
(iii) location of the temporary overhead crane for concreting works in
the powerhouse.
Clarifications were requested from the bidder. Its replies were satisfactory.
(c)
Bidder No. 4
The presentation of the construction methods provided by this bidder
was considered relatively poor compared with the other two bidders. The
following were discussed:
(i)
the location of the temporary overhead crane for concreting
works in the powerhouse was not in suitable place and should be
relocated.
(ii)
care of water or river diversion at the check dam site during
construction of the intake dam and check dam were not shown; and
(iii) consolidation grouting around the surge tank was not clearly
mentioned.
However, additional information provided by the bidder was clear and
acceptable.
3.4.4 Construction Equipment
Mobilization of construction equipment, particularly construction equipment
for underground works, is important for the successful completion of this
Project. While there were a great number of differences between the equipment
schedules submitted by the three bidders, all of them were consistent and
CIVIL WORKS
BID DATA
CONTRACT
SHEET
compatible with the proposed construction methods and construction
schedules. Proposals for construction equipment by all three bidders were
considered to be complete and acceptable. The Executing Agency’s estimated
construction equipment required for the works and the list of equipment
proposed by Bidder No.6 are presented as Appendix 8.
3.4.5 Site Organization and Key Field Personnel
Site organization and key field personnel proposed by the three bidders
were evaluated in detail with respect to their proposed positions in the
site organization, their age, education attained, and experience. The site
organization and key personnel proposed by all three bidders were generally
acceptable. No serious deficiency was noted in the scrutiny. However, in the
proposal of Bidder No.6. the number of foreign engineers for underground
works was considered to be less than necessary and, therefore, additional input
of foreign engineers in the early state of construction works would be required.
Some modifications in detail were discussed and these matters would be
finalized during contract negotiations with the bidder, if successful.
3.4.6 Subcontracting
The scope of the subcontracts proposed by each bidder was reviewed and
was found to be within the limits established in the bidding documents. The
experience of each individual subcontractor was determined by reference to
the bid submissions, in part in the bid documents, and partly during the bid
clarification meetings. Details of the subcontractors proposed by the three
bidders are shown in Appendix 9.
3.4.7 Labor, Materials and Cash Flow
All three bidders submitted their proposed schedules for labor, major materials
(such as cement, reinforcing steel, structural steel, explosives, diesel fuel, etc.)
and cash flow. The proposals were reviewed with their construction methods
and construction program. The proposals have minor inconsistencies but
generally were considered satisfactory. The payment schedule (cash flow) of
Bidder No. 6 is attached as Appendix 10.
3.4.8 Construction Facilities
The construction facilities proposed by the three bidders were evaluated
and the results of Bidder No. 6 are shown in Appendix 11. Overall, all three
bidders’ proposals are satisfactory. The following are the findings of the detailed
scrutiny:
(a) Bidder No. 6
In the bidder’s proposal of construction facilities, the following matters
needed clarification:
(i)
General location map of construction facilities was not submitted;
97
98
GUIDE ON BID EVALUATION
(ii)
Water supply system for the camp area was not clearly mentioned;
and
(iii) Telecommunication system was not mentioned.
Clarifications were requested and the replies were satisfactory.
(b) Bidder No. 3
In the bidder’s proposal of construction facilities, the following matters
were not clearly addressed:
(i)
Location and details of explosive storage;
(ii)
Estimation of quantity of available aggregate from underground
excavated materials; and
(iii) Production program of concrete for two sets of concrete batching
plants at the intake dam area and the Work Adit No. 5 area, on a
monthly basis so as to determine each plant’s capacity.
Clarifications were sought and the information furnished by the bidder
was satisfactory.
(c)
Bidder No. 4
In the bidder’s proposal of construction facilities, the following matters
were not clearly mentioned:
(i)
Water supply system and electrical power supply system for offices,
camps and construction sites;
(ii)
Appropriateness of proposed location of aggregate plant in case
available quantities of SG 7 – sand and gravel borrow areas are not
adequate; and
(iii) Production schedule of aggregate on a monthly basis to determine
the plant capacity.
Clarifications were requested and the bidder’s replies were satisfactory.
3.5
Clarifications
As mentioned previously, bidders were requested for clarifications to obtain
further information in order to establish their capability to carry out the Work.
The Committee did not ask for clarifications which may have led to a change
in the substance of a bid. Clarifications requested by the Committee and the
replies by bidders were made in writing and these documents were properly
recorded and held with the respective original bid documents of the bidder.
4. Detailed Evaluation
of Price Bids
4.1
Selection of Bids for Detailed Evaluation
As discussed in Section 3 of this Report, all bids submitted by the nine bidders
were determined as substantially responsive to the bidding documents. The
ranking in order of the lowest bid price is as follows.
CIVIL WORKS
BID DATA
CONTRACT
SHEET
Sr. No.
Name of Bidder
As Opened
(LC)
Arithmetically
Corrected (LC)
Ranking
Variation
1
Bidder No. 6
120,801,821
120,804,798
1
-
2
Bidder No. 3
133,049,215
133,087,644
2
10.17%
3
Bidder No. 4
140,260,769
140,267,692
3
16.10%
4
Bidder No. 8
154,064,446
154,064,446
4
27.53%
5
Bidder No. 1
161,190,283
161,191,644
5
33.43%
6
Bidder No. 9
161,388,798
161,388,797
6
33.77%
7
Bidder No. 5
168,443,268
168,467,180
7
39.46%
8
Bidder No. 7
172,807,355
172,807,355
8
43.05%
9
Bidder No. 2
196,915,693
196,958,318
9
63.30%
In order to reduce the volume of work involved in the detailed evaluation, it was
decided to evaluate initially only the three lowest bids. Other bids would be
evaluated only if adjustments, if any, to be made to the three lowest bids would
bring their adjusted price above the unadjusted price of any of the other bids.
Accordingly, only bids Nos. 6, 3, and 4 were initially evaluated and, since the
adjusted prices of all three bids were lower than the unadjusted price of any of
the other bids, detailed evaluation of the higher bids was not necessary.
4.2
Arithmetic Check and Corrections
Each bid was checked for arithmetic errors in accordance with the provisions
of the bidding documents and such errors were corrected. These corrections,
none of which were substantial, were tabulated and are shown in Appendix 6:
Table of Summary of Bid Prices (Arithmetic Corrections and Corrected Bid
Prices). The results of the arithmetic check on the three lowest bids were also
confirmed by the bidders.
4.3
Adjustments for Commercial Terms and Conditions
All three lowest bidders accepted the commercial provisions of the bidding
documents. Therefore, no price adjustments for commercial terms and
conditions were necessary (see Appendix 7, Bid Price Comparison).
4.4
Adjustments for Technical Requirements
(a) B
idder No.6 deviated from the specifications for the powerhouse. While
the deviation from the specifications was considered as minor, the project
consultants estimated that the cost of precast prestressed concrete roof
girders is LC286,500.00 cheaper than the cost of cast in situ reinforced
concrete as specified. To be fair to other bidders it was decided to load the
bid price of Bidder No. 6 by LC286,500.00 for bid evaluation purposes
(see Appendix 7, Bid Price Comparison). In the event of award of
contract to Bidder No.6 an appropriate amount would be negotiated.
99
100
GUIDE ON BID EVALUATION
(b) Bidders Nos. 3 and 4 appeared to have deviated from the specifications
on some minor details but were found to be in compliance after reviewing
these details during the bid clarification meetings. As a result, adjustments
to the bid prices were not required.
4.5
Analysis of Prices
As a guide to the examination of prices quoted in the bids, prices quoted for
each Section of the Work were computed, as defined in the Bill of Quantities,
as a percentage of the total bid price and compared with the percentages of
each bid and also with the corresponding percentages of the Executing Agency’s
estimate.
The comparison is shown in Appendix 12. On the basis of this review, thorough
discussions were held with the bidders, particularly the lowest bidder (Bidder
No. 6 ). After these discussions with the bidders, the Committee was satisfied
that the bidders had fully understood the requirements for the Work and the
specifications governing materials and construction processes, and that they
were prepared to carry out the Work as specified in the bidding documents.
Despite the differences in pricing of the various sections of the Work, the
Committee did not find any instances of intentionally unbalancing the bill.
5. Determination
of Lowest
Evaluated Bid
5.1
Lowest Evaluated Bid
The corrected and adjusted prices for the three bids which were evaluated
in detail are shown in Appendix 13. As that comparison shows, the lowest
evaluated substantially responsive bid is that submitted by Bidder No. 6 for a
total evaluated bid price of LC121,091,298 equivalent. The JV’s proposal of
Japanese Yen 1,477,007,901 in foreign currency, which represents about 32%
of the total bid price, was considered reasonable.
5.2
Examination of Unbalanced Prices for Lowest Evaluated Bid
Comparison of unit rates and prices, particularly early work items, of the lowest
evaluated bid with average rates of the other two lowest bids and the Executing
Agency’s estimate were carried out.
5.2.1
High Unit Rates and Prices
A unit rate or price is considered high if it is 50%, higher than the average of two
bids and the Executing Agency’s estimate. There are high unit rates and prices
in the lowest bid, however, none of these items exceeds an amount of more
than 1% of the total bid price. In addition, the total amount of items with high
unit rates and prices of the lowest bidder is only 3.4% of its total bid price.
(a) High Unit Rates and Prices in Early Work Items.
Those work items which were to be carried out in the first eight months
are considered as early work items. Several items, mainly diversion and
coffering works for the intake dam and tailrace outlet were evaluated as
CIVIL WORKS
BID DATA
CONTRACT
SHEET
high unit rates and prices, but the total value of these items is about 09 %
of the total bid price.
From the above results of the review, the lowest bid should not be
considered as an unbalanced bid in respect of early work items.
(b) High Unit Rates and Prices for Other Items
The total amount of high unit rates and prices in other work items is about
2.5% of the bid price. However, none of the items exceed 1% of the total bid
price. The corresponding work quantities stated in the Bill of Quantities
of key items were checked and found to be calculated correctly. Detailed
checking showed that the items involved are minor work items and the
quantities of these items were unlikely to be increased significantly thus
the lowest bid should also be considered as a balanced bid.
5.3
Reasonableness of Lowest Evaluated Bid Price
The lowest evaluated bid, submitted by Bidder No. 6, is about 19% lower than
the Executing Agency’s estimate. The unit prices of open works were rather
low compared with other works of a similar nature in the country but the
underground works were almost of a similar price as in other projects. Thus, it
was considered that the bid of the lowest evaluated bidder is not substantially
low and the Committee was confident that the lowest evaluated bidder would
be able to complete the Work in accordance with the specifications and the
construction schedule.
6. Conclusions and
Recommendations
On the basis of the systematic evaluation of bids as presented in this report,
it was concluded that the bid of Bidder No. 6 was the lowest evaluated
substantially responsive bid. Therefore, it was recommended that the Contract
for Lot 1 Civil Works, xxxxxx be awarded to Bidder No. 6 for the contract
amount of LC81.991.984.40 and Japanese Yen 1,477,007,901.00 (LC
120,804,798.00 equivalent) plus an additional cost for the change from the
proposed precast prestressed concrete girders to cast in situ R.C. girders as
specified for the powerhouse. This additional cost would be negotiated with the
bidder, however, the cost would not be more than LC286,500.00 as discussed
in paragraph 4.3.1 of this Report.
101
102
Appendix 1
Page 1 of 3
Record of Bid Opening
Loan No. xxxx-xxx
Project Title: xxxxxx
Bid No. 20/xxx/06 (ICB)
Contract Title: LOT 1 Civil Works.
1.
The following bids were received by the close of bidding on 1 August 2006 at 10 a.m. (local time) and were
publicly opened and read at 10:30 a.m. on the same date.
Name of
Bidder
No. and Nationality
Bid Security
Amount
Foreign
Currency
(FC)
Local
Currency
(LC)
1
Bidder No. I
$1,650,000.00
$29,755,563.00
93,377,354.90
Signed
2
Bidder No.2
$1,950,000.00
FF239.793.677.40
82,150,439.50
Signed
3
Bidder No. 3
Y126,000,000.00
Y1,904,999,010.00
82,989,651.40
Signed
4
Bidder No. 4
MK3.150,000.00
$27,041,671.80
78,632,798.60
Signed
5
Bidder No. 5
Y145.000,000.00
Y2,984,560,000.00
90,015,000.00
Signed
6
Bidder No. 6
Y125.000,000.00
Y1,477,007,041.00
81,989,030.40
Signed
7
Bidder No. 7
$1,950,000.010
$36,354,010.00
89,956,566.50
Signed
8
Bidder No. 8
MK3,010,000.00
$40,168,801.00
62,519,748.80
Signed
9
Bidder No. 9
$1,800,000.00
FF160,632,595.10
84,510,037.50
Signed
Discounts
Offered
Signature of
Bidders’
Rep.
103
Page 2 of 3
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
1
Mr. xxxxx
Designation
Area Manager
S.E. Asia Office
Bidder No. 3
2
Mr. xxxxx
Chief Engineer
Bidder No. 1
3
Mr. xxxxx
Vice President
Bidder No. 6
4
Mr. xxxxx
Manager
International Marketing
5
Mr. xxxxx
6
Mr. xxxxx
Mr. xxxxx
Mr. xxxxx
Mr. xxxxx
Bidder No.9
Manager
Regional Office
9
Bidder No. 2
Chief Engineer
Construction
8
Bidder No. 5
General Manager
xxx Branch
7
Bidder No. 4
Vice President
Asia Pacific Operation
Bidder No. 7
Deputy Director
Operations
3.
Bidding Company
Represented
Bidder No. 8
Reading and Signing of document, ended at 13:15 hrs.
Signed
Member
Director, Planning Department
Signed
Chairman
Project Director
Signed
Member
Legal Adviser
104
GUIDE ON BID EVALUATION
Page 3 of 3
Attendance Sheet for Opening of Bids
Loan No. xxx-xxx
Bid No. 20/xxx/06 (ICB)
Place: Meeting Room.
Fourth Floor, xxxxxx
Project title : xxxxxx
Contract Title: LOT1 Civil Works.
Date: 1 August 2006; Time 10:30hrs.
The following bidders’ representatives attended the public opening of bids.
No.
Bidder
Representative
1
Bidder No. 3
Mr. xxxxxx
Designation
Area Manager
Signature
Signed
S.E. Asia Office
2
Bidder No. 1
Mr. xxxxxx
Chief Engineer
Signed
3
Bidder No. 6
Mr. xxxxxx
Vice President
Signed
4
Bidder No. 4
Mr. xxxxxx
Manager
Signed
International Marketing
5
Bidder No. 5
Mr. xxxxxx
Vice President
Signed
Asia Pacific Operations
6
Bidder No. 2
Mr. xxxxxx
General Manager
Signed
xxx Branch
7
Bidder No. 9
Mr. xxxxxx
Chief Engineer
Signed
Construction
8
Bidder No. 7
Mr. xxxxxx
Manager
Signed
Regional Office
9
Bidder No. 8
Mr. xxxxxx
Deputy Director
Operations
Signed
105
Appendix 2
Basic Data Sheet
1
Project Title
XXXXXX
2
Loan Number
xxxx-xxx
3
Bid/Contract Title
LOT 1Civil Works
4
Bid/Contract Number
20/xxx/06 (ICB)
5
Estimated Value/Engineer’s Estimate
LC 152,917,466.00
6
Date Invitation For Bids Issued
30 April 20xx
7
Method of Procurement
International Competitive Bidding
Bidding Procedure
Single-Stage: One-Envelope
8
Bid Closing Date and Time
10 a.m.. on 1 August 20xx
9
Bid Opening Date and Time
10:30 a.m. on 1 August 20xx
10 Number of Bids Received
Nine (9) bids
11 Bid Validity Expires on
28 November 20xx
12 Bid Security Amount
Not less than 2% of the Bid Price
13 Bid Security Validity Expires On
26 December 20xx
14 Date for Determining Applicable
Exchange Rates
15 Exchange Rates for Evaluation
1 August 20xx (Date of Bid Opening)
US Dollar 1 LC 2.2790
Japanese Yen 100 = LC 2.6278
French Franc I LC 0.4786
Source: The selling exchange rates of
Central Bank of xxxxxxx.
106
Appendix 3
Examination of Bids
Bidder No.
Item
Description
1
2
3
4
5
6
7
8
9
1
Bid Documents
1 l
One original and two copies
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.2
Form of Bid
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.3
Appendix to Bid
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.4
Priced Bill of Quantities
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.5
Bid Security (amount and validity period)
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.6
Schedule of Particular Information
1) Construction Time Schedule
Y
Y
Y
Y
Y
Y
Y
Y
Y
2) Construction Method
Y
P
Y
Y
Y
Y
P
P
Y
3) List of Construction Equipment
Y
Y
Y
Y
Y
Y
Y
Y
Y
4) Organization and Field Personnel
Y
N
Y
Y
P
Y
P
Y
P
5) Subcontracting
Y
Y
Y
Y
N
Y
Y
N
N
6) Mobilization and Temporary/
Y
Y
Y
Y
Y
Y
P
Y
P
Y
Y
Y
Y
Y
Y
N
N
Y
Y
Y
Y
Y
P
Y
P
Y
P
NA
Y
Y
Y
Y
Y
NA
NA
Y
Construction Facilities
7) Cash Flow
1.7
Drawings and Documents (to be
submitted with bid).
1.8
Joint Venture Agreement or Formal Intent
to Enter into an Agreement
(if Bidder is a joint venture)
2
Propriety of Signature and
Completeness
2.1
Power of Attorney submitted or not
Y
Y
Y
Y
Y
Y
Y
Y
Y
2.2
Bid Form properly signed or not
Y
Y
Y
Y
Y
Y
Y
Y
Y
2.3
Completeness of Bids
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y = Yes; N = No; P = Partial; NA = Not Applicable
Note: Provide details if “P,” “N,” or “NA”
107
Appendix 4
Time for Completion of Major Work Items
and Assessment of Construction Methods
Periods for Completion (months)
Item
No.
Employer
Program
Particulars
Bidder
No.3
Bidder
No.4
Bidder
No.6
1
Intake Dam
37
37
Y
27
Y
30
Y
2
Intake Facilities
47
47
Y
32
Y
38
Y
3
Headrace Drain Tunnel
55
55
Y
45
Y
55
Y
4
Penstock Tunnel
45
45
Y
45
Y
43
Y
5
Tailrace Chamber and Outlet
56
56
Y
53
Y
56
Y
6
Deregulation Dam
38
38
Y
31
Y
28
Y
7
Powerhouse O.H. Crane Installation
45
45
Y
45
Y
39
Y
8
Powerhouse for Turbine/Generator
Installation
51
NC
-
47
Y
NC
-
9
Powerhouse for Transformer Installation
51
NC
-
51
Y
45
Y
10
Control Room for Control Equipment
Installation
50
50
Y
NC
45
Y
11
Cable Tunnel
51
51
Y
51
Y
51
Y
12
Outdoor Switchyard
48
48
Y
48
Y
38
Y
13
Main Control House
50
50
Y
50
Y
50
Y
14
Intake Dam Control House
51
50
Y
51
Y
40
Y
15
Regulating Darn Control House
55
54
Y
54
Y
54
Y
16
Completion of Whole Works
60
60
Y
60
Y
60
Y
Item
No.
Construction Methods
Findings
1
Logic of Construction Schedule
A
A
A
2
Feasibility of Achieving Schedule
A
AA
AA
3
Assessment of Construction Method
A
A
A
Note: Y
= Within Specified months
NC = Not Shown Clearly
A = Acceptable
AA = Marginally Acceptable
108
Appendix 5
Substantial Responsiveness of Bids
(Commercial)
Sr.
No.
1
Requirements
Power of Attorney
2
Signature on Documents
3
Joint Venture Agreement or
Letter of Intent to Enter into
an Agreement
Eligibility
Section 1,
(a)Bidder and Sub contractor
Clause 4 (See
(b)Bidder Affiliated with
Attachment to this
Consultant
Appendix)
(c) Material and Equipment
Clause 5
Bid Validity(120 days)
Section 1, Clause 18
Section 2, ITB 18.1
4
5
6
7
8
Bid Security
(a) Amount and Validity
(b) Format and Terms
Time for Competition
Terms of Payment
(a) Advance Payment (15%)
(b) Retention Money (10%)
(c) Price Adjustment
9
10
11
Liquidated Damages
(a) Rate (0 5% per week)
(b) Maximum Limit (10%)
Defects Liability Period
(12 months)
Performance Security (10%)
Section 1, Clause 19
Section 2, ITB 19.1
Section 8,
Clause 1.1.3.3
Section 7,
Clause 14, Section
8, Ref. GCC 14.2
Section 8,
Ref. GCC 13.8
Section 8,
Ref. GCC 8.7 and
14.15 (b)
Section 7, Clause 4
Section 8, Clause
1.1.3.7
Section 8,
Ref. GCC 4.2
FINDINGS
C = Complied
PC = Partially Complied
1
State reason
2
3
4
Bidder No.
5
6
7
8
9
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
NA NA
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
PC1
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
PC1
C
C
C
PC1
C
C
C
PC1
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
R
R
R
R
R
R
R
R
R
Bidding Doc.
Reference
1
Section 1, Clause
20.2
Section 2, ITB 20.2 C
Section 1,
C
Clause 20.2
Section 1,
NA
Clause 4.1
NA = Not Applicable
R
= Substantially Responsive
NC = Not Complied
Conflict of Interest
Declared Ineligible by
ADB
4
Suppliers must be
nationals of an eligible
ADB member country.
Proposed
subcontractors or
Bidder must be a
national of an eligible
ADB member country.
3
2
Single Entity or Joint
Venture
1
If Joint Venture, all
partners must be
jointly and severally
liable.
Requirements
No.
Section 1,
Clause 4.4
Section 1,
Clause 4.3
Section 1,
Clause 4.2
Section 1,
Clause 4.1
Bidding
Documents
Reference
No
None
(all from
eligible
ADB
member
countries)
X
X (Country
Name)
Single
Entity
Bidder
No. 1
No
None
(all from
eligible
ADB
member
countries)
X
XX and
XXX
Partners
are jointly
and
severally
liable
Joint
Venture
Bidder
No. 2
No
None
(all from
eligible
ADB
member
countries)
XXXX
XXXX
Single
Entity
No
None
(all from
eligible
ADB
member
countries)
XXXX
XXXX
Single
Entity
Bidder No. Bidder No.
3
4
No
None
(all from
eligible
ADB
member
countries)
X
XXX
Single
Entity
Bidder
No. 5
No
None
(all from
eligible
ADB
member
countries)
XXX
XX/XXX
Partners
are jointly
and
severally
liable
Joint
Venture
Bidder No.
6
Details on Eligibility of Bidders
No
None
(all from eligible
ADB member
countries)
XX
XX
Single Entity
Bidder
No. 7
No
None
(all from
eligible
ADB
member
countries)
XXXXX
XXXXX
Single
Entity
Bidder
No. 9
continued on next page
No
None
(all from
eligible
ADB
member
countries)
XX
XXXXX
Single
Entity
Bidder
No. 8
Attachment 1
CIVIL WORKS
BID DATA
CONTRACT
SHEET
109
Requirements
Governmentowned enterprise
in Employer’s
country to be legally
and financially
autonomous, operate
under commercial law,
and not dependent
agency of the
Employer.
Not having been
declared ineligible
based on a United
Nations resolution.
No.
5
6
Table continued
Section 1,
Clause 4.7
Section 1,
Clause 4.5
Bidding
Documents
Reference
Not
declared
ineligible
Not a govt.
owned
enterprise
Bidder
No. 1
Not
declared
ineligible
Not a govt.
owned
enterprise
Bidder
No. 2
Not
declared
ineligible
Not a govt.
owned
enterprise
Not
declared
ineligible
Not a govt.
owned
enterprise
Bidder No. Bidder No.
3
4
Not
declared
ineligible
Not a govt.
owned
enterprise
Bidder
No. 5
Not
declared
ineligible
Not a govt.
owned
enterprise
Bidder No.
6
Not declared
ineligible
Govt. owned
enterprise
legally and
financially
autonomous,
and not
a dependent
agency of the
Employer
Bidder
No. 7
Not
declared
ineligible
Not a govt.
Bidder
No. 8
Not
declared
ineligible
Not a govt.
Bidder
No. 9
110
GUIDE ON BID EVALUATION
111
Appendix 6
Page 1 of 2
Comparison of Construction Equipment
(Engineer’s Estimate vs Proposal of Bidder No. 6)
Engineer’s Estimate
Item
Particulars
Bidder No. 6
Capacity
Nos.
Capacity
Nos.
2
32 t
1
1
Earth Moving
1.1
Bulldozer
32t
1.2
Bulldozer
15/25t
5
15/25 t
1.3
Backhoe
3
1. 2 m
2
1.5 m
1.4
Backhoe
3
0.7 m
2
0.7/1.2 m
4
1.5
Wheel Loader
2.3 m
4
2.5 m
2
1.6
Dump Truck
11t
24
11t
20
1.7
Pneumatic Crawler Drill
100kg
2
150kg
2
1.8
Portable Air Compressor
10.5m3/min
2
3
5 m /min
3
2
Transportation
2.1
Low Bed Semi-trailer
30t
1
20t
1
2.2
Cargo Truck
8t
4
4.8t
3
2.3
Water Sprinkler Truck
6kl
2
6kl
2
2.4
Hydraulic Crane
20 t
1
20t
1
2.5
Motor Grader
150 kW
2
150 kW
1
3
Tunnel Work
3.1
Drill Jumbo - 2 - boom
5
55 kW
2
3.2
Conveyor Type Loader
40m /h
4
4.5t
3.3
Side Dump Wheel Loader
3
2.3m
2
1.9 m
3.4
Side Dump Wheel Loader
3
1.6m
3.5
Loader Haul Dump
3
3.6
3
3
4
I
3
3
3
3
3
2
1
-
3.8 m
2
3.2 m3
1
Shotcrete Machine
3
6 m /h
6
5.12 m /h
4
3.7
Hydraulic Crawler Drill
180kg
8
110 kW
2
3.8
Air Compressor
3
17 m /min
6
3
18.26 m /min
8
3.9
Dump Truck
-
-
11t
6
3
112
Appendix 6
Page 2 of 2
Engineers Estimate
Item
Particulars
Bidder No.6
Capacity
Nos.
Capacity
Nos.
4
Drilling and Grouting Work
4.1
Boring Machine
7.5 kW
3
5.5 kW
4
42
Grout Pump
11 kW
6
18.5 kW
2
4.3
Grout Pump
7.5 kW
2
7.5 kW
4
4.4
Grout Mixer
200 L
8
200 L
4
5
Aggregate Production
5.1
Crushing Plant
105 ton/h
1 Set
40 t/h
2
6
Concrete Production and Handling
6.1
Concrete Mixing Plant
36/48 m3/hr
2 Sets
30/50 m3/hr
2 Sets
6.2
Truck Mixer
4.5 m /hr
16
3
6 m /hr
8
6.3
Concrete Pump Truck
80 m /hr
6
-
-
6.4
Concrete Bucket
1.5 m
2
-
6.5
Truck Crane
30 t
1
-
6.6
Concrete Pump
7
Other Plant and Equipment
7.1
Engine Generator
3
3
3
Comment: Satisfactory, however, Drill Jumbo is not adequate for Tunnel Work.
-
60-70 m /hr
4
100 450 kVA
15
3
-
113
Appendix 7
Subcontracting
Work to be Subcontracted
Bidder
No.
3
6
Work Item
Estimated
Value
Subcontractor
Name
Subcontractor
No. l
Experience
Evaluation
4.1 - 4.7
Architectural
and Utility
Works
LC 3,125,000
(a)Sport Shoe
Factory
Architectural,
Mechanical
and Electrical
Works
5.1 – 5.5
Electrical
Works
LC 2,250,000
1.2.3 / 001
Piles
LC 205,000
1.1.4 / 001
Drilling for
Concrete
Piles
Y 45,508,500
LC 121,200
Subcontractor
No. 2
Several Contracts
for concrete piling
works submitted
Acceptable
Electrical
Works
LC 2,400,000
Subcontractor
No. 3
(a)xxxxx Power
Plant- Piping
works and
Mechanical
and Electrical
works
(b) xxxxxxx
Hydro electric
Power Electrical
works
Acceptable
(b)International
Trade Center
Architectural
and Electrical
Acceptable
30 projects of
drilling works
1.2.3 / 001
4
5.1 - 5 .5
114
Appendix 8
Payment Schedule
(Bidder No. 6)
Foreign Currency
(1000 Yen)
Local Currency
(1000 LC)
Total in
(1000 LC)
1-3 First Year
177,840
10,308
14,982
4-6
81,652
5,141
7,287
7-9
83.651
5,475
7,673
10-12
76,307
5,515
7,520
13-15 Second Year
78,960
6,572
8,647
16-18
70,310
5,693
7,541
19-21
73,233
5,976
7,901
22-24
89,160
5,000
7,343
25-27 Third Year
81,674
4,038
6,184
28-30
78,949
3,918
5,993
31-33
74,636
3,300
5,261
34-36
80,948
3,261
5,388
37-39 Fourth Year
78,562
3,064
5,129
40-42
96,041
3,803
6,327
43-45
101,630
4,111
6,782
46-48
89,403
3,361
5,711
49-51 Fifth Year
43,501
2,068
3,211
52-54
16,215
1,082
1,509
55-57
3,240
254
338
.58-60
822
37
59
61-63 Sixth Year
274
12
19
64-66
0
0
0
67-69
0
0
0
69-72
0
0
0
Total
1,477,008
81,990
120,805
Period in Months
Comment: Satisfactory: Consistent with Construction Schedule.
115
Appendix 9
Construction Facilities
(Bidder No. 6)
1.
2.
Aggregate Plant
Common Plant
(i)Location: between tailrace outlet and re-regulating dam
40t/h capacity
(ii) Intake dam area
40t/h capacity
(i)
50 m3/h capacity
Intake dam area
(ii) Inlet of Work Adit No. 5 area
30 m3/h capacity
3.
Water Supply System
Water supply systems for offices, camps and open air construction are not
mentioned; other areas acceptable
4.
Power Supply System
15 generators of 100-450 kVA at the different 1nratims of main utilization
including for offices, camps etc.
4570 kVA in total
5.
Telecommunications System
Using VHF radio communication system from the main office to work sites
6.
Testing Laboratory
Main office, intake dam area and inlet of Work Adit No.5 area with
150,150
and 300m2 respectively
7.
Medical Clinic
At main office area with 150m2 floor area
8.
Offices
(i)
Main office – near base camp : 900 m2
(ii) Site office – near inlet of access tunnel: 100 m2
(iii)Engineer’s Offices – locations of main construction sites with 50m2
each
9.
Camp
(i)
Staff camp – near base camp : 2080 m2
(ii) Worker’s camp - near tailrace outlet: 3650 m2
10
Workshop
Main office area : 210 m2
11.
Warehouse
Near main office .375 m2
Comment:
Acceptable
Local
Currency
(1)
Foreign
Currency
(1)
(2)
Foreign
Currency
¹ Based on the Selling Exchange Rate: …………………………………..
9
8
7
6
5
4
3
2
1
Bidder
No.
(2)
Local
Currency
Arithmetic
Correction
(3)
Foreign
Currency
(3)
Local
Currency
Discounts
(4) = 1 ± 2 - 3
Foreign
Currency
(4) = 1 ± 2 - 3
Local
Currency
Corrected Bid Price
Total Corrected Bid Price
In [Currency of
Employer’s Country]
Equivalent1
Ranking
Summary of Bid Prices
(Arithmetic Corrections and Corrected Bid Prices)
Bid Price at Opening
Appendix 10
116
117
Appendix 11
Prices for Sections of the Work as Percentages
of the Total Bid Prices (in Local Currency)
Section
No.
0
1
1.1
1.2
1.3
2
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
3
3.1
3.2
3.3
3.4
3.5
3.6
4
5
6
Description
General
Intake Dam
Intake Dam
Intake Facilities
Check Dam and
Drainage
Waterway
Headrace
Tunnel
Work Adit No.
Headrace Drain
Tunnel
Penstock Tunnel
Work Adit No. 3
Tailrace
Chamber
Tailrace Tunnel
Work Adit No. 4
and 5
Tailrace Outlet
Deregulating
Dam
Power Station
Powerhouse
Access Tunnel
Drain Tunnel
Cable Tunnel
Work Tunnels 1
and 2
Outdoor Switch
yard and
Measuring
Apparatus
Architectural
and Utility
Work
Electrical Work
Daywork
Total
Bidder No. 4
Bidder No. 6
Engineers Estimate
% of
Total
Value
Est.
9,209,130
6.0
18,333,401 12.0
9,809,193
6.4
7,553.862
4.9
970,346
0.7
Bidder No. 3
% of
Bid
Value
Price
12,316,101
9.2
17,983,937 13.5
9.497,751
7.1
7,621,343
5.7
864,843
0.7
Value
13,513,615
22,600,249
12,260,671
9.420,896
918,682
% of
Bid
Price
9.6
16.1
8.7
6.7
0.7
Value
7,973,646
16.068,377
8,548,845
6,784,408
735,124
% of
Bid
Price
16.6
13.3
7.1
5.6
0.6
75,957,706
21,559,538
50.4
14.1
60,439,350
16.497,668
45.5
12.4
60,312,394 43.1
16,867,186 12.0
59,690,421
16,271,529
49.4
13.5
838,812
1,866,197
0.5
1.2
652,234
1.417.677
0.5
1.1
677,142
1,375 ,131
0.5
1.0
714,353
1,569.841
0.6
1.3
7,021,007
4,535,495
2,770,884
4.6
3.0
1.8
7,407,554
3,559,082
2,643,825
5.6
2.7
2.0
6,359,329
3,601,876
2,526,599
4.6
2.6
1.8
5,497,266
3,558,086
2,139,076
4.5
2.9
1.8
28,376,299
3,948,435
18.6
2.6
20,913.339
2,716,744
15.8
2.0
20,226,765
2,816,024
14.4
2.0
21,623,286
3,310,349
17.9
2.7
1,614,839
4,426,200
1.1
2.9
981,769
3,644,458
0.7
2.7
1,210,571
4,651,771
0.9
3.3
1,407.1656
3,598.999
1.2
3.0
37,821,071
20,264,298
8,445,012
1,002,915
2,569,843
2,648,020
24.7
13.3
5.5
0.7
1.7
1.7
30,793,505
16,414,159
6,198.076
813,393
3,389,238
1,874,008
23.1
12.3
4.7
0.6
2.5
1.4
3,587,834 23.9
19,758,437 14.1
6,150,387 4.4
840,007 0.6
2,630,7 33
1.9
2,127,978
1.5
28,507,341
15,538,506
6,139,315
6,647,457
2,089,904
1,947,299
23.6
12.9
5.1
0.5
l.7
1.6
2,890,983
1.8
2,104,629
1.6
2,080,292
1.4
2,194,860
1.8
7,299,148
4.8
8,364,182
6.3
6,490,238
4.6
5,684,203
4.7
1.5
2,467,616
1.9
2,527,930
1.8
1,699,743
1.4
0.9
1,181,067
100.0 120,804.80
1.0
100.0
2,328,949
968,061
152,917,466
0.6
722,953
100.0 133,087,644
0.5
1,235,432
100.0 140,267,692
1
Ranking
Based on selling exchange rates: .......................................
6
1
for Comparison
Converted to LC
5
(2)
1,905,166,590.00
-
(b) Technical
Sub -Total (2) to (3)
-
1,906,166,590.00
1,904,999,010.00
Foreign (Y)
(a) Commercial
for Deviations
Amount to be
Adjusted
(As Corrected)
Bid Price
(As Submitted)
Including Discounts
Bid Price
Particulars
133,087,644.60
83,023,676.90
-
-
83,023,676.90
82,989,651.40
Local (LC)
Bidder No. 3
140,267,692.00
27,043,746.80
-
-
27,043,746.80
27,041,671.80
Foreign (US$)
(3)
78,634,993.10
-
-
78,634,993.10
78,632,798.60
Local(LC)
Bidder No. 4
(1)
1,477,007,901.00
-
-
1,477,007,901.00
1,477.007,041.00
Foreign (Y)
121,091,298.00
82,278,484.40
286,500.00
-
81,991,984.40
81,989,030.40
Local (LC)
Bidder No. 6
Bid Price Comparison with Price Adjustments
4
3
2
1
Sr.
No.
Appendix 12
118
119
Example 3: Design, Supply, and
Installation Contract
Two-Stage Bidding Procedure
In order to protect the autonomy of the borrowers, executing agencies, and bidders concerned, references to the
name of the borrower, the borrower’s country and currency, the executing agency, the name and address of the
executing agency and the project site, the names of the bidders and bidder’s representative, the number and title
of the ADB loan have been deleted.
The borrower, the borrower’s country, the executing agency, the name and address of the executing agency and the
project site, the names of bidder’s representatives, and the number and title of the ADB loan have been replaced
with combinations of the letter “x” the name of the borrower’s currency has been referred to as “Local Currency
(LC),” and the bidders have been identified by number and referred to as “Bidder No. 1,” “Bidder No. 2,” etc.
[The Appendixes in this example may not have adopted those recommended in the main text of this Guide as
they were based on those of the Guide version available at the time the evaluation reports were prepared.]
120
GUIDE ON BID EVALUATION
LETTERHEAD OF THE EXECUTING AGENCY
Our Reference: 01/ICB/Works/03/20xx
9 April 20xx
Director
__UW, __RD
6 ADB Avenue,
Mandaluyong City 1550, Philippines
Subject :
Loan No. xxxxxxx: xxxxxx Wastewater Management Project – First Stage Bid Evaluation Report
for Designing, Construction, Installation, Rehabilitation and Maintenance of Wastewater Pumping Stations of
xxxxxx (XXXX/ADB/PS/01/ICB/Works/03/20xx)
Dear Sir,
In accordance with the provisions of the loan Agreement, we have invited bids for the above contract following the
Two Stage bidding procedure of ADB. We are submitting herewith three (3) copies of the First Stage Bid Evaluation
Report (Technical Proposals) for xxxxxx Wastewater Management Project –Designing, Construction, Installation,
Rehabilitation and Maintenance of Wastewater Pumping Stations of xxxxxx for ADB’s review and approval.
Your early reply to this matter will be appreciated.
Sincerely yours,
Signed
Project Director
xxxxxx
Attachment: Three copies of Report
DESIGN,
EVALUATION
SUPPLY, AND
ANDINSTALLATION
QUALIFICATION
BID DATA
CONTRACT
CRITERIA
SHEET
XXXXXX
FIRST STAGE BID EVALUATION REPORT
(TECHNICAL PROPOSALS)
FOR
WASTEWATER MANAGEMENT PROJECT—
DESIGNING, CONSTRUCTION, INSTALLATION,
REHABILITATION AND MAINTENANCE OF
WASTEWATER PUMPING STATIONS OF XXXXXX
BID No. 01/ICB/Works/03/20xx
ADB LOAN No. XXXXXXX
XXXXXX WASTEWATER MANAGEMENT PROJECT
APRIL 20xx
121
122
GUIDE ON BID EVALUATION
Contents2
Design, Supply, and Installation Contract
1. Introduction................................................................................................................................................. 124
1.1
General�������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������� 124
1.2
Submission of Bids���������������������������������������������������������������������������������������������������������������������������������������������������������������� 124
1.3
Bid Opening����������������������������������������������������������������������������������������������������������������������������������������������������������������������������� 124
1.4
Basic Data�������������������������������������������������������������������������������������������������������������������������������������������������������������������������������� 124
1.5
Bid Evaluation Committee������������������������������������������������������������������������������������������������������������������������������������������������� 125
2. Examination for Completeness of Bids����������������������������������������������������������������������������������������������������125
2.1
List of Bidders������������������������������������������������������������������������������������������������������������������������������������������������������������������������� 125
2.2
Bid Documents (Technical Proposal)��������������������������������������������������������������������������������������������������������������������������� 125
2.3
Propriety of Signature and Power of Attorney����������������������������������������������������������������������������������������������������������� 126
3. Determination of Substantive Responsiveness of Bids......................................................................... 126
3.1
Eligibility of Bidders and Goods��������������������������������������������������������������������������������������������������������������������������������������� 126
3.2
Bidders’ Qualifications�������������������������������������������������������������������������������������������������������������������������������������������������������� 126
3.3
Compliance with Commercial Terms and Conditions�������������������������������������������������������������������������������������������� 130
3.3.1 Terms of Payment and Reservations to Commercial Conditions�������������������������������������������������130
3.3.2 Time for Completion/ Contract Execution Schedule������������������������������������������������������������������������130
4. Detailed Evaluation for Technical Requirements................................................................................... 131
4.1
Nonresponsive Bids and Responsive Bids������������������������������������������������������������������������������������������������������������������� 131
4.2
Evaluation for Technical Requirements of Responsive Bids��������������������������������������������������������������������������������� 131
4.2.1 Bidder No. 3��������������������������������������������������������������������������������������������������������������������������������������������������������131
4.2.2 Bidder No. 5�������������������������������������������������������������������������������������������������������������������������������������������������������136
4.2.3 Bidder No. 7�������������������������������������������������������������������������������������������������������������������������������������������������������139
4.2.4 Bidder No. 8�������������������������������������������������������������������������������������������������������������������������������������������������������142
4.2.5 Bidder No. 9�������������������������������������������������������������������������������������������������������������������������������������������������������146
4.3
Clarifications and Discussions������������������������������������������������������������������������������������������������������������������������������������������ 151
5. Conclusions and Recommendations........................................................................................................ 151
2
Based on October 2010 Edition, Guide on Bid Evaluation.
FIRST STAGE BID EVALUATION REPORT
Appendixes
1
Record of Bid Opening�������������������������������������������������������������������������������������������������������������������������������������������������������� 152
2
Basic Data Sheet�������������������������������������������������������������������������������������������������������������������������������������������������������������������� 155
3
Table 1: Examination of Completeness of Bid Documents...................................................................................156
4
Table 2: Evaluation of Bidders’ Qualifications............................................................................................................157
5
Table 3: Substantive Responsiveness of Bids (Commercial Terms)...................................................................161
6
Table 4: Salient Technical Features of Bids (Technical Proposals).....................................................................163
Attachment
Changes Required Pursuant to First Stage Evaluation
Bidder No. 3
Bidder No. 5
123
124
GUIDE ON BID EVALUATION
1.
Introduction
1.1
General
The xxxxxxxx has received a loan from the Asian Development Bank (ADB)
to finance the cost of implementing the xxxxxxx Wastewater Management
Project. It is intended that part of the proceeds of this loan be used for
eligible payments for designing, construction installation and rehabilitation of
wastewater pumping stations of xxxxxxx Municipal Council for which these bids
have been invited. The ADB Two-Stage bidding procedure has been adopted
for this procurement.
The invitation of bids was advertised on 25 July 20xx in the local newspapers
in three languages and in the ADB website on 24 July 20xx. The site visit and
pre‑bid meeting were held on 27 August 20xx and 28 August 20xx respectively
as stipulated in the bidding documents. Fifteen potential bidders which
purchased the bidding documents attended the site visit and pre-bid meeting.
The minutes of the pre-bid meeting were prepared and sent to the firms
which purchased the bidding documents. As a result of the pre-bid meeting 2
addendums to the bidding documents were issued on 6 September 20xx and
on 23 September 20xx respectively to clarify certain aspects of the Technical
requirements of the bidding documents. Copies of the addendums were
forwarded to ADB when issuing to bidders.
1.2
Submission of Bids
The closing time of bid submission was extended till 22 October 20xx at 2
p.m through an addendum. Accordingly the receipt of bids was closed at 2
p.m. local time on 22 October 20xx. Out of fifteen firms which purchased the
bidding documents, nine bidders submitted bids..
1.3
Bid Opening
Bids were opened as scheduled in the addendum, at 2 p.m. on 22 October 20xx
at the Chief Accountant’s Office of the Ministry of xxxxxxxxxxxxx by the Bid
Opening Committee in the presence of representatives of bidders. The bidders’
names were announced and recorded. The Bid Opening Committee opened
the envelopes of the Technical proposals and examined the documents. All
the necessary papers, forms and schedules were signed by the members
of Committee on each of the envelopes. The Record of Bid Opening was
prepared soon after the bids were announced. A copy of the record is attached
as Appendix 1.
1.4
Basic Data
The key information of the bidding process was collected so that it would
be readily available. The basic information pertaining to the bidding was
summarized and is presented in Appendix 2.
FIRST STAGE BID EVALUATION REPORT
1.5
Bid Evaluation Committee
A Bid Evaluation Committee (BEC) comprising five senior officers was
established by the Executing Agency. The BEC members were:
(1)
Chairman
Additional Secretary
(2)
Member
Chief Accountant
(3)
Member
Mechanical Engineer
(4)
Member
Director (Engineering)
(5)
Member/Secretary
Project Director
The Committee decisions have been made on the basis of detailed discussions,
and views and the final decision was unanimous.
2.
Examination
of Bids
2.1 List of Bidders
The names of the bidders and their nationalities are shown in the following
table.
Bidder No.
1
2
3
4
5
6
7
8
9
2.2
Nationality
JV: Australia
JV: People’s Republic of ChinaIndia
People’s Republic of China
JV: People’s Republic of China–Malaysia
Singapore
Republic of Korea
Republic of Korea
India
Bid Documents (Technical Proposal)
The Technical proposals submitted were examined to verify that the bidders
had submitted all the documents and information required by the bidding
documents. The following were verified:
(i)
Form of Bid for Technical proposal;
(ii)
Joint Venture Agreement or Letter of Intent to Enter into an Agreement;
(iii) Presence of Power of Attorney and Propriety of Signature;
(iv) Documents establishing the eligibility of bidders and goods;
125
126
GUIDE ON BID EVALUATION
(v)
Documents required to assess the qualification of bidders, its
manufacturers and subcontractors; and
(vi)Schedules of particular information and documents required to establish
that the plant and services conform to the bidding documents.
The results of checking for completeness of bid documents are presented in
Table 1: Examination of Completeness of Bid Documents, and attached as
Appendix 3.
2.3
Propriety of Signature and Power of Attorney
All documents were signed in accordance with the Instructions to Bidders and
corrections were also initialed by the authorized person. The power of attorney
for signatory of Bidder no. 3 has been issued to bid in XXX. BEC requested the
bidder for clarification on this as per provisions of ITB 24.2 of bid documents
considering it is a non-material omission. Accordingly the bidder submitted
power of attorney giving authority for the signatory to bid for this project. BEC
accepted the power of attorney for the signatory. The power of attorney for the
signatory of all other bidders was acceptable. The information is included in
Table 1, Appendix 3.
3. Determination of
Substantial
Responsiveness
of Bids
3.1
Eligibility of Bidders, Plant and Services
In Clauses 4 and 5 of the Instructions to Bidders of the bidding documents it
was specified that the bidder, and the plant and the services to be supplied shall
be from an eligible source country of ADB. All bidders submitted certifications
and necessary documentation which indicated that they are nationals of an
eligible member country of ADB. Further, all bidders submitted certification
that they were not involved in the consulting services associated with this
contract (See Appendix 5, Table 3 of Substantial Responsiveness of Bids to
Commercial Terms).
3.2
Bidders’ Qualifications
The bidding documents required, in Clause 15 of the Instructions to Bidders,
that each bidder submit with the bid evidence of its Technical capability,
financial capacity and previous experience in similar works by completing
the forms and schedules provided in the bidding document. All bidders
submitted required forms and schedules satisfactorily. The detailed review of
the information to determine whether the bidder was qualified to perform the
requirements of the contract was carried out in accordance with the provisions
of the bidding documents. Requests for additional information and clarifications
were required for Bidder Nos. 4, 5, 7, and 9 regarding their qualifications/
experiences. The results of the review are summarized in Table 2: Evaluation
of Bidders’ Qualifications, and are attached as Appendix 4. The findings of the
review are briefly presented below.
FIRST STAGE BID EVALUATION REPORT
(a)
Bidder No. 1
The financial capacity of the bidder was sound. The lead partner of the JV is a
building construction contractor and does not possess similar works experience
required in the scope of work. The partner of the JV also does not have similar
works experience. Therefore, Bidder No. 1 was not qualified to undertake this
contract.
(b)
Bidder No. 2
The financial capacity of the bidder was sound. The lead partner is an irrigation
and flood drainage contractor. The lead partner has carried out one project of
storm water pumping project at a value of $26.79m which has similar scope.
The partner of the JV has carried out one wastewater treatment plant project of
$36.43 million including head work pumping. Clause 2.4.2 of section 3 of the
bidding documents requires two numbers of projects of similar nature where
the bidder’s participation exceeds $30 million. In case of JV, either partner can
meet this requirement but each partner must have one project of similar nature
of value at least $20 million. The JV has carried out only one similar project of
required value of $30 million. hence the JV does not fulfill the requirement of
similar works. Therefore, the Bidder no. 2 was not qualified to undertake this
contract.
(c)
Bidder No. 3
The financial capacity of the bidder was quite strong. The bidder has carried
out two similar projects as required in the bidding documents. The bidder’s
key activity experience submitted for “working in live sewerage system” has
been awarded in 2013. BEC decided that this project cannot be considered as
substantially completed project and hence requested for clarification on this as
per provisions of ITB 24.2 of bid documents considering these are nonmaterial
omissions. The bidder submitted experience certificate for this key activity of
a previous project. BEC reviewed the clarifications and accepted as adequate.
Therefore, the Bidder no. 3 was considered to have satisfactory experience to
undertake this contract.
(d)
Bidder No. 4
The financial capacity of the bidder was sound. As stated in the “Reorganization
Declaration” of the bidder the xxxxxx Machinery Complete Equipment (Group)
Co. Ltd. has become a subsidiary of the bidder. The two projects submitted
for similar experience have been carried out by xxxxxx Machinery Complete
Equipment (Group) Co. Ltd. However, these two projects are water supply
projects which do not include similar scope of work.
The bidder has submitted key activity experience of some other firms for key
activities of;1) designing, construction, installation and commissioning of
wastewater pumping stations, 2) design, supply and installation of SCADA
systems and 3) no-dig technology for pipe laying. The experience records of
these key activities submitted using Form Exp -2(b) have been carried out by
127
128
GUIDE ON BID EVALUATION
contractors namely; yyyyy Urban Construction Design & Research Institute,
yyyyy Electrical Automation Design Institute Co. Ltd, and yyyyy zz Construction
Co. Ltd.
Clarifications was requested form the bidder by a letter dated 10 January
2014 advising to submit the bidder’s relationship with the different firms who
had carried out key activities discussed above. It was also advised the bidder
to submit translated scope of work of projects submitted for Similar Works
experience and for Key Activity experience. The bidder did not submit the
clarifications by the date stipulated in the request letter. Therefore, the Bidder
no. 4 was not qualified to undertake this contract.
(e)
Bidder No. 5
The financial capacity of the bidder was sound. The leader of the JV of the
bidder has carried out water supply projects and one wastewater project. The
water supply project does not have similar scope. The bidder has indicated
in the Form Exp 2(a) of the wastewater project that the value of wastewater
project as $21.98 million whereas the translated certification shows the value
of the project as $10.8 million. Hence BEC considered that the bidder does not
qualify for the similar project experience. BEC requested for clarification on the
correctness of the value of the project. It was also not clear whether the scope
of the work of this project included design and construction of wastewater
pumping stations. In addition, the JV does not have experience of the key
activity of “training in Operation and Maintenance of wastewater pumping
station including developing training manuals and conducting training courses”.
BEC also requested clarifications from the bidder on the 1) value of the
wastewater project of the lead partner, 2) scope of work of the wastewater
project and 3) experience on training in operations & maintenance including
developing training manuals and conducting training courses for operations &
maintenance staff. The bidder submitted the clarifications.
With respect to the value of the wastewater project, the bidder stated that the
contract value given in the Form Exp 2(a) is correct as the value given in the
translated certificate is given in two different currencies ($10.8 million plus
FC810,000,000.00) and is approximately 21.8 million after converting FC to
United States dollar. The conversion rate is provided by the bidder with the
clarification. BEC accepted the clarification on the value of the wastewater
project.
With respect to the scope of the wastewater project, the bidder stated that the
scope included the design, construction of wastewater pumping stations.
With respect to the experience on training in operations & maintenance
including developing training manuals and conducting training courses for
operations & maintenance staff, the bidder submitted a project carried out by
the partner of JV with documentary evidence (copy of the BOQ of the particular
project carried out by the partner of the JV). BEC accepted the clarifications
submitted by the bidder as adequate.
FIRST STAGE BID EVALUATION REPORT
The partner of the JV has carried out two similar projects. Therefore the Bidder
no. 5 was also considered to have satisfactory experience to undertake this
contract.
(f)
Bidder No. 6
The financial capacity of the bidder was adequate. Bidder has carried out one
water supply project of required value. The scope of water supply project is not
similar. The other four projects submitted for wastewater are small in value as
against the value of the project specified in the bidding documents. The bidder
also does not have experience in key activities in working in live sewerage
systems, design, supply and installation of standalone and central SCADA
systems and training in operations & maintenance of wastewater pumping
stations. Hence the bidder does not comply with the requirements of Clause
2.4 of Section 3 of the bidding documents. Therefore, the Bidder no. 6 was not
qualified to undertake this contract.
(g)
Bidder No. 7
The financial capacity of the bidder was quite strong. Bidder has submitted
five projects for similar works. The two similar projects which considered for
evaluation do not clearly indicate whether the design and construction of
wastewater pumping stations. The bidder has proposed subcontractors for
working in live sewerage systems, design, supply and installation of SCADA
systems, and design and construction of force mains through subcontracting
agreements. The translation of subcontractor’s experience in working in live
sewerage system has not been certified. Also the experience of proposed
subcontractor for the SCADA system was unclear whether the subcontractor
has experience as required in the scope of work under this contract. BEC
requested for clarification on this as per provisions of ITB 24.2 of bid documents
considering these are nonmaterial omissions. Accordingly, the bidder submitted
clarifications on the similar works and with the translations of the completion
certificates of subcontractors. BEC reviewed the clarifications and accepted as
adequate.
Clarification was also requested on whether the key activity experience for
carrying out micro tunneling work of 2km length has been fulfilled in one
contract or not. The bidder submitted two projects carried out by the proposed
subcontractor of the bidder satisfying this requirement further. BEC accepted
the clarifications submitted by the bidder as adequate. Therefore, Bidder no. 7
was considered to have satisfactory experience to undertake this contract.
(h)
Bidder No. 8
The financial capacity of the bidder was strong. The bidder has submitted
audited financial statements for last 5 years and FIN -1 for 3 years. Clarification
was requested on this. Accordingly the bidder submitted FIN – 1 for 5 years.
Bidder has submitted two projects for similar works experience. The SCADA
experience submitted by the bidder was not within last 5 years as against the
requirement. Clarification was also requested on this as per provisions of ITB
129
130
GUIDE ON BID EVALUATION
24.2 of bid documents considering this is nonmaterial omission. Accordingly
the bidder submitted clarification stating that the scope of the first similar
experience project included SCADA and provided Bill of Quantities of said
project as documentary evidence. BEC accepted this experience as adequate.
Therefore, Bidder no. 8 was considered to have satisfactory experience to
undertake this contract.
(i)
Bidder No. 9
The financial capacity of the bidder was sound. The bidder has submitted
two projects for similar project criteria. One of the similar projects has been
carried out by the xxxxx in Country A. The XXXX Group has been re-formed
by reunification of xxxxx City C and xxxxx City V. Hence the BEC accepted the
bidder’s claim on the experience of this similar project.
The scope of the project submitted as the proof for key activity experience of
working in live sewerage system was not clear. Also the documentary proof
submitted for SCADA works was unsigned. Clarifications were requested from
the bidder on these two issues. Accordingly, the bidder submitted clarifications
with documentary evidence. BEC accepted this experience as adequate.
Therefore, Bidder No. 9 was considered to have satisfactory experience to
undertake this contract.
3.3
Compliance with Commercial Terms and Conditions
3.3.1
Terms of Payment and Reservations to Commercial Conditions
All bidders accepted the terms and conditions of the bidding documents
with respect to payments and also accepted the price adjustment provisions
and specified mechanism for the determination of price adjustments. None
of the proposals contained serious reservations to the major commercial
conditions of the bidding documents. All bidders accepted the provisions for
liquidated damages, functional guarantees and the corresponding adjustments,
performance security, insurance and other stipulations for the transportation of
goods, warranty conditions, and after sales service.
3.3.2
Time for Completion/Contract Execution Schedule
The contract execution schedules and sequence of delivery of major units of
plant were evaluated in detail and compared with the requirements of the bidding
documents. The contract execution schedules submitted by the bidders were
generally in order. All the bidders’ proposed contract execution schedules that
met the completion requirement of 36 months for the total scope of work. The
results of the review were summarized in Table 3: Substantive Responsiveness
of Bids and are attached as Appendix 5.
FIRST STAGE BID EVALUATION REPORT
4. Detailed Evaluation for
Technical Requirements
4.1
Nonresponsive Bids and Responsive Bids
As discussed in Section 3, in particular subsection 3.2, Bidders’ Qualifications,
out of the nine bidders who submitted bids, the bids of five bidders were
determined as substantially responsive to the requirements of the bidding
documents. The other four bidders were determined as nonresponsive as they
did not have the minimum experience requirements stipulated in the bidding
documents. Their bids were rejected and thus excluded from further evaluation.
The list of responsive and nonresponsive bidders is as follows:
A. Responsive Bidders
1) Bidder No. 3
2) Bidder No. 5
3) Bidder No. 7
4) Bidder No. 8
5) Bidder No. 9
B.
Nonresponsive Bidders
1) Bidder No. 1
2) Bidder No. 2
3) Bidder No. 4
4) Bidder No. 6
4.2
Evaluation of Technical Requirements of Responsive Bids
The scope of work, Technical information, and data submitted by the bidders
were scrutinized in detail and comparisons were carried out with the Technical
requirements of the bidding documents. All five bidders submitted substantially
complete information and generally satisfied the Technical requirements
of the bidding documents. Because of the nature of the rehabilitation works
and the size of the plant and equipment involved, many clarifications and
additional information were required to assess the Technical acceptability and
standards of the goods, equipment and services offered, and also to assess the
completeness of the scope of renovation works. The results of the scrutiny are
summarized in Table 4: Salient Technical Features of Bids (Technical proposals)
and attached as Appendix 6. The minor adjustments required in the bidder’s
Technical proposals were as follows:
4.2.1.
Bidder No. 3
(a) CVs of Experts/Personnel
Proposed key experts/personnel are acceptable. Alternative personnel proposed
were not considered for evaluation. Previous experience of proposed Civil/
Structural Engineer is not detailed enough and the CV of the person who will
131
132
GUIDE ON BID EVALUATION
be in-charge of commissioning has not been submitted. Proposed organization
chart of the bidder for the different stages in the contract was not given.
Hence, CVs of Civil/Structural Engineer and person in-charge of commissioning
with detailed previous experiences are required. Organization chart showing
different stages of the project implementation with names of the persons are
required.
(b) Exceptions and deviations
The bidder has proposed impeller free passage as 75-100mm whereas the bid
requires 100mm free passage. As it was understood that 100mm free passage
reduces the pump efficiency Addendum no. 3 was issued and the bidder has to
fulfill the requirement given in the addendum.
Bidder has proposed new performance testing standards. The bid specifies
the previous version. Bidder needs to confirm that whether he agrees for the
standards specified in the bid.
(c) Layouts
Bidder has submitted layout plans to demonstrate concept for pumping
stations identified for complete new construction. Bidder needs to understand
that it requires optimizing the operations & maintenance friendliness in
pumping stations and hence needs to confirm that he understands this. No
changes are done to the concept drawings of pumping stations identified for
rehabilitation. Bidder has to provide changes if any for these pumping stations
as well for evaluation. In both cases; pumping stations identified for complete
new construction and pumping stations identified for rehabilitation bidder has
to provide details by consider revised flows given in Addendum no. 3.
(d) Local Agent and Capability for Repair
Bidder has proposed a local agent but this cannot be accepted for all equipment.
In the absence of an accredited agent appointed by the manufacturer, the
bidder’s proposed agent can be accepted. In the Second-Stage Bid submission
bidder has to comply with the requirements given in Addendum no. 3.
(e) Subcontractors
Bidder has not stated whether he intends to subcontract parts of civil construction
and mechanical installations. If bidder wishes to engage subcontractors, the
details of subcontractors are required to provide for evaluation.
(f) Design Subcontractors
Bidder has indicated that all designs to be carried out in-house. However this
needs to be confirmed by the bidder.
FIRST STAGE BID EVALUATION REPORT
The bidder has shown 756 days for designs. The bidder has to ensure that with
756 days of design period that he can complete the work as per the scheduled
time period of the bid. The SCADA system design proposed is a reproduction of
what is given in the bidding document. Bidder needs to submit his assessment
on what is given in the bidding document or his own proposal for reviewing and
acceptance.
(g)
Operations of Pumping Stations during Construction
The work will be carried out in live pumping stations and the bidder has to
operate the pumping stations during the construction stage while meeting the
national environmental regulations. Bidder needs to confirm that his proposed
diversion arrangement can meet this requirement.
(h)
Precommissioning, Commissioning, and Functional Guarantee Tests
Bidder has not submitted commissioning testing plan and the functional
guarantee testing plan for evaluation. Addendum no. 3 has been issued for
precommissioning, commissioning and functional guarantee test plans. The
bidder has to submit test plans accordingly.
(i) Civil Works
Bidder has not provided demolition plan and debris removal for pumping
stations. Proposed layout plans of pumping stations have been provided. Bidder
has to confirm that proposed layout plans assures the operational issues, health
and safety of workers and hydraulic requirements.
Septage disposal at xxxxxxx pumping station has not been identified in the
bidder’s proposal. Bidder has to provide this. The structural investigations that
the bidder intends to carryout to assess the structural stability of pumping
stations to be rehabilitated are not provided. In the bidder’s proposal the flood
frequency against which the pumping stations are planned to be designed is not
given.
The bidder has been provided the layout of the proposed force mains. Based on
this, the bidder has to determine the locations of valves and accordingly what
environmental safeguards against odour and pollution are considered. The
method of construction proposed needs confirmation from the bidder that he
understands construction issues.
(j) Construction and Construction Management
Proposed organization structure indicates that civil works to be managed by
electrical/mechanical engineers. The scope of work involves large scale civil
works. Hence the proposed management arrangement is not acceptable and
there need to be a senior manager for civil works. Bidder needs to confirm
this. Construction schedule does not show the laying of pumping mains. In
the proposed organization structure, QA/QC organization arrangement is not
clear enough.
133
134
GUIDE ON BID EVALUATION
Details of flow diversion and operation of pumping stations during the
construction stage are not detailed enough. Bidder has not shown that he
understood the work involved with the overflow arrangement. A confirmation
is required from the bidder he has the understanding on the issue. Bidder
needs to operate the pumping station during construction. However the bidder
has not stated how he plans to do this. With respect to the pumping stations
identified for rehabilitation, the bidder needs to investigate and strengthen
existing sumps where necessary. Bidder has to confirm that he will carry
out this.
(k) Method Statement
The method statements for mechanical is submitted and adequately addressed.
(l) Grit Removal system
The layouts proposed show screened wastewater turns 900 bend to the grit
removal system. This is not appropriate as silt tends to deposit. The clarification
submitted by the bidder is not adequate enough to justify siltation can be
prevented. Hence the bidder needs to confirm this at detail design stage and
if it founds as inappropriate to provide a suitable arrangement. The guaranteed
grit removal rate of the proposed mechanism to be confirmed for the pumping
stations identified for rehabilitation.
The proposed manufacturer for grit pump is a grit process equipment
manufacturer. Bidder has to submit a grit pump manufacturer for evaluation.
The type of grit pump proposed for existing pumping stations is not clear.
Bidder has to clearly state this. The site layouts of the bidder show that the
proposed grit removal mechanism as vortex type.
Bidder needs to confirm at the Second-Stage Bid that the hydraulic solution
of the grit removal system shall satisfy the flows in 2015 and 2030 as per the
revised flows provided in Addendum no. 3.
(m) Coarse Screens, Screw Conveyor, and Compactor
Bidder has not submitted process solution for screen removal. Bidder needs to
confirm manufacturer(s) for screens, screw conveyor and screened compactor
in the second stage bid. Bidder needs to confirm at the second stage bid that
the hydraulic solution of the coarse screen shall satisfy the flows in 2015 and
2030 as per the revised flows provided in Addendum no. 3.
(n) Pumps, Booster Pumps, and Sump pumps
Bidder has not demonstrated the pump selection criteria. Pump capacities
proposed by the bidder shall satisfy the flows in 2015 and 2030 as given in
Addendum no. 3.
FIRST STAGE BID EVALUATION REPORT
(o) Piping within Pumping Station
Bidder has not given the details of the proposed pipe manufacturer. Hence the
bidder has to provide details for evaluation.
(p) Penstocks, Gate Valves, Check Valves, and Cranes
The bidder shall confirm his manufacturer(s) for penstocks, gate valves, check
valves and cranes.
(q) Ventilation System, Extract Fans, and Filters
The bidder shall confirm his manufacturer(s) for activated carbon filter.
(r) Electrical
Bidder has proposed acceptable brands for all electrical equipment except
for actuators. Past experience of diesel generator manufacturer has not been
provided. Hence the bidder has to provide the details of manufacturer and local
agent of actuators and the past experience of manufacturer of diesel generator
for review and acceptance.
(s) Instrumentation and SCADA system
Bidder proposes number of manufacturer’s for field measuring equipment.
The bidder needs to confirm the manufacturer at the Second-Stage Bid. The
proposed local support for field measuring equipment is not acceptable as per
the requirements in the bid.
The details of the developer of the software and the agreement with the local
agent for the central SCADA system have not been submitted. Bidder needs to
provide this for evaluation purposes.
Bidder proposed the manufacturer and local agent for ICA panels. However
bidder has failed to provide details of responsibilities of design and production of
drawings, fabrication and factory testing of panels, initial and site programming
of ICA panel and SCADA system and after sales support. Bidder needs to
provide them at Second-Stage Bid.
Bidder’s proposal of “Integration of the SCADA system of the existing three
pumping stations” is a reproduction of what is given in the bidding document.
Bidder needs to submit his assessment on what is given in the bidding document
or his own proposal for reviewing and acceptance.
135
136
GUIDE ON BID EVALUATION
4.2.2
Bidder No. 5
(a) CVs of Experts/Personnel
The CVs of proposed key experts/personnel, Civil/Structural Engineer and
person in charge of commissioning show that the team capacity is not adequate.
Bidder has to provide full descriptive CVs with relevant experience for review.
Bidder also needs to submit commissioning and testing organization chart with
the Second-Stage Bid.
(b) Exceptions and Deviations
No exceptions or deviations to the bidding documents given in the submission.
However it was noted in the bid, the bidder has stated less removal efficiency.
Bidder needs to refer Addendum no. 3 and confirm the removal efficiency with
the Second-Stage Bid.
(c) Layouts
Bidder has submitted layout drawings showing process equipment. Bidder
needs to submit site layout drawings to demonstrate actual size of proposed
structures. The layout submitted for fort pumping station is not practicable as
the available land is not adequate.
(d) Local Agent and Capability for Repair
Bidder has proposed local agents only for PLC and SCADA system. Bidder
needs to propose local agent(s) for all other imported equipment as specified
in the bidding documents and Addendum no. 3.
(e) Spares
The list of spare parts has not been provided. The bidder has to submit the list
of spare parts for 5 years operation based on manufacturer’s recommendation.
Additionally the bidder has to propose spare parts which are not readily available
with the local agent for employer to determine to procure in price schedules 1
and 2 provided in the bid.
(f) Subcontractors
Bidder has not stated whether he intends to sub-contract parts of mechanical
installations. If bidder wishes to engage subcontractors, the details of
subcontractors are required to be provided for evaluation. If the bidder intends
to carry out no-dig pipe laying by himself, bidder has to provide proof of previous
work.
(g) Design Subcontractors
Bidder has not provided the details of how he is going to do the designs. If this to
be subcontracted the bidder needs to provide the details of subcontractor for
evaluation and their willingness.
FIRST STAGE BID EVALUATION REPORT
(h) Operations of Pumping Stations during Construction
The work will be carried out live pumping stations and the bidder has to operate
the pumping stations during the construction stage while meeting the national
environmental regulations. Bidder needs to confirm that his proposed diversion
arrangement can meet this requirement.
(i) Precommissioning, Commissioning, and Functional Guarantee Tests
Bidder has not submitted commissioning testing plan and the functional
guarantee testing plan for evaluation. Addendum no. 3 has been issued for
precommissioning, commissioning and functional guarantee test plans. The
bidder has to submit test plans accordingly.
(j) Civil Works
Bidder has not provided demolition plan and removal of debris from pumping
stations. Proposed layout plans of pumping stations have not been provided.
Bidder has reproduced the layout plans given in the bidding documents without
any value addition. The bidder has to ensure operational issues and hydraulic
requirements have been taken into account when submitting his proposed
layout plans. Septage disposal at xxxxxxx pumping station has not been
identified. The structural investigations that the bidder intends to carryout to
assess the structural stability of pumping stations to be rehabilitated are not
provided.
Details of proposed force mains such as locations of valves, addressing
environmental issues and construction issues are not given.
(k) Construction and Construction Management
Construction method statement submitted does not include the details of
bypass arrangement during construction, compliance with environmental
safeguard requirements, quality control and health and safety aspects. The
mobilization schedule does not cover the equipment and human resource
mobilization required for the entire contract period. In the proposed organization
structure, specialist required for underground work is not identified and QA/
QC organization arrangement is not clear enough. The EMP submitted is not
specific to this project and a general approach. Details of flow diversion and
operation of pumping stations during the construction stage are not provided.
Bidder has reproduced the section in the bidding documents on structural
improvement of pumping stations identified for rehabilitation without any value
addition. Bidder needs to confirm whether this solution is acceptable or needs
any modification at the Second-Stage Bidding and provide details discussed on
the above paragraph.
(l) Method Statement
The method statement for mechanical, electrical and instrumentation are too
generic and bidder needs to provide them in detail.
137
138
GUIDE ON BID EVALUATION
(m) Grit Removal system
The drawings of proposed grit removal system have not been provided. Bidder
needs to provide this to assess the geometry and arrangement. Proposed
manufacturer of grit pump is not given. Bidder has proposed vacuum pump as
the grit pump and it is not acceptable. The proposed grit removal mechanism
for the pumping stations identified for rehabilitation is not clear. Bidder needs
to submit the mechanism clearly for evaluation.
Bidder needs to confirm at the Second-Stage Bid that the hydraulic solution
of the grit removal system shall satisfy the flows in 2015 and 2030 as per the
revised flows provided in Addendum no. 3.
(n) Coarse Screens, Screw Conveyor and Compactor
Bidder has not submitted process solution for screen removal. Bidder has
proposed number of manufacturers for coarse screens, screw conveyor and
compactor. Bidder needs to be firm about manufacturers for each at the
Second-Stage Bid. Bidder needs to confirm at the Second-Stage Bid that the
hydraulic solution of the grit removal system shall satisfy the flows in 2015 and
2030 as per the revised flows provided in Addendum no. 3.
(o) Pumps, Booster Pumps and Sump pumps
Bidder has proposed number of manufacturers for main pumps, booster pumps
and sump pumps. Bidder needs to be firm about manufacturers for each at SecondStage Bid. There are discrepancies in the flows in Technical schedules submitted by
the bidder and needs to be clarified. The bidder has not demonstrated the pump
selection criteria to meet design flow conditions in 2015 and 2030.
Pump capacities proposed by the bidder shall satisfy the flows in 2015 and
2030 as given in Addendum no. 3.
(p) Piping within Pumping Station
Bidder needs to comply with the specifications of pipe material. This needs to
be confirmed with the Second-Stage Bid.
(q) Penstocks, Gate Valves, Check Valves, and Cranes
The information provided about the penstock manufacturer is not adequate to
evaluate. Bidder shall be firm about his manufacturer(s) for gate valves, check
valves and cranes.
(r) Ventilation System, Extract Fans, and Filters
Proposed manufacturer for the ventilation system does not comply with
specifications. The bidder shall confirm his manufacturer for activated carbon
filter. The proposed activated carbon filter does not meet the requirement of
removal of H2S and organic sulphur compounds. The bidder has to provide
these details to evaluate the acceptability.
FIRST STAGE BID EVALUATION REPORT
(s) Electrical
Bidder has proposed number of manufacturers for electrical panels, diesel
generator and motors. Bidder needs to be firm about manufacturer of each and
submit accordingly for evaluation at the Second-Stage Bid.
(t)
Instrumentation and SCADA system
Bidder has to submit the copy of agreement with local agent for support of the
software and programming of the proposed SCADA system. Clarification given
by the bidder regarding the proposed manufacturer of ICA panels is vague and
not acceptable. Bidder has failed to provide details of responsibilities of design
and production of drawings, fabrication and factory testing of panels, initial and
site programming of ICA panel and SCADA system and after sales support.
Bidder has not submitted an acceptable mechanism for integration of the
SCADA system of the existing three pumping stations based on the details
given in the bidding document. Bidder needs to submit his assessment with the
Second-Stage Bid based on the information provided at this stage.
4.2.3
Bidder No.7
(a)
CVs of Experts/Personnel
The details given in CVs of proposed key experts/personnel are inadequate.
Bidder requires providing relevant experience, size, capacity, project value of
previous projects for evaluation. The CV of the person who will be in-charge
of commissioning has not been submitted. The team responsible for structural
strengthening of pumping stations identified for rehabilitation is not detailed
enough. Hence, CVs with detailed previous experiences is required to be
submitted at the Second-Stage Bid.
(b) Exceptions and Deviations
Grit removal efficiency does not comply with the specification. A clear
explanation is required to be submitted about this deviation for review. Bidder
proposed to use existing grit chambers of the pumping stations identified for
rehabilitation for grit removing. Grit is a serious issue and hence this would not
be feasible due to the capacity issue. The clarification submitted by the bidder
is not acceptable as it does not promote separation of grit particles. The bidder
needs to submit a proper solution with the Second-Stage Bid.
(c) Layouts
Bidder has submitted layout plans to demonstrate concept for all the pumping
stations. For some of the pumping stations the bidder has proposed two
separate sumps. Bidder has to provide reasons for this suggestion for evaluation
and also confirm his proposal for grit removal based on the revised flows given
in Addendum no. 3.
139
140
GUIDE ON BID EVALUATION
(d) Local Agent and Capability for Repair
Bidder has provided a list of the local agents but has to provide the documentary
evidence to confirm the capability of the local agent. The requirement of the
local agent for mechanical items were amended through the Addendum no. 3
issued to the bidders and the bidder has to provide the details of local agent and
its capacities accordingly.
(e) Spares
Bidder has provided a list of spare parts. Bidder will have to confirm the
requirements given in the bid documents by submitting the list of spare parts
for 5 years operation based on manufacturer’s recommendation. Additionally
the bidder has to propose spare parts which were not readily available with the
local agent for employer to determine to procure in price schedules 1 and 2
provided in the bid.
(f) Subcontractors
Bidder has provided the details of proposed subcontractors for parts of civil
construction and mechanical installations.
(g) Design Subcontractors
Bidder has not provided the details of how he is going to do the designs. If this
to be subcontracted the bidder needs to provide the details of subcontractor
and their willingness.
(h) Operations of Pumping Stations during Construction
The work will be carried out live pumping stations and the bidder has to
operate the pumping stations during the construction stage while meeting the
environmental regulations. Bidder needs to confirm that his proposed diversion
arrangement can meet this requirement.
(i) Precommissioning, Commissioning and Functional Guarantee Tests
Bidder has submitted precommissioning, commissioning testing plan and the
functional guarantee testing plan for evaluation. Addendum no. 3 has been
issued for precommissioning, commissioning, and functional guarantee test
plans. The bidder has to submit test plans accordingly.
(j) Civil Works
Bidder has not provided demolition plan and debris removal for pumping
stations. Proposed layout plans of pumping stations have been provided. Bidder
has to confirm that proposed layout plans assures the operational issues and
hydraulic requirements. Septage disposal at xxxxxx pumping station has been
provided. The bidder has to confirm that separate screening and grit removal
system will be provided for septage management. The structural investigations
FIRST STAGE BID EVALUATION REPORT
that the bidder intends to carryout to assess the structural stability of pumping
stations identified for rehabilitation are not provided. Details of proposed force
mains such as locations of valves are given and the bidder has to confirm the
adequacy of them. Addressing environmental safeguards against odor of the
force mains has to be provided.
(k) Construction and Construction Management
Bidder’s work plan, construction schedule, and the organization chart are
acceptable. The mobilization schedule has to be revised to include the
equipment required for entire contract period. Details of flow diversion and
operation of pumping stations during the construction stage are detailed
adequately.
Bidder’s proposal does not confirm that the bidder is ready to investigate
and strengthen the existing structures of pumping station identified for
rehabilitation. Hence structural strengthening of sumps of pumping stations
identified for rehabilitation is not adequately addressed.
(l) Method Statement
The method statements are provided and adequately detailed.
(m) Grit Removal System
The proposed grit removal system of some of the pumping stations has not
taken into account how to optimize the present mechanism. The bidder
needs to provide this. Grit containers and classifiers have been proposed in
pretreatment area close to the screening containers. However this has not
shown in the proposed pumping station layouts. The guaranteed grit removal
rate of the proposed mechanism needs to be confirmed.
Bidder has proposed manufacturers for grit pump and grit classifier but needs to
be firm about the proposed manufacturers. Bidder has not confirmed that the
proposed grit removal systems of some of the pumping stations are capable to
meet the requirements in 2015 and 2030 as required in the bidding documents.
Bidder needs to confirm at the Second-Stage Bid that the hydraulic solution
of the grit removal system shall satisfy the flows in 2015 and 2030 as per the
revised flows provided in Addendum no. 3.
(n)
Coarse Screens, Screw Conveyor, and Compactor
Bidder has submitted manufacturers and process solution for screening and
screen removal. However the bidder needs to be firm about his manufacturers
for screens, screw conveyor and screened compactor.
Bidder needs to confirm at the Second-Stage Bid that the hydraulic solution
of the grit removal system shall satisfy the flows in 2015 and 2030 as per the
revised flows provided in Addendum no. 3.
141
142
GUIDE ON BID EVALUATION
(o) Pumps, Booster Pumps, and Sump pumps
Bidder has demonstrated the pump selection criteria. The pump curves required
to match for 2015 and 2030 flows. Bidder needs to provide manufacturer
details of sump pump and be firm about the manufacturers of main pumps and
booster pumps. Pump capacities proposed by the bidder shall satisfy the flows
in 2015 and 2030 as given in Addendum no. 3.
(p) Piping within Pumping Station
The details of the proposed pipe manufacturer of the bidder are not adequately
given.
(q) Penstocks, Gate Valves, Check Valves, and Cranes
The bidder shall be firm about his manufacturer for penstocks, gate valves,
check valves and cranes. The manufacturer’s authorization provided does not
comply with the list make selected under “Make and Country of Manufacturer.”
Bidder needs to clarify this.
(r) Ventilation System, Extract Fans, and Filters
Extract air duct ventilation system proposed by the bidder doses not comply
with the specifications. Hence the bidder needs to confirm to the specifications.
The proposed activated carbon filter does not meet the requirement of removal
of H2S and organic sulphur compounds. The bidder has to provide these details
to evaluate the acceptability.
(s) Electrical
Bidder has to be firm about the manufacturer of the diesel generator and the
capacities or capacity calculations of generators are required to be provided.
(t) Instrumentation and SCADA system
Bidder proposed the manufacturer and local agent for ICA panels. However
bidder has failed to provide details of responsibilities of design and production of
drawings, fabrication and factory testing of panels, initial and site programming
of ICA panel and SCADA system and after sales support. Proposal of how
integrating the SCADA system of the existing three pumping stations is
submitted but needs to be elaborated.
4.2.4
Bidder No.8
(a) CVs of Experts/Personnel
The CVs of proposed key experts/personnel are incomplete as those are not
descriptive with relevant experience, size and capacity of pumping stations
handled. The rehabilitation of pumping stations requires strengthening of
existing sumps of pumping stations. The CV of the person who will be in-charge
FIRST STAGE BID EVALUATION REPORT
of commissioning has not been submitted. Hence CVs with detailed previous
experiences is required with the Second-Stage Bid.
(b) Exceptions and Deviations
Bidder has not deviated from the reference standards and from reference
specifications. Bidder proposed to use existing grit chambers of the pumping
stations identified for rehabilitation for grit removing. Grit is a serious issue
and hence this would not be feasible due to the capacity issue. The proposal
submitted by the bidder is not acceptable. The bidder needs to submit a proper
solution with the Second-Stage Bid.
(c) Layouts
Bidder has submitted same layout plans given in the bidding documents. The
bidder needs to propose his own layouts based on his proposal while confirming
the operator and maintenance friendliness.
(d) Local Agent and Capability for Repair
Bidder has proposed a local agent but this cannot be accepted for all equipment.
In the absence of an accredited agent appointed by the manufacturer, the
bidder’s proposed agent can be considered provided that bidder submits
proofs to confirm the local agent is fully capable of providing after sales service
as per the requirements of the bidding documents. In the Second-Stage Bid
submission bidder has to comply with the requirements given in the Addendum
no. 3.
(e) Spares
The list of spare parts has not been provided. The bidder has to submit the list of
spare parts for 5 years operation based on the manufacturer’s recommendation.
(f) Subcontractors
Bidder has provided a list of subcontractors. No documentary evidence of
statement of engagement or willingness of proposed subcontractors to work
in the project. Bidder needs to provide this information with the Second-Stage
Bid.
(g) Design Subcontractors
Bidder has not provided the details of how he is going to do the designs. If this
to be subcontracted the bidder needs to provide the details of subcontractor
and their willingness.
Design criteria for civil, mechanical, electrical and instrumentation are not
comprehensive enough. Proposed surge analysis system is not acceptable.
The SCADA system design proposed is generally acceptable.
143
144
GUIDE ON BID EVALUATION
(h) Operations of Pumping Stations during Construction
The work will be carried out live in pumping stations and the bidder has to
operate the pumping stations during the construction stage while meeting the
environmental regulations. Bidder needs to confirm that his proposed diversion
arrangement can meet this requirement.
(i) Precommissioning, Commissioning, and Functional Guarantee Tests
Bidder has not submitted detail plans of above. Addendum no. 3 has been
issued for precommissioning, commissioning, and functional guarantee test
plans. The bidder has to submit test plans accordingly.
(j) Civil Works
Bidder has provided demolition plan, proposed layout plans of pumping
stations. However the bidder has to provide internal layout and architecture
of the pumping stations with due consideration of operation of pumping
stations, health and safety aspect etc. The structural investigations that the
bidder intends to carryout to assess the structural stability of pumping stations
identified for rehabilitation are not provided. Details of proposed force mains
such as locations and sizes of valves, addressing environmental issues and
method of construction are not given. Bidder needs to provide these details
with the Second-Stage Bid.
(k) Construction and Construction Management
Method statement submitted by the bidder is not detailed enough and do not
address how the bidder is going to tackle the sub surface conditions such as
high ground water, adverse geological conditions etc at pumping station sites.
The method of constructing pumping mains is not described. The mobilization
schedule submitted has to be detailed to show the resource requirement for the
entire construction period. The QA/QC plan, EMP and Health and Safety plan
shall be specific to the work under this contract. Bidder’s proposal for overflows
seems that the bidder has no understanding of providing overflows for pumping
stations identified for new construction. Bidder requires reviewing the scope
given and submitting his proposal with the Second-Stage Bid. Bidder has not
submitted the operational plan of the pumping stations during construction and
how the existing structures of pumping stations identified for rehabilitation will
be strengthen. Bidder needs to submit these details with the Second-Stage Bid.
(l) Method Statement
The method statement for mechanical, electrical and instrumentation is not
detailed enough. Bidder has to submit the detailed method statement at the
Second-Stage Bid.
FIRST STAGE BID EVALUATION REPORT
(m) Grit Removal system
Bidder proposes to use existing grit traps of pumping stations identified for
rehabilitation. Due to insufficient capacity of the grit traps this solution will not
be satisfactory. The bidder needs to submit satisfactory solution for this. The
capacities of grit removal systems for each pumping station for 2015 and 2030
flows have not been evaluated by the bidder.
Bidder needs to confirm at the Second-Stage Bid that the hydraulic solution
of the grit removal system shall satisfy the flows in 2015 and 2030 as per the
revised flows provided in Addendum no. 3.
(n) Coarse Screens, Screw Conveyor, and Compactor
Bidder has submitted manufacturers for coarse screens, screw conveyor and
compactor. Bidder needs to confirm at the Second-Stage Bid that the hydraulic
solution of the screen removal system shall satisfy the flows in 2015 and 2030
as per the revised flows provided in Addendum no. 3.
(o) Pumps, Booster Pumps, and Sump pumps
Bidder has not demonstrated the pump selection criteria adequately. Proposed
manufacturer for booster pump is not acceptable with the requirements in the
bidding document.
Pump capacities proposed by the bidder shall satisfy the flows in 2015 and
2030 as given in Addendum no. 3.
(p) Piping within Pumping Station
The bidder has to provide the proposed pipe system and manufacturer of the
pipes. Bidder needs to provide these details with the Second-Stage Bid.
(q) Penstocks, Gate Valves, Check Valves, and Cranes
The bidder has not proposed manufacturers and process solutions for gate
valves and check valves. Proposed manufacturer for the crane is not acceptable
as it does not fulfill the specifications. Bidder needs to provide these details
with the Second-Stage Bid.
(r) Ventilation System, Extract Fans, and Filters
The bidder has not provided the process solutions of the ventilation system.
The proposed activated carbon filter does not meet the requirement of removal
of H2S and organic sulphur compounds. The bidder has to provide these details
with the Second-Stage Bid.
145
146
GUIDE ON BID EVALUATION
(s) Electrical
Bidder has indicated that capacity requirement of the diesel generator. However
the bidder has to submit capacity calculation based on the manufacturer’s
software which will be chosen by the bidder as per the specifications. To comply
with the environmental requirements the noise level reduction of the generator
to the acceptable level is required. This cannot be achieved with open type
generators. Bidder shall provide confirmation on these requirements with the
Second-Stage Bid.
(t) Instrumentation and SCADA system
Bidder has proposed local agent for ICA panels. However no records of past
experience submitted as required in the b id and hence not acceptable. Bidder
has failed to provide details of responsibilities of design and production of
drawings, fabrication and factory testing of panels, initial and site programming
of ICA panel and SCADA system and after sales support. Integration of the
SCADA system of the existing three pumping stations is provided. But more
information is required. Bidder needs to provide these information with the
Second-Stage Bid.
4.2.5
Bidder No.9
(a) CVs of Experts/Personnel
The CVs of proposed key experts/personnel are incomplete as those do not
contain the details of previous experience. The rehabilitation of pumping
stations requires strengthening of existing sumps of pumping stations. The
Civil/Structural expert shall have experience on such work. The organization
plan detailing with person in charge of commissioning during commissioning
period is required to evaluate the bidder’s preparedness. The bidder will have
to provide detail CVs to assess the capacity with the Second-Stage Bid. It is
observed that some of the experts in the list of experts proposed are different
from the CVs submitted.
(b) Exceptions and Deviations
The bidder has proposed impeller free passage as 50-75mm whereas the bid
requires 100mm free passage. As it was understood that 100mm free passage
reduces the pump efficiency Addendum no. 3 was issued and the bidder has to
fulfill the requirement given in the addendum.
Bidder has made exceptions and assumptions in mechanical, electrical, and
general requirements. The mechanical and electrical deviations from the
specifications are not acceptable and the bidder needs to confirm to the
specifications. The assumptions made in terms of general requirements such
as local taxes, providing spares and tools for operation during construction are
deviations to the bidding documents. The bidder will require confirming to the
above requirements in the bidding documents at the Second-Stage Bid.
FIRST STAGE BID EVALUATION REPORT
The work is to be carried out in fenced boundaries of pumping station premises
which have already established with other utilities such as electrical substations.
Hence the proposed space requirement for electrical rooms in the drawings is
not matching. The bidder has to rearrange the location and space requirements
accordingly and submit with Second-Stage Bid.
(c) Layouts
Bidder has submitted layout plans for new pumping stations. The layouts were
not submitted for pumping stations scheduled for rehabilitation. The bidder
needs to understand that proposal for grit removal in these pumping stations is
required as grit is a serious issue. Bidder needs to submit his proposals by taking
into account the geometry of the existing pumping station with the SecondStage Bid for evaluation.
(d) Local Agent and Capability for Repair
Bidder has not stated the details of proposed local agents for electromechanical
and instrumentation equipment. The requirement of the local agent for
mechanical items were amended through the Addendum no. 3 issued to the
bidders and the bidder has to provide the details of local agent and its capacities.
(e) Spares
The bidder has to submit the list of spare parts for 5 years operation based
on manufacturer’s recommendation. Additionally the bidder has to propose
spare parts which are not readily available with the local agent for employer to
determine to procure in price schedules 1 and 2 provided in the bid.
(f) Subcontractors
Bidder stated that it is a EPC company and the civil agency will nominate to
execute the civil works. This is not acceptable and the bidder has to propose
his subcontractors for evaluation. Bidder intends to subcontract Mechanical
installations as well. However the list of subcontractors and the willingness of
subcontractors to work with the bidder are not submitted.
Under Design Criteria–Technical Schedule-Mechanical, the bidder has
proposed two names whereas under subcontractor bidder has proposed several
names as subcontractors for supplying equipment. Bidder needs to provide
more specifically the choice of subcontractors confirming to the requirements
given in the bidding documents at the Second-Stage Bid.
(g) Design Subcontractors
Bidder has not provided the details of how he is going to do the designs. If this to
be subcontracted the bidder needs to provide the details of subcontractor and
their willingness at the Second-Stage Bid.
147
148
GUIDE ON BID EVALUATION
The work program of the bidder indicates short period for investigations and
designs. Due consideration has not been given for completion of designs and
drawings before the commencement of construction.
Bidder has not given how he proposes to improve the structural stability of the
pumping stations of the ones identified for rehabilitation. Bidder has neither
stated that he is going to adopt the methods suggested in the bidding document
nor his own method.
The SCADA system design proposed is a reproduction of what is given in the
bidding document. Bidder needs to submit his assessment on what is given in
the bidding document or his own proposal with the Second-Stage Bid.
(h) Operations of Pumping Stations during Construction
The work will be carried out in live pumping stations and the bidder has to
operate the pumping stations during the construction stage while meeting the
environmental regulations. Bidder needs to confirm that his proposed diversion
arrangement can meet this requirement.
(i) Precommissioning, Commissioning, and Functional Guarantee Tests
Bidder has not submitted detail plans of above. Addendum no. 3 has been
issued for precommissioning, commissioning, and functional guarantee test
plans. The bidder has to submit test plans accordingly.
(j) Civil Works
Bidder has not provided demolition plan of pumping stations identified for
rehabilitation. Bidder has reproduced layout plans given in the bidding document.
Bidder is required to review the layout plans by taking into account operational
issues, hydraulic requirements, health and safety and accessibility to repair
etc. The structural investigations that the bidder intends to carryout to assess
the structural stability of pumping stations identified for rehabilitation are not
provided. Details of proposed force mains such as locations and sizes of valves,
addressing environmental issues and method of construction are not given.
Bidder has not considered septage management requirement at xxxxxxx pumping
station. Bidder is required to provide these details with the second-stage bid.
(k) Construction and Construction Management
Method statement submitted by the bidder is not detailed enough and do not
address how the bidder is going to tackle the subsurface conditions such as
high ground water, adverse geological conditions etc at pumping station sites.
The method of constructing pumping mains is not described. The equipment
required for such activities are not listed.
Bidder has not submitted the method statement for mechanical installations.
Flow diversion during construction has been discussed but details are
inadequate. The bidder’s understanding on the work involvement of the existing
FIRST STAGE BID EVALUATION REPORT
overflow arrangement is inadequate. Bidder needs to provide above details with
the Second-Stage Bid.
(l) Method Statement
The method statement for mechanical has not been submitted. Hence the
bidder needs to submit this with the Second-Stage Bid.
(m) Grit Removal system
Proposed grit removal system of the bidder consists of grit chamber, lift pumps,
conveying system to disposal trolley and washing facility with a dewatering
capacity. The size of the proposed grit chamber does not match with the existing
pumping station structures. This appears that operation and maintainability
aspects have not been taken into account. Bidder needs e to explain how
he is going to accommodate the chamber. Grit removal efficiency does not
comply with the specifications. Bidder needs to comply or submit explanations
from the manufacturer as to why the requirement can not be achieved. Grit
containers and classifiers have been proposed in pretreatment area close to the
screening containers. However, this has not shown in the proposed pumping
station layouts.
Bidder has proposed vacuum primed pump as grit pump. This is not acceptable
to the Employer. Wear of internal surface of pump and grit classifier needs to be
eliminated by selecting proper material or with lining. Bidder needs to confirm
at the Second-Stage Bid that the hydraulic solution of the grit removal system
shall satisfy the flows in 2015 and 2030 as per the revised flows provided in
Addendum no. 3.
(n) Coarse Screens, Screw Conveyor, and Compactor
Bidder needs to confirm that he proposes coarse screens, screw conveyor
and compactor complying with the design standards given in the Employer’s
requirement and all the pumping stations are to be provided with screens,
screw conveyor, and compactor from same manufacture.
The process solution proposed by the bidder for handling screen material shall
be capable of screening, solid separation, screen cleaning, conveying to washing
facility, compacting and discharging with no manual handling. Bidder needs
to confirm at the Second-Stage Bid that the hydraulic solution of the screen
removal system shall satisfy the flows in 2015 and 2030 as per the revised flows
provided in Addendum no. 3.
(o) Pumps, Booster Pumps, and Sump pumps
Bidder has not demonstrated the pump selection criteria. Pump capacities
proposed by the bidder for xxxxxx and yyyyyyy are under capacity and incorrect.
The bidder has proposed a standard pump as the booster pump for all the
pumping stations without studying the requirements of each pumping
station separately. This would result over estimation or under estimation
149
150
GUIDE ON BID EVALUATION
of the requirement and hence required the bidder to reevaluate as per the
requirement. The motors proposed by the bidder do not compatible with the
pumps. The VFDs manufacturer proposed is not acceptable as it is not popular
make in xxxxx resulting no after sales facilities can be guaranteed.
Pump capacities proposed by the bidder shall satisfy the flows in 2015 and
2030 as given in Addendum no. 3.
(p) Piping within Pumping Station
The manufacturer or the country of origin of the piping work has not been
provided. In P and ID diagrams, the bidder has not provided schedule showing
the details of pipes that he is going to use. The bidder has to provide these
details at the Second-Stage Bid.
(q) Penstocks, Gate Valves, Check Valves, and Cranes
The proposed penstocks do not meet the requirements given in the bidding
documents. The bidder needs to submit reference list of penstock installations
in similar projects and after sales service details with the Second-Stage Bid.
(r) Ventilation System, Extract Fans, and Filters
The bidder has not provided the layout of proposed ventilation system. The
proposed activated carbon filter does not meet the requirement of removal of
H2S and organic sulphur compounds. The bidder has to provide these details
at the Second-Stage Bid.
Bidder has proposed several manufacturers for LV+MCC panels, diesel
generators. The bidder needs to be firm about his offer without proposing
several manufactures. Manufacture and local agent for actuators have not been
indicated.
(s) Instrumentation and SCADA system
Bidder has not provided documentary evidence of the agreement with
local agent for field measuring equipment and central SCADA equipment
and software. The bidder needs to be firm about his manufacturer(s) in the
proposal. Bidder proposed the manufacturer and local agent for ICA panels.
However, bidder has failed to provide details of responsibilities of design and
production of drawings, fabrication and factory testing of panels, initial and
site programming of ICA panel and SCADA system and after sales support.
Integration of the SCADA system of the existing three pumping stations is a
reproduction of what is given in the bidding document. Bidder needs to submit
his assessment on what is given in the bidding document or his own proposal for
reviewing and accepting. Bidder requires providing the above details at SecondStage Bid
FIRST STAGE BID EVALUATION REPORT
4.3
Clarifications and Discussions
The findings of the detailed evaluation of the Technical documents submitted
by the responsive bidders as summarized in paragraph 4.2.1 to 4.2.5 were
sent on 7 February 20xx to the responsive bidders with the request to study
and to prepare for clarification meetings. The clarification meetings were
held on 4 March 20xx. In the meantime, the bidders were advised to inquire
Technical issues identified in their proposals if they require. All five qualified
bidders attended the clarification meetings. They were given time to make a
presentation on the clarifications requested followed by a discussion.
Following the clarification meetings the bidders were advised to submit
clarifications in writing. All five qualified bidders submitted their clarifications
by 11 March 20xx.
5. C
onclusions and
Recommendations
On the basis of the analysis of the Technical proposals presented in this Report,
it is concluded that:
(a) B
idder No. 1, Bidder No. 2, Bidder No. 4, and Bidder No. 6 did not have the
minimum experience requirements stipulated in the bidding documents.
Therefore, it was recommended that their bids should be rejected.
(b) T
he original Technical proposals supplemented by clarifications,
additional information, changes and modifications, where necessary, of
the following bidders were considered responsive to the requirements of
the bidding documents:
1. Bidder No. 3
2. Bidder No. 5
3. Bidder No. 7
4. Bidder No. 8
5. Bidder No. 9
(c) It was recommended that the above five bidders be informed that their
Technical proposals, supplemented by additional information submitted
during evaluation of the Technical proposals were considered responsive
to the bidding documents and to issue the “Changes Required Pursuant
to First Stage Evaluation” to submit the final updated Technical proposal
with the commercial proposal.
151
152
Appendix 1
Page 1 of 3
Record of Bid Opening
Loan No.xxxxxxx
Project Title : xxxxx Wastewater Management Project
Bid No. xxxxx (ICB)
Bid Title
:xxxxx Designing, Construction, Installation and
Rehabilitation of Wastewater Pumping Stations
of xxxxxx
1.
The following bids were received by the closing deadline on 22 October 20xx at 02.00 pm and were publicly
opened and announced at 02.00 pm on the same date. The following nine (09) bidders submitted “Technical
Proposal” as per instructions of the bidding documents.
Technical Proposal
Bid No.
Name of Bidder/
Nationality
Original
Alternative
Copy
Signature
1
Bidder No. l/AUS
Yes/CD
No
Yes
Signed
2
Bidder No. 2/PRC
Yes
No
Yes/CD
Signed
3
Bidder No. 3/IND
Yes/CD
No
Yes
Signed
4
Bidder No. 4/PRC
Yes/CD
No
Yes
Signed
5
Bidder No. 5/PRC and MAL
Yes/CD
No
Yes
Signed
6
Bidder No. 6/SIN
Yes/CD
No
Yes
Signed
7
Bidder No. 7/KOR
Yes/CD
No
Yes
Signed
8
Bidder No. 8 KOR
Yes/CD
No
Yes
Signed
9
Bidder No. 9/IND
Yes/CD
No
Yes
Signed
EVALUATION AND QUALIFICATION
RECORD OF
BIDBID
DATA
OPENING
CRITERIA
SHEET
Page 2 of 3
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.
Bidding Company
Bidder No.
Name
1.
Mr. xxxxxx
Project Manager
Bidder No. 1
2.
Mr. xxxxxx
Country Representative
Bidder No. 2
3.
Mr. xxxxxx
Chief Operations Officer
Bidder No. 3
4.
Mr. xxxxxx
Business Manager
Bidder No. 4
5.
Mr. xxxxxx
Deputy General Manager
Bidder No. 5
6.
Mr. xxxxxx
Sales Executive
Bidder No. 6
7.
Mr. xxxxxx
General Manager
Bidder No. 7
8
Mr. xxxxxx
General Manager
Bidder No. 8
9
Mr. xxxxxx
Sales Engineer
Bidder No. 9
3.
Designation
Represented
Matters transpiring during the opening of bids.
The Bid Opening Committee members and the respective representative of the bidders examined the marking of
each of the Technical Proposal envelopes and, after opening, initialed on the first page of the bid. The Bidder no. 2
has stated the CD copy of the bid is in duplicate copy of the bid.
4.
Following Bid Opening Committee members attended the public opening of bids.
Name of Member
Ministry/Department
Designation
Signature
Eng. xxxxxxx
GCWMP, PMU
DPD (Eng.)
Signed
xxxxxxx
GCWMP
Project Eng. (Procurement)
Signed
xxxxxxx
MLGPC
Assistant Secretary
Signed
xxxxxxx
GCWMP
Accountant
Signed
Date: 22.10.2013
Time: 2.00pm
Venue: Account Division, Ministry of XXXXXX, No. xxx,
yyyyy, zzzzzz
153
154
GUIDE ON BID EVALUATION
Page 3 of 3
Attendance Sheet at Opening of Bids
Loan No. xxxxxxx
Project title: xxxxxx Wastewater Management Project
Bid No. xxxxxx (ICB)
Bid title: xxxxxx Designing, Construction, Installation and Rehabilitation of Wastewater Pumping Stations
Place: Chief Accountant’s Office, Ministry of xxrxxxxx
Date: 25 July 20xx; Time: 11 a.m.
The following bidders representatives attended the public opening of bids.
Representative
Bidder
No.
Bidders
Name
1.
Bidder No. I
Mr. xxxxxx
Project Manager
Signed
2.
Bidder No. 2
Mr. xxxxxx
Country Representative
Signed
3.
Bidder No. 3
Mr. xxxxxx
Chief Operations Officer
Signed
4.
Bidder No. 4
Mr. xxxxxx
Business Manager
Signed
5.
Bidder No. 5
Mr. xxxxxx
Deputy General Manager
Signed
6.
Bidder No. 6
Mr. xxxxxx
Sales Executive
Signed
7.
Bidder No. 7
Mr. xxxxxx
General Manager
Signed
8.
Bidder No. 8
Mr. xxxxxx
General Manager
Signed
9.
Bidder No. 9
Mr. xxxxxx
Sales Engineer
Signed
Designation
Signature
155
Appendix 2
Basic Data Sheet
1
Project Title
xxxxxx Wastewater Management Project
2
Loan Number
xxxxxxx
3
Bid Titlexxxxxx Designing, Construction, Installation and
Rehabilitation of Wastewater Pumping Stations
4
Bid Number
xxxxxx (ICB)
5
Estimated Value
$47.5 million (including taxes)
6
Dale Invitation for Bids Issued
25 July 20xx
Method of Procurement
Bidding Procedure
International Competitive Bidding
Two Stage
8
Bid Closing Date and Time
22 October 20xx
9
Bid Opening Date and time
22 October 20xx at 2 p.m.
7
10 Number of Bids Received
Nine Bids
11 Bid Validity Expires
(Not Applicable)
12 Date for Determining Applicable
Exchange Rates
(Not Applicable)
156
Appendix 3
Table 1: Examination of Bids for Completeness
and Compliance
Bidder No.
Item
Description
1
4
5
6
7
8
9
1
Bid Documents (First-Stage Bid)
Y
1.1
One original, 1 copy and 1 copy in CD
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.2
Letter of First Stage Bid
N
Y
Y
Y
Y
Y
Y
Y
Y
1.3
Alternative bids (If any)
Y
N
N
N
N
N
N
N
N
1.4
Evidence of eligibility of Plant and
Services
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.5
Evidence of eligibility to perform the
Contract
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.6
Technical Proposal
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.7
Evidence of conformity of plant and
services offered to Bidding Doc
Y
Y
Y
Y
Y
Y
Y
Y
Y
1.8
List of Subcontractors
Y
Y
P2
Y
Y
Y
Y
Y
1.9
Completed Technical Schedules
Y
N1
Y
Y
Y
Y
Y
Y
Y
Y
2
Propriety of Signature and
Completeness
Y
Y
Y
P3
Y
Y
Y
Y
Y
Power of Attorney
Y
Y
Y
Y
Y
Y
Y
Y
Y
Letter of First Stage Bids, properly
signed or not
P4
Y
Y
Y
Y
Y
Y
Y
Y
2.1
2.2
2.3
Completeness of Bids
Y = Yes
P = Partial
N = No
NA = Not Applicable
1/ names of the countries not given
2/only list of manufactures given
3/ the person authorization letter issued is not given
4/ manufacture’s authorization not given
2
3
Y
Partner1–
positive
Partner2–
positive
Partner1– No
pending litigation
Partner2– No
pending litigation
1
Partner2–
$21 million
Partner1–
$346.74 million
Turnover
Minimum
average annual
construction
turnover of
$25 million
within last
3 years (in a JV
each partner
must meet 25%
of requirement
and one partner
must meet 40% of
requirement)
Require. –
$1.724million
Partner2 – Assets
and line of credit $2.9million
Partner1– Assets Partner1– Yes
and line of credit
– $14.5million
Partner2– Yes
Cash Flow
Capacity
Must demonstrate Experience as
access to, or
a contractor,
availability of,
subcontractor
liquid assets’,
or management
lines of credit, or contractor for at
other financial
least the last ten
resources.
(10) years
Partner2– 01
project $24.6m
01 project WW
treatment value
not given
03 other projects
in the range of
USD5m to 9m
And each
partner shall have
one contract of
similar nature of
at least $20m
Partner1– 02
Partner1– none
projects building
construction
Partner2–
01 project
Capacity
$230m but the
231L/sec and
component on
360L/sec
WW is $16m
Participation in at Designing,
least 2 contracts construction,
installation,
(in JV either by
commissioning
one partner or
any two partners of WW PS
capacities not
01 each) within
the last 5 years, less than 800L/
sec
similar to the
proposed works,
where the value
of the Bidder’s
participation
exceeds
$30 million.
Qualification Criteria
Partner1– none
Partner2–
SCADA 4 PS
Partner2–
Yes
Design, supply
and installation of
standalone and
central SCADA
for not less than
5 PS
Partner1– none
Experience
Rehabilitation of
WW PS including
bypassing and
working in live
system
Partner2–
Dai. not given
3km length
technology not
given
Partner1– none
Design and
construction of
force main of at
least 400mm
dia. 2 km length
using no-dig
BEChnology
Table 2: Evaluation of Bidders’ Qualifications
Net Worth
Submission of
audited balance
sheets for the
last 5 years
and Bidder’s net
worth should be
positive.
Pending
Litigation
Shall in total not
represent more
than 50% of
the Bidder’s net
worth.
Bidder
No.
Appendix 4
Fail1
Remarks
continued on next page
Partner2–
Yes
Partner1– none
Training in
O& M of WW
PS, including
developing
training manuals
and conducting
training courses
157
PARTNER2 –
$337million
$8,959 million
PARTNER2 – No PARTNER2 –
pending litigation positive
Positive
Positive (only 3
years given)
Bidder 3 – No
pending litigation
Bidder 4 – No
pending litigation
3
4
$240 million
Turnover
PARTNER1 –
$714 million
Bidder
Pending
No.
Litigation
Net Worth
2
PARTNER1 – No PARTNER1 –
pending litigation positive
Table continued
Require. –
$53.56million
Assets and
line of credit –
$469 million and
$302 million
Require. –
$3,785.68 million
Assets –
$8,618million
Yes
Yes
01 project
capacity 1130L/
sec (xxxxx)
01 project of
rehabilitation of
WW treatment
plant including PS
(xxxx)
PARTNER2 –
none
Experience
PARTNER1 –
none
02 projects
Less than required Not given
$31.49million and capacity (zzzzz
$31.84million
project not by the
bidder)
$50.1 million
(58MLD capacity
SPT plant, xxxx)
2 contracts
of similar
$43.76million
(xxxxxxx)
Qualification Criteria
Cash Flow
Capacity
PARTNER1 –
PARTNER1 – yes QMEG – 02 nos. PARTNER1 –
none
Assets and line of
ww treatment
credit – $2,398
PARTNER2– yes plant projects
PARTNER2 –
million and $53
which included
01 project with
million
headwork
capacity 2314L/
pumping
sec (wwww)
Require. – $84.85
$36.43million
million
(wwww River
Sewerage Project)
and $30.98million
PARTNER2 –
(xxxx River
Assets and line
Sewage Project)
of credit – $50
million
PARTNER2
– 02 projects
Require. –
submitted are
$42.88million
flood control
and irrigation.
01 project storm
water pumping
considered
as similar
$26.79million
2 projects given
without details
(not by the
bidder)
01 project
PLC, SCADA
and wireless
communication
in WS (xxxxx
project)
01 project
SCADA and
instrumentation
work for WS and
WW in (xxxx
project)
PARTNER2 –
SCADA of 16 PSs
and integration to
central SCADA
(wwwww)
PARTNER1 –
none
2 projects given
without details
(not by the
bidder)
150mm to
1000mm dia.
Sewer 9.5km
length using
trenchless (xxxxx)
PARTNER2
– 450mm dia.
HDPE pipe for
2.7km using
no-dig technique
(wwww)
PARTNER1 –
none
Remarks
Fail1
continued on next page
1 project given
without details
Training in
operations &
maintenance
(xxxx Project)
PARTNER2 – 02
projects for 1 year
O & M training,
training manual
and conducting
training (Loushan
PARTNER1
–none
158
APPENDIX 4
6
(only 3 years
given)
Partner2 –
positive
Net Worth
Partner1–
positive
Bidder 6– 04 nos. Positive
of litigations (less
than 50% of net
worth)
Partner2 – No
pending litigation
Bidder
Pending
No.
Litigation
5
Partner1– No
pending litigation
Table continued
$57 million
Partner2 –
$86 million
Turnover
Partner1–
$911 million
Require. –
$14.06million
Assets and
line of credit –
$72million and
$56.5million
Partner2 –
Assets and
line of credit
– $46million and
$10million
Cash Flow
Capacity
Partner1–
Assets and line
of credit –
$514 million and
$4million
Yes
Partner2 – Yes
Partner1– Yes
01project WW
collection and
pumping $21.26
million (jointly
$42.52 million)
01 project
relocation of SW
and FH pump
houses $19.44
million,
01 project WW
TP expansion
$21.48million,
01 project WW
PS improvement
$2.15million
01 project WS
$54.26million,
01 project WW
collection,
pumping,
treatment
$30.04million
(vvvvv)
Partner2 – 01
project WW
treatment
with pumping
$34.71million
(vvvvv)
Partner2 – 01
project of
rehabilitation of 6
pumping stations
capacity from
3L/s to 520L/s
Experience
Partner1– none
01 project with
none
capacity 1186L/s
Partner1– 03
Partner1– 01
projects water
project with
treatment and
capacity 103L/
supply. 01 project sec
wastewater
treatment with
Partner2 – 01
contract value of project with
$10.8m. Out of 4 capacity 1,302L/
projects 2 projects sec
are not within last
5 years.
Qualification Criteria
Partner1– xyz
Partner1– none
none
2200mm dia.
Steel pipe using
pipe jacking for
1200m length
Fail4
Remarks
Pass
continued on next page
none
Partner2 –
Partner2 –
no training
Partner2 –
600mm to
experience
SCADA has been 1200mm
carried out at a
diameter sewer
treatment plant
pipes using pipe
jacking method.
project with no
central monitoring Length of pipe
jacking not given
system
and no certificate
for the scope is
given
Partner1–
SCADA for xyz
EVALUATION
EVALUATIONAND
OF BIDDERS’S
QUALIFICATION
QUALIFICATION
BID DATA
CRITERIA
SHEET
159
9.
8.
7.
6.
5.
4.
3.
2.
$291.32 million
$1,223 million
(only 3 years
given)
Turnover
$2,599 million
Require. –
$44.91million
Assets –
$192.4million7
Require. –
$113.9m
Yes
Assets – Assets Yes
and line of credit
– $1,757.84m &
$20m
Require. –
$37.7million
Cash Flow
Capacity
Assets – Assets Yes
and line of credit
- $1030million
zzzz WW
treatment
project capacity
12,731.48L/sec
Env. sanitation
project capacity
17,361L/s
(yyyy city)
01 project WS
(uuuu)
SCADA by sub
contractors
zzzz WW
01 project with
treatment project SCADA designing
renovation and
and installation
rehabilitation of
inflow PS
Pass8
Pass9
Pass7
xxxx WW
Fail6
treatment project
education
and operating
BEChnique
Remarks
En v. sanitation
Pass5
project training on
O & M (yyyy city)
400mm to
one project DBO
1800mm dia.
with training
trenchless pipe by (Kodungaiyur)
subcontractor
01 project natural
gas pipe not
considered
02 projects with
no dig technology
- 300mmdia.
3.9016km length
- 800mm to
1,100mm dia.
2.199km length
and 400mm dia.
55m length
01 project
600mm dia.
30000m length
Experience
Subcontractor 1 – Subcontractor
Subcontractor
03 projects
2 – 5 projects with 3 01 project
more than 6 PS
1000mmdia.,
in WS
1200mm dia. &
1500mm dia.
and 2300m total
length
one project by
capacity from 689 01 project (ttttt)
$58.09million
to 2302L/sec
(Baraki
Purification plant) 01 project
capacity 1971L/
01 project WW
sec
treatment plant
$44.87 million
(wwww)
01 project WW
treatment with
PS renovation
$45.84 million
01 project WW
treatment with
PS $61.
02 projects
WW treatment
$65.79million
and $230 million
(vvvv) WW
treatment
Qualification Criteria
ead Partner’s (Partner1) similar projects submitted are building construction and hence the Lead Partner does not fulfill selection criteria. Additionally the partner’s (Partner2) $24.8 million project is
L
unclear whether Water Supply or Wastewater and the cost given in FC or US dollars.
Lead Partner’s (CAMEC) similar projects submitted are flood control and irrigation and 01 storm water project. The scope of work of Xxxx River Sewage Project of partner (Partner2) does not cover
construction of pumping stations. It is only building renovation work. Hence not similar.
Similar projects submitted are water supply and hence does not similar in scope. Experience on key activities is not given.
Both similar projects are water supply projects. Key activities submitted are not by the bidder and also with inadequate details.
Bidder submitted clarifications on the cost of the similar project by Lead Partner and key activity experience.
One project submitted for similar project requirement by the bidder is a water supply project and other four projects are wastewater projects but the contract values are lower than the requirement specified.
Also bidder does not comply with some of the key activity experience.
Similar projects experience on construction of pumping stations was not clear. Translation of sub contractor’s experience on working in live systems was not certified. Sub contractor’s experience on SCADA
was not clear. Sub contractor’s experience on micro tunneling was not clear. Clarifications were sought from the bidder.
Bidder has submitted FIN - 1 for 3 years. Experience of SCADA work was not within last 5 years. Clarifications were sought from the bidder.
Bidder has not submitted documentary evidence for the key activity working in live sewerage system and the documentary proof for SCADA works is unsigned. Clarifications were sought from the bidder.
Positive
Bidder 9 – No
pending litigation
9
1.
Positive
Bidder 8 – No
pending litigation
Net Worth
Positive
8
Bidder
Pending
No.
Litigation
7
Bidder 7– No
pending litigation
Table continued
160
APPENDIX 4
161
Appendix 5
Table 3: Substantial Responsiveness of Bids
(Commercial Terms)
Sr.
No.
Requirements
1.
Power of Attorney
2.
Signature on Bid Form
3.
4.
Bidding
Doc.
Reference
Bidder No.
1
2
3
4
5
6
7
Section 1 – 18.2
Section 2 – 18.2
PC1
C
PC2
C
C
PC3
C
and Schedule
Section 2 – 18.2
C
C
C
C
C
C
C
Joint Venture
Agreement or Formal
Intent to Enter into an
Agreement
Section 1 – 11.1(h)
C
C
NA
NA
C
NA
NA
(a) Bidder
Section 1 –
Clause 4
C
C
C
C
C
C
C
(b) Goods and
Services
Section 1 –
Clause 5
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
NC
R
R
R
R
R
R
Eligibility
5.
Major Equipment
Maker
6.
Contract Execution
Schedule
Section 6
Completion 1,092 days
CONCLUSION
C = Complied,
R = Responsive
PC = Partially Complied
NR = Not Responsive
NC = Not Complied
NI = Not Indicated; clarification will be required
NA = Not Applicable
162
Appendix 5
Attachment 1
Details on Eligibility of Bidders
No.
Requirements
Bidding
Documents
Reference
1
Single Entity or Joint
Venture
Section 1,
Clause 4.1
Bidder
No.1
Bidder
No. 2
Bidder
No. 3
Bidder
No. 4
Bidder
No. 5
Bidder
No. 6
Bidder
No. 7
Y
Y
NA
NA
Y
NA
NA
Y
Y
Y
Y
Y
Y
Y
If Joint Venture, all
partners must be
jointly and severally
laible.
2
Bidder must be a
Section 1,
national of an eligible Clause 4.2
ADB member
country.
Proposed
subcontractors
or Suppliers must
be nationals of an
eligible ADB member
country country.
3
Conflict of Interest
Section 1,
Clause 4.3
None
None
None
None
None
None
None
4
Declared Ineligible
by ADB
Section 1,
Clause 4.4
No
No
No
No
No
No
No
5
Governmentowned enterprise
in Employer’s
country to be legally
and financially
autonomous,
operate under
commercial law,
and not dependent
agency of the
Section 1,
Clause 4.5
NA
NA
NA
NA
NA
NA
NA
6
Not having been
declared ineligible
based on a United
Nations resolution.
Section 1,
Clause 4.7
No
No
No
No
No
No
No
163
Appendix 6
Table 4: Salient Technical Features of Bids
(Technical Proposals)
Attached
Legend
Description
Yes
Fulfilled Scope of Works and/or Meets Required Specifications
FC
As above but the matter requires Further Clarification or Confirmation
NI
No Information provided in the bid.
No
Not Fulfilled Scope of Work or Did Not Comply with Specifications
164
GUIDE ON BID EVALUATION
XXXXXX
SECOND STAGE BID EVALUATION REPORT
(PRICE PROPOSALS)
FOR
WASTEWATER MANAGEMENT PROJECT—
Designing, Construction, Installation,
Rehabilitation and Maintenance of Wastewater
Pumping Stations of XXXXXX
TWO STAGE BIDDING PROCEDURE
BID No. 01/ICB/Works/03/20xx
ADB LOAN No. XXXXXXX
XXXXXX WASTEWATER MANAGEMENT PROJECT
9 September 20xx
SECOND STAGE BID EVALUATION REPORT
Contents
1. Introduction................................................................................................................................................. 167
1.1
General......................................................................................................................................................................................167
1.2
Submission of Bids................................................................................................................................................................167
1.3
Bid Opening.............................................................................................................................................................................167
1.4
Basic Data and Exchange Rates.......................................................................................................................................167
1.5
Bid Evaluation Committee.................................................................................................................................................168
2. Examination of Bids.................................................................................................................................... 168
2.1
List of Bidders.........................................................................................................................................................................168
2.2
Bid Documents (Technical Proposal)...........................................................................................................................168
2.3
Propriety of Signature and Power of Attorney...........................................................................................................169
3. Determination of Substantial Responsiveness of Bids.......................................................................... 169
3.1
Eligibility of Bidders and Goods.......................................................................................................................................169
3.2
Bidder’s Qualifications........................................................................................................................................................169
3.3
Compliance with Commercial Terms and Conditions............................................................................................169
4. Detailed Evaluation of Technical Requirements.................................................................................................. 170
4.1
Selection of Bids for Detailed Evaluation.....................................................................................................................170
4.2
Time for Completion/Contract Execution Schedule..............................................................................................170
4.3
Terms of Payment and Commercial Terms and Conditions.................................................................................170
4.4
Evaluation of Technical Requirements.........................................................................................................................171
4.5
Technical Responsiveness of Bids...................................................................................................................................176
5. Examination of Price Proposals.........................................................................................................177
5.1
Arithmetic Check, Corrections and Conversions to Local Currency................................................................177
6. Evaluation/Comparison of Price Proposals.....................................................................................177
6.1
Evaluation of Price Proposals............................................................................................................................................177
6.2
Comparison of Price Proposals and Determination of the Lowest Evaluated Bid.......................................178
6.3
Reasonableness of Price of the Lowest Evaluated Bid............................................................................................178
7. Conclusions and Recommendations.................................................................................................178
165
166
GUIDE ON BID EVALUATION
Appendixes
l
Record of Bid Opening............................................................................................................................................................179
2
Basic Data Sheet........................................................................................................................................................................181
3
Table 1: Summary of Bid Prices (Arithmetic Corrections and Corrected Bid Prices)������������������������������������ 182
4
Table 2: Salient Features of Technical Requirements.................................................................................................183
5
Table 3: Bid Price Comparison with Price Adjustments.............................................................................................184
6
Table 4.1: Bid Price of Bidder No. 1 (Arithmetic Corrections and Corrected Bid Prices)��������������������������� 185
7
Table 5: Bid Price Comparison�������������������������������������������������������������������������������������������������������������������������������������������� 189
SECOND STAGE BID EVALUATION REPORT
1.
Introduction
1.1
General
The xxxxxx has received a loan from the Asian Development Bank (ADB) to
finance the cost of implementing the xxxxxx Wastewater Management Project.
It is intended that part of the funds be used for eligible payments under the
contract for “Designing, Construction, Installation, and Rehabilitation of
Wastewater Pumping Stations of xxxxx xxxxxx” for which these bids have
been invited. ADB Two Stage bidding procedure has been adopted for this
procurement.
As per the procedure given in the Instructions to Bidders, the invitations to
submit second stage bids were issued on 10 June 20xx, to four responsive and
qualified bidders from the First-Stage Bid evaluation. Along with this invitation,
the bidders have been issued with “Changes Pursuant to First Stage Bid
Evaluation” as per Sub-Clause 27.5, and Addendum No. 3 as per Sub-Clause
28.1(a) of Section 1 of the bidding document. Copies of the invitations together
with above documents were forwarded to ADB when issuing to bidders.
1.2
Submission of Bids
The closing time of bid submission was extended till 2 p.m. on 14 August 20xx.
Accordingly the receipt of bids was closed at 2 p.m. local time on 14 August
20xx. All four qualified and invited bidders submitted the second stage bids.
1.3
Bid Opening
Bids were opened as scheduled, at 2 p.m. on 14 August 20xx at the Chief
Accountant’s Office of the Ministry of XXXXXXXX, by the Bid Opening
Committee, in the presence of representatives of bidders. The bidders’ names
were announced and recorded. The Bid Opening Committee opened the
envelopes of the Technical proposals and price proposal and examined the
documents. All the necessary papers, forms and schedules were signed by the
members of Committee on each of the envelopes. The Record of Bid Opening
was prepared soon after the bids were announced. A copy of the record is
attached as Appendix 1.
1.4
Basic Data and Exchange Rates
The key information of the bidding process was collected so that it would
be readily available. The basic information pertaining to the bidding was
summarized and is presented in Appendix 2.
The currency for bid comparison is local currency. The exchange rates used for
the evaluation were the selling rates 28 days prior to the deadline for submission
of bids published by the Central Bank of XXXXXXX. Accordingly the selling
rates of US dollar and euro were obtained from the official source of the Central
Bank of XXXXXXX. As the Central Bank does not calculate the selling rates for
currency FC3, BEC decided to use the Central Bank’s web based exchange rate
for converting currency yyy to xxx.
167
168
GUIDE ON BID EVALUATION
1.5
Bid Evaluation Committee
A Bid Evaluation Committee (BEC) comprising the following four senior officers
of xxxxxx had been formed by the Executive Director:
(1)
Chairman
Additional Secretary
(2)
Member
Chief Accountant (Expenditure and Monitoring)
(3)
Member
Deputy Director Engineering.
(4)
Member
Mechanical Engineer –Pumping Stations
(5)
Member/
Secretary
Project Director
The Committee decisions have been made on the basis of detailed discussions
and views and the final decision was unanimous.
2. E
xamination
of Bids
2.1
List of Bidders
The names of the bidders and their nationalities are shown in the following table.
Bidder No.
2.2
Name
Nationality
1
Bidder No. 1
JV: PRC–Malaysia
2
Bidder No. 2
Republic of Korea
3
Bidder No. 3
Republic of Korea
4
Bidder No. 4
India
Bid Documents (Technical Proposal)
The Technical proposals submitted were examined to verify that the bidders
had submitted all the documents and information required by the bidding
documents. The following were verified:
i.
Letter of Second Stage Bid
ii.
Completed schedules as required, including Price Schedules
iii.
Bid Security
iv.
Written confirmation authorizing the signatory of the bid
v.Updated First-Stage Bid, comprising any modifications required to the
First-Stage Bid as recorded in the “Changes Required Pursuant to FirstStage Evaluation”
vi.Documentary evidence establishing any additional or varied plant and
services and not included in the First-Stage Bid
vii.Documentary evidence regarding any changes between the time of
submitting the First-Stage and the Second-Stage Bids
SECOND STAGE BID EVALUATION REPORT
viii.Documentary evidence establishing any additional or varied facilities in
accordance with the requirements of “Changes Required Pursuant to First
Stage Evaluation” are Technically acceptable
ix.Subcontractors additional to or different from those named in the FirstStage Bid for major items of supply or services
The results of checking for completeness of bid documents are presented in
Table 1: Examination of Completeness of Bid Documents, and attached as
Appendix 3.
2.3
Propriety of Signature and Power of Attorney
All documents had been signed in accordance with Instructions to Bidders and
corrections had been also initialed by the authorized person. The powers of
attorney for the signatory of all the bidders were acceptable. The information is
included in Table 1, Appendix 3.
3. D
etermination of
Substantial
Responsiveness
of Bids
3.1
Eligibility of Bidders and Goods
In Clauses 4 and 5 of the Instructions to Bidders of the bidding documents it was
specified that the bidder, and the goods and the services to be supplied shall be
an eligible source country of ADB. Bidder No. 3 has not stated clearly the origin
of the items comprising the Plant. All other bidders submitted certifications and
necessary documentation which indicated that they are nationals of an eligible
member country of ADB. Further all bidders submitted certification that they
were not involved in the consulting services associated with this contract. The
results of checking are presented in Table 2: Substantive Responsiveness of
Second-Stage Bids, and attached as Appendix 4.
3.2
Bidder’s Qualifications
The bidding documents required, in Clause 15 of Instructions to Bidders, that
each bidder submit with the bid, evidence of its Technical capability, financial
capacity and previous experience in similar works by completing the forms
and schedules provided in the bidding documents. All bidders have submitted
updated information by completing due forms and schedules satisfactorily.
The results of the review were summarized in Table 3: Evaluation of Changes of
Bidders’ Qualifications and are attached as Appendix 5.
3.3
Compliance with Commercial Terms and Conditions
3.3.1
Bid Validity and Bid Security
The bid validity period of at least 119 days from the date of Second-Stage Bid
submission was specified in ITB 33.1 of Section 2 of the bidding documents. All
the bidders offered the bid validity period as required.
A bid security amounting to $800,000 or LC 100,000,000.00 valid for a period
of 147 days from the date of Second-Stage Bid submission was specified in ITB
34.1 of Section 2 of the bidding documents. All the bidders offered the bid
security as required.
169
170
GUIDE ON BID EVALUATION
4. D
etailed
Evaluation
for Technical
Requirements
4.1
Selection of Bids for Detailed Evaluation
As discussed in Section 3 of this report, all bids submitted by the four bidders
were determined as substantially responsive to the bidding documents. The
ranking in order of the lowest bid price is as follows. Arithmetically corrected
bid price in the table excludes the taxes and duties of Price Schedules 1 and 2
and includes provisional sum under Price Schedule 4. In order to check Price
Schedules all four bidders were advised to submit the soft copies of the Price
Schedules by the EA. Accordingly, all four bidders submitted the soft copies of
the Price Schedules. Examination of Price proposals is dealt with in Paragraph 5
of this report.
No.
Name of
Bidder
As Opened Bid Price
in LC
Arithmetically Corrected Bid
Price in LC
Ranking
1
Bidder No. 1
11,466,773,500.50
10,681,472,747.00
4
2
Bidder No. 2
10,218,482,093.54
10,218,482,092.00
3
3
Bidder No. 3
6,859,522,661.88
6,859,522,661.88
1
4
Bidder No. 4
8,219,545,951.89
7,531,446,148.00
2
In order to reduce the volume of work involved in the detailed Technical
evaluation, it was decided to evaluate initially only the two lowest bids. Other
bids would be evaluated only if adjustments, if any, to be made to the two
lowest bids would bring their adjusted price above the adjusted price of any of
the other bids.
Accordingly, only bids Nos. 3 and 4 were initially evaluated and, since the
adjusted prices of these two bids were lower than the adjusted price of any of
the other two bids, detailed evaluation of the higher bids were not necessary.
The detail comments of the Technical proposals of these two bidders are given
in Appendix 8. This gives the examination of changes submitted by Bidders,
under the memorandum “Changes Required Pursuant to First Stage
Evaluation”.
4.2
Time for Completion/Contract Execution Schedule
The contract execution schedules and sequence of delivery of major units
of Plant were evaluated in detail and compared with the requirements of the
bidding documents. The contract execution schedules submitted by bidders
were generally in order. All the bidders proposed execution schedules met
completion requirement of 36 months for the total scope of work. The results
of the review were summarized in Table 2: Substantive Responsiveness of
Second-Stage Bids and are attached as Appendix 4.
4.3
Terms of Payments and Commercial Terms and Conditions
Two lowest bidders accepted the terms and conditions of the bidding documents
with respect to payments and also accepted the price adjustment provisions
and specified mechanism for the determination of price adjustments. Bidder
SECOND STAGE BID EVALUATION REPORT
No. 3 has not firmly stated the origin of the Plant as discussed under Para
4.4: Evaluation of Technical Requirements. The two bidders accepted the
provisions for liquidated damages, functional guarantees and the corresponding
adjustments and other stipulations for the supply and delivery of goods,
warranty conditions and after sales services. The results of the review were
summarized in Table 2: Substantive Responsiveness of Second-Stage Bids and
are attached as Appendix 4.
4.4
Evaluation of Technical Requirements
The contract execution schedules and sequence of delivery of major units
of Plant were evaluated in detail and compared with the requirements of the
bidding documents. The contract execution schedules submitted by bidders
were generally in order. All the bidders proposed execution schedules met
completion requirement of 36 months for the total scope of work. The results
of the review were summarized in Table 2: Substantive Responsiveness of
Second-Stage Bids and are attached as Appendix 4. [Note: Some items in the
Bid Evaluation Report were omitted for brevity.]
4.4.1
(a)
Technical Specifications
Bidder No. 3
The Technical Proposal of the bidder was not clear enough to understand the
updated sections of the proposal as no reference has been given to the Changes
Required Pursuant to First Stage Evaluation issued to the bidder. Hence BEC
advised the PE to request the bidder to clarify and submit the changes made as
per the memorandum entitled “Changes Required Pursuant to First Stage Bid
Evaluation” and Addendum 3. Accordingly the bidder submitted the details.
BEC examined the Second-Stage Bid based on this submission.
The bidder has proposed to use existing grit chambers with a grit removal
efficiency of 45% for pumping stations identified for rehabilitation without
optimizing as expected by the Employer. 45% efficiency for grit removal is not
acceptable. In the Changes Required Pursuant to First-Stage Bid Evaluation
the bidder has been advised to provide a Technical solution for addressing the
serious grit problem. However the bidder has failed to provide an acceptable
solution with the Second-Stage Bid. This is a major technical requirement,
and bidder’s indicated removal efficiency is not acceptable as it will adversely
affect the pump, performance. Hence, the BEC considers this bid as technically
nonresponsive under Sub-Clause 43.2 of Section 1 of the bidding documents.
The bidder has mentioned under the country of manufacturer the name of an
eligible country along with a statement “or an available country.” Hence, the
eligibility of the plants offered cannot be evaluated as per ITB14. If the bidder
is the successful bidder, the bidder must comply with the requirements of the
ADB eligible country.
The bidder has offered several alternative makes for the items of plant; such as
main pumps, grit pumps, grit classifier, coarse screen, screw conveyor, screen
171
172
GUIDE ON BID EVALUATION
compactor and booster pumps from different manufacturers, but giving only one
Technical Schedule for all makes. Therefore out of the range of the equipment,
which make of equipment meets the required specification cannot be assessed.
Hence, the BEC is not in a position to determine whether the offered items
are available with the bidder’s proposed manufacturers and conforming to the
Employer’s Requirements. This will adversely affect the detailed design. BEC
considers this as a serious non conformity as clear instructions had been issued
to submit separate schedules for each make and model offered. Hence, this
bid is a nonresponsive bid under Subclause 43.2 of Section 1 of the bidding
document.
(b)
Bidder No. 4
Bidder has proposed vortex type grit removal mechanism with the grit removal
efficiency of 97% of girt larger than 0.212 mm for all the pumping stations. This
complies with the Employer’s Requirement.
The bidder has offered manufacturers and local agents for all major plant and
equipment except for instrumentation, SCADA software and ICA panels for
instrumentations. The manufacturers and local agents proposed for major plant
and equipment are acceptable and comply with the Employer’s Requirement.
BEC recommends the bidder to rectify the arrangement proposed for
instrumentation, SCADA software, ICA panels and any other equipment
that he has offered without naming the agent, by proposing an acceptable
manufacturer and local agent before awarding the contract if the bidder is the
successful bidder.
Bidder’s proposal for pumping station layouts is acceptable and is subject to
changes during the review of the designs during implementation stage. This is
acceptable. Bidder’s external layout plans of each pumping stations do not show
the drainage plans, which can be carried out at the design review stage during
implementation. The proposal by the bidder for designing and construction of
force mains does not include odor control arrangement. Bidder needs to study
and provide this arrangement during detailed design stage.
4.4.2
(a)
Construction Schedules and Sequence of Construction
Bidder No. 3
Bidder has submitted the Resource Schedule for manpower and Construction
Schedule. The Construction Schedule proposes to have a design period of first
9 months continuously. The delay in commencing the construction period of
first group to the beginning of eight month would result in delays in completion
of the subsequent work under the bid. The Construction Programme also shows
that the bidder has not considered the amended grouping given in the Annex
1 to Addendum No. 3. Training of Employer’s personnel has been limited only
to a period of 1 month whereas the bidding document requires training period
of 6 months simultaneously with the Commissioning Period. BEC noted that
this does not comply with the requirement. The program tallies with the overall
contract period.
SECOND STAGE BID EVALUATION REPORT
Program does not include the resource mobilization plan for Plant. Bidder refers
to the bid of Stage 1 for items of Plant, which is not acceptable. This omission is
not a major issue for this evaluation.
(b)
Bidder No. 4
Bidder has developed a work plan covering each work group as proposed in the
bidding document covering all key activities. Proposed work plan is acceptable
at this stage. However, the Construction Programme shows that the bidder has
not considered the amended grouping given in the Annex 1 to Addendum No.
3.BEC did not consider this as a major deviation. The program tallies with the
overall contract period.
Program includes resource (equipment and manpower) mobilization plans.
Proposed equipment (type and size) is adequate and is commensurate with
the construction method mostly. Only key item of equipment which was not
included in the list is microtunnelling machine(s). BEC did not consider this
as a major deviation. Bidder also includes labor deployment plan which is
acceptable.
4.4.3
(a)
Contractor’s Organization and Personnel
Bidder No. 3
Bidder has provided information on contract management organization. The
proposed organization covers for design and construction. The commissioning
period is not covered. This is considered as a minor deviation. Bidder shall
submit a detailed and complete organization arrangement upon award of the
contract, if the bidder is the selected bidder.
Bidder proposed personnel for only limited number of positions. However,
except for the positions of: Contractor’s Representative; for the other positions
the Bidder could be allowed to proposed suitable candidates before awarding
the Contract, if the bidder is the selected bidder. The bidder’s candidate for Lead
Design Engineer is not acceptable as the candidate does not have experience of
managing multidisciplinary design team as required in the work under this bid.
The proposed candidate for the Construction Manager position does not
possess experience in managing rehabilitation projects. This position shall also
be replaced with a suitable candidate if the bidder is the selected bidder.
Proposed Training Expert does not have adequate relevant experience.
For most of the positions the bidder has proposed non-professionally qualified
personnel and most of them are in-house staff of the bidder working in number
of projects of the bidder in XXXXX. BEC has the doubt whether the proposed
personnel are available in full-time basis for the project. If the bidder is the
selected bidder, the bidder shall be required to propose suitably qualified and
experienced personnel fully available for the contract.
173
174
GUIDE ON BID EVALUATION
(b)
Bidder No. 4
Bidder has provided information on contract management organization
separately for design and construction and commissioning periods. It is
acceptable.
Bidder has proposed personnel for key positions. However, except for
the positions of: Contractor’s Representative; Lead Design Engineer; and
Construction Manager, for the other positions, the Bidder could be allowed to
propose suitable candidates before awarding the Contract, if the bidder is the
selected bidder, pursuant to Para 2.5 of Section 3 of the Bidding Document.
Bidder’s candidate for Construction Manager has adequate experience.
Bidder’s proposal for Environmental Manager and H&S manager are nonlocals.
Past experience indicates that locals are better suited for these two positions
which need fluency in local language(s). Therefore BEC of the view that the
bidder shall be requested to appoint locals for these two positions, if the bidder
is the selected bidder.
4.4.4
(a)
Subcontractors
Bidder No. 3
Bidder has provided a list of subcontractors, only for items of Plant and electrical
items supplies and subcontracting. The list shows numbers of subcontractors
for plant and electrical items. If the bidder is the successful bidder the approved
list of manufacturers/subcontractors will be finalized before signing the
contract as per ITB 29.1(i) of the bidding documents. Accordingly it is assumed
that designs and civil works will be carried out by the bidder himself, if the
bidder is the selected bidder. However, as per his proposals his design team
seems entirely consisting of locals. BEC is of the view that design capability of
the proposed arrangement with multidisciplinary approach is limited when the
complicated scope of the work under this contract is considered. Bidder has
proposed to submit detailed CVs of proposed design personnel after awarding
the Contract and this is not acceptable. Therefore BEC recommends that the
bidder to submit his arrangement for carrying out the design in detail prior to
award of the contract, if he is the selected bidder.
The bidder has provided manufacturer’s authorization for major items of Plant.
However the bidder’s proposal for the Country of Origin is not acceptable as the
bidder has stated it will be supplied from manufacturer’s country or available
country. This is not acceptable.
(b)
Bidder No. 4
Bidder has provided list of subcontractors, which included plant suppliers. The
bidder has clearly stated the subcontractors for items of plant. Suitability of
plant suppliers under Process/Mechanical/Electrical and Instrumentation had
been given under 4.4.1(b).
SECOND STAGE BID EVALUATION REPORT
Civil and Electromechanical subcontractors proposed are:
(i)
Subcontractor 1 - Acceptable
(ii)
Subcontractor 2 - Acceptable
(iii) Subcontractor 3 - Accepted subject to scope of work to be allocated.
(iv)Subcontractor 4 - Acceptable for E&M work but not for civil work (only
Grade 6)
(v) Subcontractor 5 - Acceptable
(vi) Subcontractor 6 - Acceptable
All subcontractors have provided letters on intent to work as subcontractors.
Works assigned to each subcontractor are to be agreed at the contract execution
stage if the bidder is the successful bidder.
4.4.5
(a)
Civil and Structural Approach
Bidder No. 3
Design will be primarily based on British Standards and proposed standards are
acceptable. Bidder has not provided the details of design software that he might
use. If selected, bidder shall provide the details of the design software that
he will use before the commencement of design work and obtain the Project
Manager’s (PM) approval. Bidder has provided information on design criteria,
which were not required at this stage.
(b)
Bidder No. 4
Design will be based entirely on British Standards and is acceptable. Bidder
has not provided the details of design software that he might use. If selected,
bidder shall provide the details of the design software that he will use before the
commencement of design work and obtain the PM’s approval.
4.4.6
(a)
Construction Method Statement
Bidder No. 3
Bidder has covered all the major areas of construction activities. However
descriptive statements are not provided as to how for health and safety of
workmen, acceptability of repair/maintenance work, cleaning work and natural
lighting and ventilation etc. are maintained in pumping station planning.
Method statement has discussed by-pass arrangement for each pump station.
However overflow arrangement has not been dealt in the proposal. The method
statement submitted is adequate at this stage. Following areas are covered in
the method statement:
• Demolition work
• Renewal of existing equipment
175
176
GUIDE ON BID EVALUATION
• Installation and erection of mechanical/electrical equipment
• Sewer by passing
•Work involved with pump station construction including structural
investigations
• Force main construction
(b)
Bidder No. 4
Bidder has well covered all the major areas of construction activities, and
presented in a form of a checklist covering different aspects that he will be looked
into during construction. Bidder’s method statement clearly demonstrates
that he has understood the scope of work and activities entailed in the scope.
Method statement is organized addressing each site separately and the issues
specific to site were reasonably captured. No significant discrepancy between
the scope of work and bidders method. Hence the method statement submitted
is adequate at this stage. Following areas are covered in the method statement:
• Overflow
• Demolition work
• Renewal of existing equipment
• Installation and erection of mechanical/electrical equipment
• Sewer by passing
• Inverted siphon
• Force man construction
• All pump Stations
• Workshops
4.5
Technical Responsiveness of Bids
On the basis of analysis of Technical proposals of these two bidders, that
the bid of Bidder No. 3 does not meet the requirements of the Bidding
Document and the Memorandum entitled “Changes Required Pursuant
to First Stage Evaluation.” Hence the BEC is not in a position to evaluate the
bid to assess whether the bid meets the Employer’s Requirements or not and
hence is considered as Technically non-responsive pursuant to ITB 43.2. If such
nonconformities are rectified would unfairly affect the competitive position of
other Bidders presenting substantially responsive bids as per ITB 43.2 (b).
The Technical proposal of Bidder No. 4 is considered as substantially responsive
to the Employer’s Requirements. However there are some deficiencies as
described in paragraph 4.4.1 (b). BEC considers that these deficiencies are
not of categories coming under material deviation, reservation or omission as
pursuant ITB 43.2. Hence BEC considers that the contract can be awarded to
the bidder with condition to rectify the stipulated deficiencies coming under
Section 1- ITB 29.1(i) and Para 2.5 of Section 3 of the Bidding Document.
SECOND STAGE BID EVALUATION REPORT
5. E
xamination
of Price Proposals
The price proposals submitted were first examined to ensure that the bidders
had submitted the Letter of Second Stage bid and the Price Schedules with
Sub Schedules as given in Section 4 of the bidding documents and whether
these documents had been prepared properly and signed as stipulated in the
Instructions to Bidders. Documents of all bidders were satisfactory as all bid
documents were signed and corrections were initialed by the authorized person.
5.1
Arithmetic Check, Corrections and Conversion to Local Currency
Each Subschedules and Schedules of the bidders were checked for arithmetic
errors. Errors were corrected in accordance with the stipulations in the bidding
documents. These corrections, none of which are substantial, were tabulated
and are shown in Appendix 6: Tables 4.1, 4.2, 4.3, and 4.4 Arithmetic
Corrections and Corrected Bid Prices. Furthermore, to facilitate evaluation
and comparison of bids, the bid prices expressed in US dollars, euro, and
Indian rupees were converted into local currency at the selling exchange rates
established by the Central Bank of XXXXX on 17 July 20xx.
(a)
Bidder No. 3
No arithmetic corrections were found in the Price Schedules and also in the
Letter of Second Stage Bid.
However, the Price Schedules did not appear to include the Mandatory Spare
parts, which the Contractor is obliged to supply under the Contract, and no list
of such spares that would be supplied, had been provided in the Bid. As this
implies that the bidder would not provide the mandatory spares, this is another
reason to consider this bid as nonresponsive.
(b)
Bidder No. 4
Bidder has added sub schedules for XX, xxxxxxx and yyyyyyy pumping stations
under Price Schedules 1,2, and 4. The scope of work in these three pumping
stations under this bid is limited to revamping the existing SCADA systems,
the cost of which is provided under a Provisional Sum. Hence the cost of
subschedules for these three pumping stations under Price Schedules 1,2, and
4 were not taken to the corrected bid price.
6. E
valuation/
Comparison of
Price Proposals
6.1
Evaluation of Price Proposals
The scope of work and supply, Technical information, Technical data,
manufacturers and subcontractors were scrutinized in detail and compared
with the requirements of the bidding documents. As stated in Para 4.1 above,
only the bids of Bidder No. 3 and 4 were evaluated as the adjusted prices of
these two bids were lower than the adjusted price of any of the other two
bids. The salient requirements of these two bids affecting the prices were
summarized and attached as Appendix 8. Therefore no price adjustments
would be required for missing items or unacceptable items.
177
178
GUIDE ON BID EVALUATION
6.2Comparison of Price Proposals and Determination of the Lowest
Evaluated Bid
The arithmetically corrected bid prices including discounts were summarized in
Table 5: Bid Price Comparison and attached to this report as Appendix 7. As
that comparison shows, the lowest evaluated substantially responsive bid is that
submitted by Bidder No. 4. The evaluated bid price is LC 7,531,446,148.00
excluding taxes and duties in Schedules 1 and 2 and excludes Provisional Sum
under Subschedule 4.17.
6.3
Reasonable Price of the Lowest Evaluated Bid
Reasonable care has been taken in the bidding document to prevent front
loading through the Terms of Payment. Hence there is no risk to the Employer.
The rates in the Subschedule No. 4.17–General, are reasonable. The corrected
bid price of bidder No. 4 is 7.13% higher than the Executing Agency’s estimate
of LC 7,029,824,200.00.
7. C
onclusions and
Recommendations
On the basis of the systematic evaluation of bids, which had been carried out
in accordance with the provisions of the bidding documents, it was concluded
that Bidder No. 4 had submitted the lowest evaluated substantially responsive
bid. It is recommended that the contract for the Designing, Construction,
Installation, and Rehabilitation of Wastewater Pumping Stations of xxxxxx be
awarded to Bidder No. 4 at the corrected bid price of FC1 5,672,980, FC2
10,942,198, FC3 268,292,593 and LC 4,576,155,239.00 (excluding taxes
and duties from Schedules 1 and 2).
Changes to be agreed by the Bidder prior to award of the contract are given in
a separate appendix.
179
Appendix 1
Page 1 of 2
Record of Bid Opening
ADB Loan No.xxxxxxx
Project Title : xxxxxx Wastewater Management Project
Bid No. ICB/Works/03/2013Bid Title : Designing, Construction, Installation, Rehabilitation,
Operation and Maintenance of Wastewater Pumping Stations
1.
The following bids were received by the deadline fixed, 14 August 20xx at 2 p.m. and were publicly opened
and read at 2 p.m. on the same date
Bid Price
Name of Bidders
Bidder, No. 1
Foreign
Local
FX
Price Proposal
Bidder No. 2
LC
45,229,925
Bidder, No. 3
Price Proposal
FX
Discount
Signature of
Representative
LC -
5,513,610,772 FX 100 million 50,000,000
FX
Price Proposal
Bid Security
Amount
Signed
LC
19,611,817.01 7,637,174,740
$800,000
5.5%
Signed
LC
2,762,215,227
$800,000
-
Signed
$800,000
-
Signed
31,129,824
Bidder No. 4
FX1 5,672,980
LC
Price Proposal
FX210,942,199
5,176,497,445
FX3271,154,891
2.
The bidders’ representatives who attended the public opening of price proposals are listed in the copy of the
attendance sheet attached as an annex of this record.
3.
The following Bid Opening Committee members attended the public opening of bids
Bid Opening Committee
Name of Member
Ministry/Department
Designation
Member 1
PMU
DPD (Eng.)
Member 2
PMU
Proj. Eng. (Proc.)
Member 3
PMU
Accountant
4.
Signature
Reading and signing of documents ended at 2 .45 pm.
Signed
Signed
Signed
DPD (Eng.)
Proj. Eng. (Proc.)
Accountant
PMU
PMU
PMU
180
GUIDE ON BID EVALUATION
Page 2 of 2
Attendance Sheet at Opening of Bids
Loan No. xxxxxx
Bid No. ICB/Works/03/20xx
Project Title : xxxxx Wastewater Management Project
Date: 14 August 20xx
Place : The office of the Chief Accountant, Ministry of yyyyyy, Block “C”, No. 330, Union Place, zzzzz, XXXX
Time: 2 p.m.
The following bidders’ representatives attended the public opening of bids.
Representative
Ser.
No.
Bidder
Name
Designation
1
Bidder No. 1
aaaaa
DGM
2
Bidder No. 2
bbbbb
Manager
3
Bidder No. 3
cccccc
Manager
4
Bidder No. 4
ddddd
DGM
Signature
181
Appendix 2
Basic Data Sheet
1.
Project Title
: XXXXXXX Wastewater Management Project
2.
Loan Number
: xxxx
3.
Bid Title
:P
rocurement of Designing, Construction, Installation, Rehabilitation, Operation and Maintenance of Wastewater Pumping Stations of XXXXXX
4.
Bid Number
: ICB/Works/03/20xx
5.
Estimated Value
: FX 53.41million
6.
Date for Invitation for
Second Stage bids
: 10.06.2014
7.
Mode of Procurement
: I nternational Competitive Bidding Two Stage Bidding Procedure
8.
Bid Closing Date and Time
: 14.08.20xx at 2.00pm
9.
Bid Opening Date and Time
: 14.08.20xx at 2.00pm
10.
Number of Bids Received
:4
11.
Bid Validity Period
:119 Days from Second Stage bid submission date
12.
Bid Security Amount
: $800,000 or LC100,000,000.00
13.
Date of Determining
Applicable Exchange Rate
: 17.07.2014
14.
Exchange Rates for Evaluation
: 1FX1 = LC 131.62, 1FX2 = LC 178.88, FX3 = LC 2.1687
182
Appendix 3
Table 1: Examination of Completeness
of Bid Documents
Bidder No./Name
Item
Description
1
2
3
4
Bidder
No. 1
Bidder
No. 2
Bidder
No. 3
Bidder
No. 4
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y1
Y
Y
Y
Y2
Y
Y
Y
Y
P3
Y
Y
Y
Y
Y
NE
Y
Y
NE
P3
Y
Y
Y
Y
Y
Y
Y
NE
P3
Y
1
Bid Documents (Second-Stage Bid)
1.1
One original, 1 copy
Y
1.2
Letter of Second Stage Bid
Y
1.3
Completed Schedules – Price Schedules and
Technical Schedules
Y
1.4
Bid Security
Y
1.5
Authorization of signatory of Bid to commit
Y
1.6
Updated First Stage Bid
Y
1.7
Evidence of eligibility of additional or varied Plant
and Services
Y
1.8
Evidence of any changes occurred between
submitting First-Stage bids and Second-Stage
Bids, having an effect on Bidder’s eligibility and
qualification
Y
1.9
1.10
2
2.1
2.2
2.3
Y = Yes
P = Partial
Evidence of any additional or varied facilities done
accordance with “Changes Required Pursuant to
First-Stage Evaluation”
List of Subcontractors
Propriety of Signature and Completeness
Power of Attorney
Letter of Second Stage Bids, properly signed or not
Completeness of Bids
N = No
NA = Not Applicable
1/ format has modifications – no risk
2/ format has modifications – no risk
3/ eligibility of additional or varied plant cannot be evaluated
4/ bidders are not taken for detailed evaluation
NE4
NE
Y
Y
NE
183
Appendix 4
Table 2: Substantive Responsiveness
of Second-Stage Bids
Bidder No./Name
Sr.
No.
Requirements
1
2
3
4
Bidding
Doc. Reference
Bidder
No. 1
Bidder No.
2
Bidder
No. 3
Bidder
No. 4
1.
Letter of Second Stage Bid and
Schedules
ITB 30.1
C
C
C
C
2.
Signature on Bid Forms and
Schedules
ITB 35
C
C
C
C
3.
Joint Venture Agreement
ITB 35.3
C
NA
NA
NA
4.
Eligibility
Bidder
Goods and Services
ITB 14
NE2
NE
C
NC1
C
C
5.
Bid Validity 119 days
ITB 33
C
C
C
C
6.
Terms of Payment, Price
Adjustment Method and
Provisions
Section 7 Clause 11
and 12 and Section 9
Appendix 1
NE
NE
C
C
7.
Functional Guarantees and
Liquidated Damages
Section 9 Appendix 8
NE
NE
C
C
8.
Contract Execution Schedule
Section 4
NE
NE
C
C
NC1
C
CONCLUSION
C = Complied
R = Responsive
NE = Not Evaluated
NC = Not Complied
NR = Not Responsive
NA = Not Applicable
NI = Not Indicated: clarification will be required
1/ The country of origin of plant and equipment has not been firmly given
2/ Bidders not considered for detailed evaluation
184
Appendix 5
Table 3: Evaluation of Changes
in Bidders’ Qualifications
Qualification
Pending
Net
Litigation worth
Turnover
Cash flow Capacity
Not more
than 50% Should
Not less than
Current Contract
Bidder
of net
be
$25 million in
commitments +
No.
worth
positive
last 3 years
$5 million
1
No change
No
Partner1–
Partner1– Assets and
change $985 m
line of credit – $5889
Partner2 – $86m million and $3 million
2
3
4
Specific
Experience
General
Specific
in Key
Experience Experience
Activity
No change
Partner2 – Assets and
line of credit – $46m
and $10m
No change
No
$2,599,339,745 Assets and line of
No change
change
credit – USD
Require. – $37.7 m
No change
No change
No
$1,329.13
change million
No
$8,300 million
change
Assets and line of
No change
credit – $1,237.57
million and $10 million
Require. –
$241.74 million
Assets –
$8,171 million
Require. –
$2,621 million
No change
Remarks
No
change
No change
No change
No change
No change
No
change
No change
No change
No
change
No change
No change
No
change
No new projects awarded after submitting this bid have been submitted by any of the bidders.
22,660,000
735,206,268
800,947,690
Amount
5,513,610,772
45,262,637
18,807,952
1,316,250
-
25,138,435
USD
* Excluding taxes and duties from Schedules 1 and 2 and including provisional sum.
FC1 81,153,872
LC
LKR 3,954,796,814
LKR
LKR
LKR
LC
TOTAL BID PRICE EQUIVALENT IN FOREIGN CURRENCY 1
-
-
-
-
-
Amount
LC10,681,472,747
FC 3
TOTAL BID PRICE EQUIVALENT IN LOCAL CURRENCY
-
-
-
-
-
Amount
5,957,468,282
45,229,925
TOTAL
FC 2
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Corrected Bid Price
Corrected Bid Price in Equivalent LKR based on Selling Exchange Rate as at 17 July 2014 (28 days
prior to deadline)
USD = 131.62
18,807,952
Schedule 4
FC1
1,316,250
Schedule 3
25,105,723
-
FC1
Amount
Bid Price at Opening
Table 4.1: Bid Price of Bidder No. 1
(Arithmetic Corrections and Corrected Bid Prices*)
Schedule 2
Schedule 1
FC 1
Appendix 6
4,724,004,465
4,724,004,465
3,954,796,814
22,660,000
746,547,651
-
LC
185
*
-
-
-
-
-
-
-
-
-
-
FC 2 Amount FC 3 Amount
LC
LC
LC
LC
LC
7,637,174,740
7,262,075,300
-
375,099,439
-
Amount
Excluding taxes and duties from Schedules 1 and 2 and including provisional sum.
TOTAL BID PRICE EQUIVALENT IN FOREIGN CURRENCY 1
TOTAL BID PRICE EQUIVALENT IN LOCAL CURRENCY
Corrected Bid Price in Equivalent LC based on Selling Exchange Rate as at 17 July 2014 (28
days prior to deadline)
USD = 131.62
19,611,817
2,720,232
Schedule 4
FC1
2,137,355
Schedule 3
TOTAL
-
14,754,229
Amount
Schedule 2
Schedule 1 FC1
FC 1
Bid Price at Opening
19,611,817
2,720,232
2,137,355
2,581,307,353
-
14,754,230
FC1
-
-
-
-
-
-
-
FC1 77,636,241
LC10,218,482,092
-
-
-
-
-
-
-
Corrected Bid Price
(Arithmetic Corrections and Corrected Bid Prices*)
Table 4.2: Bid Price of Bidder No. 2
7,637,174,739
7,637,174,739
7,262,075,300
-
375,099,439
-
LC
186
11,941,046
31,129,824
Schedule 4
TOTAL
FC 2
-
-
-
-
-
Amount
FC 3
-
-
-
-
-
Amount
LC
LC
LC
LC
LC
2,762,215,227
2,543,753,738
85,288,205
133,173,284
-
Amount
*Excluding taxes and duties from Schedule 1 and 2 and including provisional sum.
FC1 52,116,112
-
TOTAL BID PRICE EQUIVALENT IN FOREIGN CURRENCY 1
-
LC 6,859,522,661
4,097,307,434
31,129,824
11,941,046
19,188,778
FC1
Corrected Bid Price
TOTAL BID PRICE EQUIVALENT IN LOCAL CURRENCY
Corrected Bid Price in Equivalent LC based on Selling Exchange Rate as at 17 July 2014
(28 days prior to deadline) USD = 131.62
-
Schedule 3
FC1
-
19,188,778
Schedule 1 FC1
Schedule 2
Amount
FC 1
Bid Price at Opening
(Arithmetic Corrections and Corrected Bid Prices*)
Table 4.3: Bid Price of Bidder No. 3
2,762,215,227
2,762,215,227
2,543,753,738
85,288,205
133,173,284
-
LC
187
*
FC 2
LC
5,176,497,445
3,596,853,631
88,895,408
1,003,488,730
487,259,677
Amount
10,942,198
10,942,198
FC2
FC2 57,840,724
581,846,146 4,576,155,239
268,292,593 4,576,155,239
TOTAL BID PRICE EQUIVALENT IN FOREIGN CURRENCY 2
Excluding taxes and duties from Schedule 1 and 2 and including provisional sum.
89,465,307
895,687,566
-
LC
1,560,731 3,591,002,366
266,731,862
FC3
LC 7,612,996,148
1,014,782,662 1,440,212,101
5,672,980
5,672,980
FC1
Corrected Bid Price
TOTAL BID PRICE EQUIVALENT IN LOCAL CURRENCY
Corrected Bid Price in Equivalent LC based on Selling Exchange Rate as at 17 July 2014 (28 days prior
to deadline) FC1 = 178.88, FC2 = 131.62, INR = 2.1687
271,154,891
FC3
10,942,199
TOTAL
FC1 5,672,980 FC2
LC
1,926,731
FC3
LC
LC
Schedule 4
269,228,160
Amount
LC
FC3
FC 3
Schedule 3
10,942,199
Amount
LC
FC1 5,672,980 FC2
Amount
Schedule 2
Schedule 1
FC 1
Bid Price at Opening
(Arithmetic Corrections and Corrected Bid Prices*)
Table 4.4: Bid Price of Bidder No. 4
188
189
Appendix 7
Table 5: Bid Price Comparison
(In Local Currency)
Bids for Designing, Construction, Installation, and Rehabilitation of Wastewater Pumping Stations of
XXXXXXXXX
ICB Contract No: ICB/Works/03/2013
Schedule
No.
1
2
3
4
Ranking
*
Title of Schedule
Executing
Agency’s
Estimate
Bidder No. 1
Bidder No. 2
Part A: Bid Price
Plant and mandatory
spare parts supplied
2,460,438,470 3,308,720,814 1,835,144,228
from abroad
Plant and mandatory
spare parts from
351,491,210
746,547,651
354,468,970
within XXXXX
Design Services
105,447,363
195,904,825
265,846,076
Installation and other
4,112,447,157 6,380,299,456 7,201,006,030
services
Sub-Total (1 to 4)
7,029,824,200 10,631,472,746 9,656,465,304
Bid Price
Arithmetically
10,681,472,747 10,218,482,092
corrected Bid Price
Corrected Bid Price
excluding Prov: Sum
10,599,922,747 10,136,932,092
(LC81,550,000)
LC 50 million
5.5% from Foreign
Discounts
from Schedule 4 and Local currency
Discounted Price
10,549,922,747 9,579,400,827
Part B: Adjustments
(a) Quantifiable
Deviations and
Nil
*816,594,083
Omissions
(b) Work,Services to
be provided by
Nil
Nil
the Employer
Sub-Total (a + b)
Nil
816,594,083
Total Evaluated
Bid Price
7,029,824,200 10,549,922,747 10,395,994,910
(Part A plus Part B)
4
3
Due to non-addition of VAT for Schedule 4, subschedules 4.1 to 4.16.
Bidder No. 3
Bidder No. 4
2,525,626,960
3,038,870,005
133,173,284
1,003,488,730
85,288,205
88,895,408
4,115,434,212
3,601,032,132
6,859,522,661
7,732,286,275
6,859,522,661
7,612,996,148
6,777,972,661
7,531,446,148
Nil
Nil
6,777,972,661
7,531,446,148
Nil
Nil
Nil
Nil
Nil
Nil
6,777,972,661
7,531,446,148
1
2
Guide on Bid Evaluation
This guide is intended to provide guidance to borrowers on bid evaluation procedures and how to prepare a bid
evaluation report to be submitted to ADB, in connection with the procurement of contracts financed in whole
or in part by an ADB loan or grant, or by ADB-administered funds.
About the Asian Development Bank
ADB’s vision is an Asia and Pacific region free of poverty. Its mission is to help its developing member countries
reduce poverty and improve the quality of life of their people. Despite the region’s many successes, it remains
home to a large share of the world’s poor. ADB is committed to reducing poverty through inclusive economic
growth, environmentally sustainable growth, and regional integration.
Based in Manila, ADB is owned by 67 members, including 48 from the region. Its main instruments for helping
its developing member countries are policy dialogue, loans, equity investments, guarantees, grants, and
technical assistance.
GUIDE ON BID EVALUATION
June 2018
ASIAN DEVELOPMENT BANK
6 ADB Avenue, Mandaluyong City
1550 Metro Manila, Philippines
www.adb.org
ASIAN DEVELOPMENT BANK