The methodology for the evaluation of bids should consist of:
- Eligibility of the bidder.
- Compliance with the conditions of sale;
- The bid price quoted
Where appropriate, the Procuring Entity may include additional evaluation criteria in the bidding document, which should be taken into account in determining the evaluated price of each bid. The contracts shall be awarded to the highest evaluated bid price for each item or lot subject to the reserved price.
Minimum Bidding Periods for the Public Tender Sale Method
The bidding period should start on the date of the publication of the announcement and should end on the date of the bid submission deadline. In determining the appropriate bidding period for each requirement, the Procuring Entity should take into account, in addition to the minimum bidding period which shall be 21 days for national tenders and 30 days for international tenders:
- The time required for preparation of bids, taking into account the level of detail required and the complexity of bids;
- Any need for bidders to submit authenticated legal documents or similar documents as part of their bids and the time required to obtain such documents;
- The location of short-listed or potential bidders and the time required to obtain the bidding document and for the delivery and submission of bids to the Procuring Entity;
Issue and Sale of Bidding Documents for the Public Tender Sale Method
Bidding documents should be issued, as appropriate to all bidders responding to the invitation to tender notice. The Procuring Entity should maintain a record of all bidders to whom the documents are issued. The Procuring Entity may charge a fee for the bidding documents, but the price should be calculated to cover the costs related to printing, copying and distribution of the documents only
and should not include any element of profit. Where bidding documents are sold, the Procuring Entity should:
- Issue signed receipts for the documents and bidders may be required to submit a copy of the receipt with their bid.
- Allow potential bidders to inspect the documents, prior to purchasing the document.
Deposits for items on sale by open Tender
A Procuring Entity may require deposits to deter irresponsible bids and encourage bidders to fulfill the conditions of their bids. The bidding documents should state any requirement for a bid security.
The value of any required bid deposit should be expressed as a fixed amount and not as a percentage. The amount should not be more than two percent of the estimated value of the stores, assets or equipment. In determining the amount of bid deposit required, the Procuring Entity should take into account the cost to bidders of obtaining a bid deposit, the estimated value of the stores, assets or equipment and the risk of bidders failing to fulfill the conditions of their bids. The amount should be high enough to deter irresponsible bids, but not so high as to discourage competition. The bidding documents should state that bid deposits must be:
- in accordance with the format and wording provided in the bidding document;
- In a form acceptable to the Procuring Entity, which may be:
- cash;
- a bank guarantee;
- an equivalent instrument, such as a stand-by letter of credit;
- an insurance company security; or
- any alternative form acceptable to the Procuring Entity, including any forms permitted under schemes issued by the PPOA to facilitate access to securities by small enterprises; and
- From an institution acceptable to the Procuring Entity in the case of instruments issued by financial institutions;
The conditions for forfeiture of a bid deposit should be specified in the bidding document. The Procuring Entity should release bid deposits promptly to unsuccessful bidders upon expiry of the term of the deposit or it may form part of the winning bidders purchase price.
