Para 9.8.6 - Tender Minutes Format | KartavyaDesk

Original Rule Text

Annexure 6: Tender Committee Minutes Format for Non-Consultancy Services it available for review/approving authority), extension of proposal submission date, and so on). Names/nationality of firms/associations (mark domestic firms and firms that had expressed interest) of Firms who participated and Shortlisted Bidders prior to this stage – EoI/ Technical Evaluation: i) Participated/ Expressed Interest: ii) Shortlisted in EoI/ Technical Evaluation prior to this Section III: Preliminary Evaluation of Responsiveness Review handling of any complaints received Discuss preliminary evaluation for determining substantially responsive bids and for minor corrections and clarifications Section IV: Evaluation of Responsive Bids: Technical Evaluation i) Describe briefly the meetings and actions taken by the evaluation committee: formation of a technical evaluation team, outside assistance, evaluation guidelines, justification of sub-criteria and associated weightings as indicated in the Tender Document and compliance of evaluation with Tender Document. ii) Summary of Evaluation Criteria and Weights assigned iii) Grading and Rating Scheme in the Bid documents or decided before the Evaluation iv) Present results of the technical evaluation: scores and the award recommendation (based on Rating System agreed among evaluators prior to receipt of proposals). v) Highlight strengths and weaknesses of each proposal (most important part of the report). a) Strengths: Experience in very similar projects in the country; quality of the methodology, proving a clear understanding of the scope of the assignment; strengths of the local partner; and experience of proposed staff in similar assignments. b) Weaknesses: Of a particular component of the proposal; of a lack of experience in the country; of a low level of participation by the local partner; of a lack of practical experience (experience in studies rather than in implementation); of staff experience compared to the firm’s experience; of a key staffer (e.g., the team leader); of a lack of responsiveness; and of disqualifications (conflict of interest). vi) Comment on individual evaluators’ scores (discrepancies). Items requiring further negotiations. Technical Evaluation Report should also contain a) Technical Evaluation Summary (simplified in case of LCS or EoI, otherwise detailed, if so chosen in Tender Document) b) Evaluation of Service Provider’s Experience (In case of Detailed Technical Evaluation specified) c) Evaluation of Methodology & Work Schedule (In case of Detailed Technical Evaluation specified) d) Evaluation of the Key Professionals (In case of Detailed Technical Evaluation specified) Section V: Evaluation of Technically Successful Bids: Financial Evaluation i) Start with review of techno-commercial evaluation and shortlisted Firms and approval and directions by CA ii) Describe briefly the meetings and actions taken by the evaluation committee: formation of a financial evaluation team, outside assistance, evaluation guidelines, justification of associated weightings as indicated in the Tender Document and compliance of evaluation with Tender Document. iii) Insert a summary table of evaluated financial scores/ combined weighted scores

What This Means

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Key Points

• •Specifies the format for Tender Committee Minutes for Non-Consultancy Services.
• •Covers all stages of the tendering process, from initial interest to financial evaluation.
• •Requires documentation of preliminary evaluations, technical assessments, and financial reviews.
• •Emphasizes transparency and accountability in the procurement process.
• •Includes sections for recording strengths and weaknesses of each proposal.

Practical Example

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Frequently Asked Questions

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.