Award of Civil Contracts Modified Procedure

Sr.
No.

Steps

Information to be included, documents to be examined and other details

Time Frame (Time reckoned from receipt of bid) for completion of step

1.

Invitation of applications for pre-qualification of contractors

(As per existing procedure)

2.

Sale of PQ Document

( -do- )

3.

Receipt of PQ applications

( -do-)

4.

Evaluation of PQ applications

( -do-)

5.

Clarification from applicants

(-do)

6.

Intimation of PQ results

The estimated cost(s) to be awarded shall be within pre-qualification limit of the contractor Current Bid Capacity should be more than the estimated cost of the package

7.

Finalisation of bid document

Changes in 'Instructions to Bidder' to be incorporated, to be in conformity with suggested changes.

8.

Invitation of bids

(As per existing procedure )

9.

Sale of bid Documents

(-do-)

10.

Bid Evaluation Committee

(-do-)

11.

Receipt of Bids

To be received up to the date and time specified. Bids received late not to be accepted and to be returned unopened.

Bids shall be sealed (original + copy) at the time of receipt. Bid security and technical bid including equipment, personnel, programme etc., each in separate sealed envelope and both inside another sealed envelope. Financial bid containing original bill of quantities (BOQ) and copy of BOQ, to be furnished in another sealed envelope. All to be put in an outer sealed envelope.

Day 0

12.

Opening of Bids

Opening of envelope containing 'bid security and technical bid Check form, amount validity period and bank of bid security. If it does not conform to the Bid Document, the envelopes containing remaining 'technical bid' and 'Financial Bid' to be returned unopened. The sealed envelope containing Financial Bid to be signed by the bid opening committee members and representatives of bidders. Opening of envelope containing 'Original BOQ' of only those bidders whose technical bid is qualified.

Day 0

13.

Evaluation of Technical Bids

Evaluation of Technical Bids by the Evaluation Committee Write to Banks for confirmation of Bid Security to get response within 7 days. Check eligibility. The estimated cost of the package to be awarded is within the pre-qualification limit or the balance of pre-qualification limit. Checking of updation of pre-qualification information: Debarring, expulsion and termination of contracts - Any such affirmative information will disqualify.

Identity and composition of firm - no change from pre-qualification to be permitted.  Information for current bid capability. Check that the current bid capacity is higher than the estimated cost. Checking of the bids

Checking of Power of Attorney submitted  Checking of confirmation of bid security from issuing bank

Affidavit furnished. JV Agreement (if any) submitted Availability of Credit Line Work Programme Key personnel

Key equipment Prepare list of queries to be asked from bidders, and issue of letter to the bidders i./c intimation of date of opening of financial bid on Day 21 Bidders response to the letter seeking clarification Meeting of evaluation committee to examine submitted response and finalise list of responsive bidders.

Day 1








Day 7


Day 10

Day 17
Day 20

14.

Opening of envelope containing Financial Bid

Opening of financial bid in the presence of the bidders' representatives. Announcing of total bid amount and rebate/addition. Checking of number of corrections on each page. Each page of BOQ and rebate/addition to be initiated by the member of evaluation committee Number and corrections on each page to be indicated and initiated by the members of evaluation committee Checking of arithmetical calculations of BOQ and announcing the same Bid opening report

Day 21

15.

Evaluation Committee for evaluation of financial bids and Evaluation Report

Meeting of Evaluation Committee to consider the bid prices of bidders and to recommend the award of work

Day 24

16

Consideration by the Board and approval

Circulation of agenda and meeting of the Board Approval of the Board

Day 28
Day 35

17.

Award of Work

Issue of award letter

Day 40