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Bid Evaluation Criteria

Prepared by:

December, 2011

Table of Contents
1.0 INTRODUCTION .................................................................................................................. 2 2.0 VENDOR SELECTION ......................................................................................................... 3 3.0 PURPOSE OF BID EVALUATION..................................................................................... 3 3.1 Single-Stage, One-Envelope Bidding Procedure ................................................................. 3 4.0 PRINCIPLES IN BID EVALUATION................................................................................. 3 5.0 THE EVALUATION MODALITIES .................................................................................. 4 6.0 APPENDIX ONE .................................................................................................................... 4 7.0 APPENDIX TWO................................................................................................................... 8

1.0 INTRODUCTION
Following the invitations to tender published by Bank of Agriculture (BOA) on three national dailies and the responses received from bidders, a bid opening session took place at the

training centre of the Bank on the 2nd of December 2011. Some bidders were represented while BOA had representatives from the Project Steering Committee. The bids were for the following projects: 1. Organization-Wide ICT Skills Acquisition and Capacity Development 2. Supply, Deployment and Maintenance of Personal Computers (PCs) All bids received were publicly opened, bid prices announced and endorsed by representatives of the bidders present.

2.0 VENDOR SELECTION


BOAs IT procurement conforms to the three pillars of Integrity, Transparency and Accountability. This is meant to encourage true and open competition in tendering and contract award, open meetings and equitable and fair distribution of information, effective monitoring and auditing of all processes and implementation activities. BOA has a realistic estimate (based on a good quality design and costing process) of the cost of each project with a breakdown of the significant cost items. This estimate has been kept strictly confidential and there are no links between BOA personnel having this knowledge and the bidders. Decision-making criteria at all stages would be clear, justifiable and objective with no room for discretion at any time, especially in the evaluation and comparison of the bids.

3.0 PURPOSE OF BID EVALUATION


The main purpose of bid evaluation is to determine the lowest evaluated substantially responsive bid among the bids submitted on or before the bid closing date and time specified in the RFP and to reject bids which are not substantially responsive to major administrative and technical requirements. The bidder whose bid has been evaluated as the lowest evaluated substantially responsive bid should have the financial and technical capability or qualifications to execute the contract satisfactorily. The lowest evaluated substantially responsive bid may or may not necessarily be the lowest priced bid. In order to determine accurately the lowest evaluated substantially responsive bid in accordance with the terms and conditions of the RFP, a logical systematic evaluation procedure designed to cover all aspects of the evaluation process would be followed.

SingleOneProcedure 3.1 Single-Stage, One-Envelope Bidding Procedure


In the Single-Stage, One-Envelope bidding procedure, the bidders submit bids in one envelope containing both the price proposal and the technical proposal, which are opened in public at the date and time stated in the RFP. The bids are evaluated and the contract is awarded to the lowest evaluated substantially responsive bidder. Bidders may be invited for interview sessions/presentation to the committee as part of the evaluation and selection process.

4.0 PRINCIPLES IN BID EVALUATION


There are certain principles and practices of BOA in bid evaluation that must be clearly understood and observed during the bid evaluation process.
a) Confidentiality of Procedures

After the public opening of bids, no information relating to the examination, clarification and evaluation of bids, and recommendations concerning awards, shall be

communicated to any person not officially concerned with these procedures until the announcement of the award of the contract to the successful bidder has been made.
b) Clarifications and Alterations of Bids

No bidder will be permitted to alter its bid after the bids have been opened. Only clarifications, which do not change the substance or price of the bid may be requested or accepted by the evaluation committee. The request for clarifications and the response by the bidder shall be in writing or by acceptable electronic means. Any response to an inquiry of the evaluating committee which leads to a change in the bid price shall be considered as an alteration and shall not be considered in the bid evaluation. The records of all clarifications sought and received would be kept by the evaluating committee.
c) Rejection of Bids

All valid bids received shall be evaluated in accordance with the terms and conditions of the RFP and only those bids which do not substantially meet the specifications on the bidding requirements would be rejected.
d) Extension of Bid Validity Period

The evaluating committee shall make every effort to complete bid evaluation and contract award before the expiration of bid validity (120days). If an extension of bid validity is considered necessary, all those who submitted bids shall be asked to extend the validity of their bids without alteration in price.
e) Rejection of All Bids

The rejection of all bids is justified when the bids submitted are not substantially responsive or where none of the bids received meet the specifications or where there is evidence of lack of competition. The rejection of all bids and calls for new bids solely for the reason of high prices are not accepted by BOA. Where all bid prices have substantially exceeded the cost estimate, BOA would negotiate with the lowest evaluated bidder for a reduction of the bid price. If no satisfactory contract can be concluded, rebidding would be initiated with appropriate modification of the scope of the contract.

5.0 THE EVALUATION MODALITIES


A points system would be adopted based on the criteria spelt out in the RFP.

APPENDIX ONE

BENCHMARK GUIDE TO SCORING POINTS FOR THE REQUEST FOR PROPOSAL FOR

ORGANIZATION-WIDE ICT SKILLS ACQUISITION AND CAPACITY DEVELOPMENT


Bidders Firm ....................................................................................................... Evaluators Name ................................................................................................. Sign & Date ..........................................................................................................

ADMINISTRATIVE REQUIREMENTS

S/n
1

Criteria
Company certificate of incorporation issued by Corporate Affairs Commission (CAC)

Checklist (Indicate as Applicable) Included Not Included

Proof of Alliances/partnership Equipment Manufacturer (OEM)

with

Original

Company audited accounts for the past three years

Evidence of payment of company income tax for the past three years VAT registration certificate and evidence of past VAT remittance Bank reference letter of the companys financial capability List of similar projects handled in the past stating contract sum and providing evidence of award and completion completion Not Qualified

Qualified

Recommendations....................................................................................................................

S/n 1 2

Criteria Evidence of OEM Partnership(Certificate of partnership) List of Training Projects

Max Benchmark 2 5 >=3 projects (with cert of completion & award letter) =5 1 or 2 project(s) (with cert of completion & award letter) = 3 No similar job = 0

Score Remark

If the jobs are more than 3=5marks, 2

No of years of firms experience in training

3 >= 3yrs = 3 = 2yrs = 2 =1yr = 1 No experience = 0 5 >=5 CVs = 5 =4 CVs = 4 =3 CVs = 3 =2CVs = 2 =1 CV = 1

Provision of CVs of project staff

Minimum qualification of proposed staff (Min of HND)

5 >=5 HND = 5 4 HND = 4 3 HND = 3 2 HND = 2 1 HND = 1 10 >= 5 certifications = 10 4 certs = 8 3 certs = 6 2 certs = 4 1 cert = 2 0 cert = 0 5

Evidence of professional certification with Microsoft

Organogram/ Project Organizational Chart Project roles and responsibilities with a project manager Relevant experience/expertise of project manager

5 >= 5yrs = 5 = 4yrs = 4 = 3yrs = 3 = 2yrs = 2 = 1 yr = 1 10 Description of how training would be carried out = 3 Risk identification = 2 Class management = 2 Class assessment/report = 3

10

Training approach and methodology

11

Understanding of the objectives of the assignment

10 Training courses = 2 Course Objectives = 2 Course benefits = 2 Course content = 2 Course materials = 2

12

Training plan

10 Training schedule = 2 Pictorial representation = 3 Reasonableness of proposed schedule = 2 Provision for hands-on/practical session = 3

13

Cost and price

20

Deviations from BOA cost estimate < = 5% deviation = 20 6 20 % = 15 21 40 % = 10 41 60 % = 5 61 100% = 1 >100% = 0

14

Completeness of response

5 Bidders organization and experience = 0.5 Training approach and methodology = 0.5 Work plan/ work schedule = 0.5 Organization and staffing/team composition = 0.5 Course description and objectives = 0.5 Summary of cost = 0.5 Breakdown of cost = 0.5 Statement of 120 days proposal validity = 0.5 Quality of presentation/ professionalism of submission = 1

APPENDIX TWO

BENCHMARK GUIDE TO SCORING POINTS FOR THE REQUEST FOR PROPOSAL FOR

SUPPLY, DEPLOYMENT AND MAINTENANCE OF PERSONAL COMPUTERS (PCs)


Bidders Firm ....................................................................................................... Evaluators Name ................................................................................................. Sign & Date ..........................................................................................................

ADMINISTRATIVE REQUIREMENTS
Checklist (Indicate as Applicable) Included Not Included

S/n
1

Criteria
Company certificate of incorporation issued by Corporate Affairs Commission (CAC)

Proof of Alliances/partnership Equipment Manufacturer (OEM)

with

Original

Company audited accounts for the past three years

Evidence of payment of company income tax for the past three years VAT registration certificate and evidence of past VAT remittance Bank reference letter of the companys financial capability List of similar projects handled in the past stating contract sum and providing evidence of award and completion

Qualified

Not Qualified

Recommendations....................................................................................................................

S/n 1 2

Criteria Evidence of OEM Partnership( Certificate of Partnership) List of similar Projects

Max Benchmark 5 5 >3 projects (with cert of completion & award letter) =5 < 3 projects = 3 No similar job = 0

Score Remark

No of years of firms experience

4 >=4yrs = 4 = 3yrs = 3 = 2yrs = 2 =1yr = 1 No experience = 0

Provision of CVs of project staff

3 >=3 CVs = 3 = 2CVs = 2 = 1CVs = 1 No CV = 0

Evidence of professional certification

5 >= 5 certifications = 5 4 certs = 4 3 certs = 3 2 certs = 2 1 cert = 1 0 cert = 0

Organogram/ Project Organizational Chart Project roles and responsibilities with a project manager Relevant experience/expertise of project manager

7 8

5 3 >= 3yrs = 3 = 2yrs = 2 = 1 yr = 1 10 Description of how supply, deployment and maintenance would be carried out = 3 Risk identification = 2 Project management /Report= 2 Testing/Quality Assurance = 3

Technical approach and methodology

10

Understanding of the objectives of the assignment

10 Bidders understanding of the overall project (supply, deployment & maintenance) = 3 Comprehensiveness of PCs with full functionalities: Desktop = 2 Laptop = 2 Relevant warranty = 3

11

Deployment plan

10 Deployment schedule = 2 Gantt chart/pictorial representation = 3 Reasonableness of proposed schedule = 2 Provision for support/maintenance = 3

14

Cost and price

25 Deviations from BOA cost estimate < = 5% deviation = 25 6 20 % = 20 21 40 % = 15 41 60 % = 10 61 100% = 5 >100% = 0

13

Knowledge transfer

5 Realistic change management = 2 Identification of training programmes = 2 Detailed training programmes with demonstration of technical abilities = 1

12

Completeness of response

5 Bidders organization and experience = 0.5 Training approach and methodology = 0.5 Work plan/ work schedule = 0.5 Organization and staffing/team composition = 0.5 Course description and objectives = 0.5 Summary of cost = 0.5 Breakdown of cost = 0.5 Statement of 120 days proposal validity = 0.5 Quality of presentation/ professionalism of submission = 1

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