Module II. Bidding and Evaluation Process Bidding documents (Stages of bidding & preparation of bidding document) Bid evaluation methods (principles of evaluation and methods) Workshop (Preparation of bidding document & Evaluation of bids) Assessment of the day 1

Bidding documents (Stages of bidding & preparation of bidding document) /Module II.1/ b. Standard bidding documents b.1 Subject matter of bidding document b.2 Preparation of bidding document 2

SCOPE of EC FUNCTIONS M.II.1.а. Stages of bidding Establishing the ‘Evaluation Committee’ (EC); Defining of procurement method; /Stating the justification except open bidding;/ Preparing Bidding documents (BDs); Publishing of bid Invitation; Clarification of Bidding document from bidder Pre-bid meeting to ensure the ‘quality’ of Bidding document Response to the clarifications and/or Amendment to the Bidding document basing on the clarifications Bid opening; Evaluating of bids; Contract award. Unless there is good quality Bidding document, ensuring the principles of transparency and equal treatment to competition of bidders, the result of Evaluation of Bid will be ‘Poor’! To let bidders clarify before submitting their bid is one of very important activity which is providing the transparency as well as fairness to the parties. It also affects to being avoid from the misunderstanding and disagreement among the procuring entity and interested body/bidders. At the end say, it is obviously beneficial not only for bidders in which way of helping bidders to get fuller understanding on BD to prepare quality bid, but also for procuring entity gives the opportunity tofix their any of faults in BD relatively early and further, evaluate bids properly…

M.II.1.а. Stages of bidding Why we are giving an importance on following 4 actions that should be taken by Procuring entity (PE) in each procurement? Clarification of Bidding document from bidder Bidders should be aware of their opportunity to clarify the requirements given by PE where necessary. In case of any violations, there should be a room to fix it before going so far. 2. Pre-bid meeting to ensure the ‘quality’ of Bidding document It is helpful for both of PEs and potential Bidders to elaborate and fix the BDs and prepare quality bid as well! 3. Response to the clarifications and/or Amendment to the Bidding document basing on the clarifications Bidders those who submitted clarification and/or raised the issue, should be informed back from PEs and there also must be measures to take as a response action. For instance, amendment to the BDs…

How we can benefit from the CSOs involving in to public procurement? Who shall control the bidding procedure? Are they Bidders, indeed? How we can benefit from the CSOs involving in to public procurement? Question: Who shall control the bidding procedure? Answer is: ‘relevant bodies’. Are they bidders, indeed? Answer is ‘strongest controlling body is BIDDER’. How we can benefit from CSOs involvement in EC functions and Monitoring of public procurement? Answer is: according to revised clause 47.4 and amended clause 52.3 PPLM, CSOs should be included in EC members. BUT, to be independent and observatory is crucial in order to provide transparency there. Thus, it might be most beneficial, where CSOs work as an OBSERVER. Let them think again about it seriously and use the knowledge have been gained! For 2-3 minutes…

SELECT THE MOST APPROPRIATE FUNCTIONS FROM THE LIST ! (Slide #3) At What stage and to What extent the CSOs can give input and benefit by involving in to public procurement implementation? 1. Let participants remind the slide #3, ‘Scope of EC functions’ Establishing the ‘Evaluation Committee’ (EC); Defining of procurement method; /Stating the justification except open bidding;/ Preparing Bidding documents (BDs); Publishing of bid Invitation; Clarification of Bidding document from bidder Pre-bid meeting to ensure the ‘quality’ of Bidding document Response to the clarifications and/or Amendment to the Bidding document basing on the clarifications Bid opening; Evaluating of bids; Contract award. SELECT THE MOST APPROPRIATE FUNCTIONS FROM THE LIST ! (Slide #3)

Use of Bidding documents M.I.2 b. Standard bidding documents Use of Bidding documents Bidding documents Open bidding Bidding documents /preparing of bid / Limited bidding Explain here: What is Quotation? Whether it is only for purpose of getting Price proposal or the set of proposal which includes Technical responsiveness. Because it is still confusing due translation that Quotation is the Price proposal only! Comparison Request for quotation /preparing quotation/ Direct contracting

Content of Standard Bidding Document M.I.2 b. Standard bidding documents Content of Standard Bidding Document PART I. Bidding Procedures Section 1 - Instructions to Bidders (ITB) Section 2 - Bid Data Sheet (BDS) Section 3 - Evaluation and Qualification Criteria (EQC) Section 4 - Bidding Forms (BDF) PART II. Requirements Section 5 - Drawings Section 6 - Works Requirements (WRQ) PART III. Conditions of Contract and Contract Forms Section 7 - General Conditions (GCC) Section 8 - Particular Conditions (PCC) Section 9 - Contract Forms (COF) Attachment - Invitation for Bids (IFB)

Preparation of Bidding documents (BDs) M.I.2 b. Standard bidding documents Preparation of Bidding documents (BDs) Standard BDs BDs (ITB) (BDS) (EQC) (BDF) (Draw) (WRQ) (GCC) (PCC) (COF) (IFB) Produce: (Draw) (WRQ) (EQC) Revise: (BDS) (PCC) (IFB) (ITB) (BDS) (EQC) (BDF) (Draw) (WRQ) (GCC) (PCC) (COF) (IFB) PART I. Bidding Procedures Section 1 - Instructions to Bidders (ITB) Section 2 - Bid Data Sheet (BDS) Section 3 - Evaluation and Qualification Criteria (EQC) Section 4 - Bidding Forms (BDF) PART II. Requirements Section 5 - Drawings Section 6 - Works Requirements (WRQ) PART III. Conditions of Contract and Contract Forms Section 7 - General Conditions (GCC) Section 8 - Particular Conditions (PCC) Section 9 - Contract Forms (COF) Attachment - Invitation for Bids (IFB)

Subject matter of Bidding documents M.I.2 b. Standard bidding documents Subject matter of Bidding documents Requirements on Eligibility and Capacity of Bidder WHO Goods, Works, Services to procure WHAT Evaluation principles and method HOW TO SELECT Place to deliver WHEN/WHERE Bidding requirements Slide would translate the Requirements of BDs, in a basic expression. By explaining the subject matter in a common and simple format, it will let participants be able to understand more the technical issues such as Preparation of Bidding documents and Evaluation of Bids easily and it simplifies the further complexity of set of rules to be obtained necessary. 5.1.1 a “tender” means a proposal of an interested entity to execute goods, works, and services, worked out in accordance with the terms and conditions set out by the procuring entity and submitted to it; Contractual requirements

MUTUAL UNDERSTANDING; OFFER ACCEPTANCE & Publishing of Bidding document Who What How to select When/Where Submission of Bid Who What How/When Price Explanation of Quality Bidding Document! Understanding the Subject matter of Bidding document, participants will obtain the ability to prepare quality bidding bidding document, at the same time bidders will be able to prepare a technically and financially Responsive Bids, without missing the principles of PPLM and requirements of BDs! MUTUAL UNDERSTANDING; NO NEED TO ARGUE DURING TENDERING & CONTRACTING IN CASE OF QUALITY BIDDING DOCUMENTS!

Put sections of SBDs where appropriate! Case for 3 minutes: Put sections of SBDs where appropriate! WHO WHAT HOW TO SELECT WHEN/WHERE (ITB) (BDS) (EQC) (BDF) (Draw) (WRQ) (GCC) (PCC) (COF) (IFB) Slide would translate the Requirements of BDs, in a basic expression. By explaining the subject matter in a common and simple format, it will let participants be able to understand more the technical issues such as Preparation of Bidding documents and Evaluation of Bids easily and it simplifies the further complexity of set of rules to be obtained necessary. 5.1.1 a “tender” means a proposal of an interested entity to execute goods, works, and services, worked out in accordance with the terms and conditions set out by the procuring entity and submitted to it;