Recap

MODULE NAME: PUBLIC PROCUREMENT OPERATIONS

UNIT NAME: BID DOCUMENTS AND BID OPENING
In this unit, you have learnt that:
The final process in public procurement operations is bidding and evaluation.
Bidding and evaluation includes:
1. Publication, receiving and opening of bids
2. Bid evaluation
3. Negotiations
4. Award of contract
Bidding and evaluation are critical operations in the public domain.
There are two main securities to be submitted by bidders. They are:
Earnest Money Deposit
Performance Security
The important components of a bid document are:
Bid Notice or notice inviting tender
General and special instructions to bidders
Conditions of the contract
Qualification or eligibility criteria
Bid validity
The publication, receipt and opening of bids consists of:
1. Publication of bids
2. Clarification of bidding documents
3. Amendment of bidding documents
4. Modification, alteration and withdrawal of bids
5. Pre-bid conference
6. Receipt and custody of bids
The BOC should perform the following steps during bidding:
1. Prepare a list of representatives
2. Collect bids from bid box
3. Check whether all envelopes are sealed, and all mandatory requirements are
fulfilled
4. Open bids in the presence of bidders or authorised representatives
5. Announce salient features of the bids
6. Every bid must be numbered serially, initialled, and dated on the first page
7. Price schedule must be initialled with date
8. Circle discounts, rebates, amounts, quantities and so on
9. Mark original and duplicate copies in a bid set
10. Changes, if any, must be initialled with date and time and must be numbered
serially
11. Prepare on-the-spot report with names of bidders and their salient features of
bids
12. Hand over on-the-spot report to the nominated purchase officer
13. Hand over money documents to the representative of Finance Department
14. Perform proper codification on samples, if any

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