SRC EDUCATION CENTER - KANDY

QUANTITY SURVEYING

TUTE 03
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TENDERING METHODS & TENDERING PROCESS

Tendering methods
1. Open Tendering
2. Selective Tendering
3. Nominated Tendering

Open Tendering
Calling for tender is done openly & although qualified can be applied.Large number of tenders can
be expected and there can be a big competition.Greater competition,open to all,not bias,prevent
collusions are advantage of this method.

Selective Tendering
Instead of open tendering invitations of bids are called from selected party of contractors.Mostly
in private sector this sector this method is adopted.Since there are selected number it will be easy
for evaluation & deviation is minmal.The client in this case expertsto get the job done reliably
rather thann the lower cost.There are two methods foe selection.
 Calling for paper notice to pre qualify few contractors
 Obtaining the list of professional institute such as ICTAD/CIDA,Contactors
associations or institute of engineers etc.
Only qualified & experienced contractors re considered & saving paper notice publication cost &
time.

Nominated Tendering
In this type tendering,client nominates a contractor by checking his work done in history.It save
money & time for tendering.

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Tendering Process
INVITATION TO BID AND CLOSSING/OPENING OF BIDS.
1.0 Issuing bidding documents.

1.1 (a) The bidding document should be made available during business hours.by mail or in
person to any bidder after payment of fees at least before one da before the deadline ,submission
of bid.

(b)In the case of pre-qualification of bidders the bidding document shall be issued only
to the qualified bidders.

1.2. (a) bidding document should be made available for inspection pee of charge ,for any
qualified bidder. Wish to do so.

(b) Bidding documents may be sold at different locations.

1.3 The fee of purchase of bedding documents should not be very high to discourage the
bidder.

1.4 The P.E (procument.It entity) shall keep a recovered regarding the issuing of bidding
document.

2.0 Bidding period

2.1 (a) The bidding period shall commence on date of issuing document to bidders.

(b) The period will end with the date of bid submission.

(c ) Bidding period shall be recently adequate to prepare the bids.

2.1 Minimum bidding period

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ICB / LIB 42 days.

More for complex work.
NCB/LNB 21 days
Restricted competitive 14 days
Bidding under district
Level work.
Shopping 7 days
For emergency procument Above may be reduced

3.0 Submission of bids.

3.1 (a) The bids shall be received only at one location by,

I. Mail or under registered post.

II. Personal delivering to authorized person
III. By depositing in seated tender box. keep procument entity.

(b) All bids must be submitted in seated cover or envelope.

(c ) As mentioned in the instructions to bidders, bids must be sufficient in original & copied.
Both must be seated in two envelope and ex closed in the course envelope with bidders default
mentioned outside the envelope.

3.2 Rejection of late bide.

It shall be closed at the time specified in bidding document all late bids shall be expected &
return un opened.

3.3 Public bid opening

(a) The responsibility of bid opening lies with procument committee tender board (p.c) may
delegate authoring to bid opening committee.(at least 2 members approved from p.c.)

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(b) Bid shall be opened in front of the bidders or representatives wish to attend ,soon after the
closing of bids.

(c ) Any bid received before the deadline shall not be rejected a the opening.

3.4 (a) only the bids mark as “original” shall be opened and the “copy” should be opened.

(b) If any envelop marked “ withdrawal” of bids is received before the deadline , that should
be opened first. If the bid opening committee is satisfied without any doubt with the contents of
the letter, that bidders , original bid should not be opened. If there is a original should be opened
and verifyng.If there is a mark in envelope “Modification:” that should be opened with the
original bid.

3.5 The bid opening committee shall readout the following to those present.

(a) the names of each bidder & the amount in the form. Of not available the that of the price
schedule.

(b) whether the bid bond or bid security declaration is submitted.

(c ) any discount offered

(d) any other information the committee decides.

3.6 the produce of the bid opening shall be recovered and should be signed by all member of
the bid opening committee.

3.7 the original bids together with minutes of bid opening shall be handed over to the chairmen
of technical committee (TEC).

BID EVALUATION

After receiving bids chairman of procument committee appoint a technical evaluating committee.
TEC generally members of procument committee or tender board are not appointed to TEC.

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Only the bid “original” should be evaluated by TEC .Late bids & those bids not open must not be
evaluated. If necessary PC may use “Copy” for comparison purpose. It is to ascertain most
qualified tenderer with the lowest value of the bid.

THE STAGES OF BID EVALUATION

1. Bid examination
2. Detail bid evaluation
3. Post qualification

 BID EXAMINATION

To determine the eligibility of bidders and legal validity & most responsive bid.

 DETAIL BID EVALUATION

To determine the lowest evaluated bid among the tenderers.

 POST QUALIFICATION

To determine the qualifications & experienceof the lowest evaluated bidder.

1. BID EXAMINATION

Stage 01

To ascertain whether,

 The bidder is eligible

 Whether the bid is signed
 Bid is legally valid
 Bid is accompanied by the bid security

If nit qualified bid is rejected.

Stage 02

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To ascertain the deviation from the the provisions of bidding documents and categorized them in
to major & minor deviations.Minor deviations are the ones that has no effective validity or legally
of the bid.

And also those bids that have no effect functions & quality of the project work or delivery of goods
& services.All other deviations are counted as major deviations & they are rejected.

2. DETAIL BID EVALUATION

 The manner in which the bids are evaluated to select the lowest bid must be given in the
bidding document.
 Methods & conditions also as mention in the bidding document.
 Systematic & logical sequence should be followed as given below
 Correction of arithmetical errors
 Discount if any to be deducted
 Evaluation of acceptable omissions
 Completion time or delivery period of goods
 Adjustments for minor deviations
 Inbalanced bids
 Front loading & back loading

3. POST QUALIFICATION

Post qualification of bidders serve as safety measure to ensure that lowest evaluated bid is
submitted with responsible and trust worthy manner. Before awarding the contract, it is necessary
to determine the bidder has capacity & resources to carry out the work effectively. Following
informations will be necessary to include in the report.

 Performance during the last years whether he process necessary equipment

 Whether he has a sufficient staff & labor ,tools

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 Whether sufficient knowledge is available to do the job

 Whether the work program submitted and is completed and acceptable. Check whether
previous contract awarded has been completed successfully
 Whether he is awarded from any organizations & he has completed other works on time.

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