Annexure 3 — WORKS_MANUAL

Organisation:_____________________________ Minutes of Tender Committee Meeting (Techno-commercial/ Financial Bids) Section I: Top Sheet File No: Date: Description Estimated Cost:- Tender Published In Date of Publication Bid Validity Bid Opening Date Past Procurements Sr. No. Supplie r Order Reference & Date Quantity Basic Rate (Rs.) Remarks Members of the Tender Committee Sr. No. Name Designation Sr. No. Name Designation 1 2 3 4 Section II: Salient Feature of the Tender Review background of indent; technical and financial approvals; estimated cost; budgetary provisions; urgency of requirement; special technical requirements and other connected procurements which are part of same package/ project Review mode of bidding; bidding document contents; bid publication; level of competition obtained; issues if any noticed during bid-opening (bids not opened due to lack/ unsatisfactory EMD, etc.) and any other procurement of this requirement in process (at various stages) Review special conditions, restriction if any, on participation of bidders; purchase preferences, requirements prescribed in bid documents (EMD, document submission, etc.) Section III: Preliminary Evaluation Review handling of any complaints received Review/ confirmation of quantity and period of delivery required Discuss preliminary evaluation for determining substantially responsive bids and for minor corrections and clarifications Section III: Evaluation of Responsive Bids Bid-wise deliberation should be recorded

Annexure 3: Tender Committee Minutes Format (For Techno-Commercial/ Financial Bids) (Refer Para 5.5.1

(v) and 5.6.11)

In case of evaluation of Financial Bids i). Start with review of techno-commercial evaluation ii). Insert a summary table of evaluated price in the order of L1, L2, etc. iii). Deliberations should be in the sequence of L1, L2, etc. Section IV: Summary of Recommendations Bid-wise recommendation should be recorded In case of evaluation of financial bids, i) Give a summary of recommended bids, award value, bid expiry date and special conditions, if Also mention that the rates recommended are considered reasonable (and basis for such determination). Total value of the recommendations for determining level of acceptance authority. Mention that none of the TC members have any conflict of interest with the parties recommended for award. Request acceptance of recommendations by competent authority and that it’s within his powers of acceptance as per SoPP/ DFPR. Signature Name and Designation of the Members 1 2 Date: Date: (Name & Designation) (Name & Designation) 3 4 Date: Date: (Name & Designation) (Name & Designation) Remarks by the Accepting Authority: _____________________________________________ Signature:______________________________ Date:__________________ Name & Designation of Accepting Authority___________________________