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The tender evaluation committee must start from the bidder who has quoted the lowest price and gradually work their way up. Post Tender Notice For all international tenders, once a tender has been awarded to a supplier or service provider, the successful company will be listed on the www.

Where the interest of the organisation so requires, all bids may be rejected and new ones solicited based on the same or revised specifications. This ensures that the bidder is serious and will not back off from the price and delivery schedule.

A copy of this letter should also be placed in the tender file. Steps for Invitation to tender 1. Finance Department Representative As with Purchase Committees, tender evaluation committee members should be regularly rotated preferably every two months and training should be provided to ensure that members are dating simulator for men aware of their roles and responsibilities.

The date that each bid was received should be announced during the opening session and any late bids declared as ineligible. Under no circumstances should an offer be opened, reviewed or examined, nor should it be defaced in any way, prior to the official opening session.

Secure holding places should be established such as a safe or secure sealed box for the tender bids and a secure room for any samples received. The successful tenderer should be awarded the contract as per the sample draft supplies contract provided in appendix A Declaration of Impartiality and Confidentiality See appendix 07 must be signed by every member of the tender evaluation committee during the preparatory meeting.

The best way to accomplish this is to evaluate the 3 lowest bids in the first lot.

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In csptcl tenders dating, all samples should at this stage of the process be returned to the unsuccessful bidders. Each member of the committee should be asked to provide their thoughts on the strengths and weaknesses of the process and offer any suggested recommendations for future tenders.

The tender advertisement should include a tender reference number and this number should be used on every document and form for the remainder of the process. Once the designated person s has completed both csptcl tenders dating tender advertisement and tender dossier, the tender committee should again meet to agree the content of both the advertisement and the tender dossier.

Logistics Manager or equivalent 2. The tenderer receives one signed copy; the LNGO Finance department should receive a further copy so that the payment schedule outlined can be adhered to and the LNGO Logistics department should receive the final copy, to be filed in the tender file.

Finalise Tender Process Once the tender winner has been selected through the evaluation process as outlined above, all participants in the tender should be advised as to whether their bid has been either successful or unsuccessful. The sample provided by the successful bidder can later be used to ensure that materials provided during the course of the contract comply with materials offered.

Once the tender date and time arrives, the tender box should be closed and any bids delivered after this time should not be accepted. No one tender committee member should at any point make direct contact with a tenderer. Once received, the date and time should be written on the outside of the envelope.

Clarification of information in tender bids If clarification is required in relation to any of the bids received, this can be sought in writing from the tenderer.


Tenders received in unsealed envelopes should be treated in the same way. When rejecting any bid, the reasons must be documented in the evaluation report.

All bids received must be signed by the receiver.

A means of receipt of tender bids and samples if applicable should be agreed at this stage. All unsuccessful tenderers should receive a letter thanking them for their participation in the tender process and confirming that they have been unsuccessful on this occasion See Appendix A copy of the quote evaluation sheet should also be given to all the bidders present on the occasion.

The minutes of the preparation meeting should be recorded and signed by all members of the tender evaluation committee. Preparation Meeting A tender evaluation committee must be established by the Chief Executive prior to the tender preparation meeting. One all the bids have been announced a print out of the quote evaluation sheet Appendix 3 with the information mentioned above.

The committee should consist of an odd number of participants, ideally a minimum of three and a suggested composition of the committee could be as follows; 1.

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The committee may however deem that an extension to this period be appropriate in certain circumstances however the same time period must be allowed to all bidders. Tenderers should be allowed 5 days to respond to any request for clarification and responses not received within this timeframe should be disqualified from the process.

Bids which are submitted in unsealed envelopes must also be disqualified. A copy of this document should be made available to all participants prior to the preparation meeting The process for evaluation of quotations and samples.

Interested parties should be given a minimum of 2 weeks to respond from the date of posting the tender advertisement. All correspondence either from or to LNGO in this regard should be kept in the tender file. If only 1 or 2 tender bids have been received and reasonable justification exists to proceed with the tender process, a waiver is required from the donor.

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It should be kept as short as possible, although ensuring that no essential information has been omitted. The Chairperson should allocate the responsibility of creating the tender advertisement and tender dossier to whomever on the committee is the most appropriate for this piece of work.

The purpose of such an action is to provide learning for any further tenders which may take place. Once the committee has reached to conclusion, it should endeavour to make the physical verification of the existence and capacity of the bidder.

Tender Files All documentation in relation to the tender process should be filed together. Likewise, the participation of beneficiaries on tender committees should also be considered and actively encouraged where appropriate to improve the level of accountability in the process.

If however bids are delivered by mail or by courier, these should be entered into the receipt book with the date and time of receipt, and sent back to the tenderer with a note stating that the bid has been disqualified as it was revived during or after the tender opening session.

Any tenders received after the deadline but before the tender opening session can be accepted into the next stage of tender evaluation. If the tender evaluation committee is unsure what specification of material it requires, it may be worth collecting samples at this stage, agreeing on a minimum specification, and tendering for this minimum standard.

Tender Opening Session Tender bidders should be invited to attend the tender opening session. Technical Representative specifically related to the items being procured 3. As a bare minimum the tender advertisement must be published in at least two national daily newspapers One in English and One in Urdu Proof of advertising in shape of the original newspaper advertisement must be held in the tender file for future audit purposes.

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The core reason for this meeting is to ensure that all participants of the committee are fully aware of the following issues; The materials or services requested in the tender. The committee while making the recommendation must keep in mind that only fully technically compliant bids are to be considered.

Tender Evaluation The purpose of evaluation and comparison of offers is to determine which vendor has the lowest price for acceptable specifications and conditions of supply. A Tender Receipt Book should be held at reception or in the receiving location in which signatures are recorded.

It is important to acknowledge the donor in the tender advertisement. Lessons learned should be documented, held centrally by the Logistics Department and filed accordingly.

The minimum number of acceptable bids in both a local and international tender is 3. Open International Invitation to Tender For all international tenders, the advertisement should, as a minimum, appear on the www.

It is important to acknowledge the donor in the tender notice. The committee should check the samples, credentials, references, previous experience, and financial strength of the bidders and then come up with a written evaluation report.