PPCC Training Manual 9 (1).doc

It is imperative to instruct properly those

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this process until the successful tendered is notified of the award. It is imperative to instruct properly those responsible for examination offenders, and they should be under obligation to observe strict confidentiality. 32
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6.3.8 .No 8 - Consistency When tenders have been received and recorded, they should be checked for possible errors, correct signatures and adherence to stipulated requirements in the bidding documents. If a bid is not "substantially responsive" to the bidding documents, or contain inadmissible reservations, it should not be considered. Those tenders, which upon examination have qualified as "substantially" responsive, must be given serious consideration. Although many agencies reserve for themselves in the invitation for tenders the right to reject any and all bids without having to provide any justification or remedy, they should, as a matter of decent public administration: a) Give consideration to all eligible tenders received: and b) Award the contract to the tendered who has submitted the lowest evaluated bid, considering price and any other evaluation criteria spelt out in the bidding documents. 6.3.9 No. 9 - Objectivity The purpose of evaluation is to determine the lowest evaluated bid. The lowest bid is not necessarily the most advantageous one, considering all relevant factors. Price is obviously the first - but rarely the only - criterion that has to be borne in mind. The procuring entity therefore has to decide what factors in addition to price it is going to consider and to describe them to prospective tenderers in clear terms. In the absence of objective criteria, the award of the contract becomes an arbitrary matter. Tenderers, like competitors in any sports, are not likely to enter into a competition without knowing the rules of the game. Thus, objective evaluation criteria have to be formulated, spelt out in the bidding documents and applied in a consistent manner. 6.3.10 No 10 - No Negotiation before Award The logical conclusion of competitive tendering is to select a winner on the basis of the stated criteria without any effort at obtaining a better price or some other favour from any tenderer. No bidder should be asked or permitted to change the substance or price of his bid. 6.4 Notification and Advertising Timely notification of bidding opportunities is essential in competitive bidding. All goods or works to be procured through ICB must internationally be advertised by placing a General Procurement Notice (GPN) in the United Nations publication "Development Business" not later than 8 weeks prior to the date of availability to the public of the bidding documents. Invitation to bid or to pre- qualify must also be published in at least one local newspaper with wide distribution within the borrower's country. 33
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The borrower is encouraged to also provide copies of the advertisement to the funding agency representatives, usually commercial officers or attaches located in the country who are likely suppliers. Firms who have responded to the GPN are to be notified when the notice is published in the local newspapers. For large specialized contracts, invitation
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