Para 5.2.8 - Bid Opening Procedure | KartavyaDesk
Original Rule Text
on the day (including oversized bids, which were submitted to designated officers) should be sorted, and a count for each tender should be announced and recorded, particularly noting any modifying/altering/withdrawal of bids. BOC should ensure and demonstrate that bid envelopes are duly sealed and untampered. Late bids should be separately counted but kept aside and not opened. In the case of an advertised tender enquiry or limited tender enquiry, late bids (that is, bids received after the specified date and time for receipt of bids) should not be considered (Rule 165 of GFR 2017); c) The technical bids will be opened on the pre-announced date, and the financial proposals shall remain sealed and shall be opened publicly in due course of time only for those firms that have technically qualified. d) After opening, every tender shall be numbered serially (say 3/14 – if it is the third bid out of 14 total), initialled, and dated on the first page by the BOC. Each page of the price schedule or letter attached to it shall also be similarly initialled, particularly the prices, delivery period, and so on, which shall also be circled and initialled along with the date. Any other page containing significant information should also be dealt with similarly. blank pages, if any, should be crossed out across and marked accordingly by the BOC. The original (and duplicate, if any) copies in a tender set are to be marked accordingly by the BOC; e) Erasure/cutting/overwriting/use of whitener/columns left unfilled in tenders, if any, shall be initialled along with the date and time and numbered by the officials opening the tenders and the total number of such noticed alterations (or the absence of any alteration) should be explicitly marked on the first page of the bid. Wherever quantity/amount is written only in figures, the BOC should write them in words. All rebates/discounts should be similarly circled, numbered, and signed. In the absence of any alteration/overwriting/whitener/ blanks, the remark “no corrections noted” should be written. Similarly, the absence of discounts should be marked with “no discounts noted;” f) The BOC is to announce the salient features of the tenders such as description and specification of the goods, quoted price, terms of delivery, delivery period, discount, if any, whether EMD furnished or not and any other distinctive feature of the tender for the information of the representatives attending the tender opening. Clarifications by the bidders shall not be allowed or recorded during the bid opening. BOC has no authority to reject any tender at the tender opening stage; g) Proper sealing and codification need to be done on reference samples as well for samples that accompany the bid94. These should be kept for reference under lock and key. Details should be recorded in the sample register maintained in the opening section. h) Financial instruments should be noted in the bid opening report/register and handed over to the Finance Section for safe custody and monitoring. i) A bid opening report containing the names of the bidders (serial number wise) and salient features of the tenders, as read out during the public opening of tenders, will be prepared by the tender opening officers, and duly signed by them along with the date and time. The tenders that have been opened, the list of the representatives attending the tender opening, and the bid opening report are to be handed over to the nominated procuring officer, and an acknowledgement shall be obtained from him.
What This Means
Para 5.2.8 of the Manual for Procurement of Goods, 2017 outlines the detailed procedure for opening bids received in response to a tender. It's all about ensuring fairness, transparency, and accountability in the process. This rule applies to all government departments and organizations involved in the procurement of goods through advertised or limited tender enquiries. It affects everyone from the officers designated to receive bids to the Bid Opening Committee (BOC) responsible for opening and recording the details of each bid.
The rule specifies how bids should be handled from the moment they are received. This includes sorting, counting, and recording bids, noting any modifications or withdrawals. Late bids are to be kept aside unopened. The rule also details how the BOC should mark and initial each page of the tender, especially the price schedule and any significant information. Any corrections or unfilled sections must be properly noted and initialed. Finally, the BOC must announce the key features of each tender and properly seal and codify any reference samples. The goal is to create a clear and auditable record of the entire bid opening process.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- •Bids must be sorted, counted, and recorded upon receipt, noting any modifications or withdrawals.
- •Late bids should not be considered in advertised or limited tender enquiries and must be kept aside unopened.
- •Each page of the tender, especially the price schedule, must be initialed and dated by the BOC.
- •All corrections, overwriting, or unfilled sections must be initialed, dated, and numbered by the BOC.
- •The BOC must announce the salient features of each tender, but cannot reject any tender at the opening stage.
Practical Example
The Ministry of Electronics and Information Technology (MeitY) issued a tender for the supply of 5000 laptops. On the bid opening day, designated officer Mr. Sharma received 25 bids. He sorted them, counted them, and noted that one bidder, 'Tech Solutions Pvt. Ltd.,' had submitted a revised bid. The Bid Opening Committee (BOC), consisting of Ms. Verma, Mr. Singh, and Ms. Kapoor, then opened the bids. They found that 'Global Systems' had submitted their bid 15 minutes after the deadline; this bid was kept aside unopened.
The BOC members initialed and dated each page of the remaining 24 bids, circling the quoted prices and delivery periods. They noticed that 'Innovative Devices' had used whitener on their price schedule. Ms. Verma, Mr. Singh, and Ms. Kapoor initialed the correction, noted the date and time, and marked it as the first alteration on the first page of the bid. They also announced the quoted price, delivery period, and EMD status for each bid to the representatives present. Reference samples submitted by 'Apex Technologies' were properly sealed, codified, and recorded in the sample register.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
What happens if a bidder submits a revised bid before the deadline?▼
Can the Bid Opening Committee (BOC) reject a bid during the bid opening process?▼
What should be done if a page in a tender is left blank?▼
What if the quantity is written only in figures and not in words?▼
What if a bidder doesn't offer any discounts?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Test Your Knowledge
Question 1 of 3
According to Para 5.2.8 of the Manual for Procurement of Goods, 2017, what should be done with bids received after the specified date and time for receipt of bids in an advertised tender enquiry?
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