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THE
MINISTRY OF PLANNING AND INVESTMENT
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SOCIALIST
REPUBLIC OF VIET NAM
Independence - Freedom - Happiness
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No.
09/2010/TT-BKH
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Hanoi,
April 21, 2010
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CIRCULAR
DETAILING THE MAKING OF REPORTS ON EVALUATION OF BID DOSSIERS
APPLICABLE TO PROCUREMENT AND CONSTRUCTION AND INSTALLATION BID PACKAGES
THE MINISTRY OF PLANNING AND INVESTMENT
Pursuant to November 29, 2005
Biding Law No. 61/2Q05/QH11;
Pursuant to June 19, 2009 Law
No. 38/2009/ QH12 Amending and Supplementing a Number of Articles of Laws
Concerning Capital Construction Investment;
Pursuant to the Government's
Decree No. 85/ 2009/ND-CP of October 15, 2009, guiding the implementation of
the Bidding Law and the selection of construction contractors under the
Construction Law;
Pursuant to the Government's
Decree No. 116/2008/ND-CP of November 14, 2008, defining the functions, tasks,
powers and organizational structure of the Ministry of Planning and Investment,
The Ministry of Planning and
Investment details the making of reports on evaluation of bid dossiers
applicable to procurement and construction and installation bid packages as
follows:
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1. This Circular applies to
groups of bidding experts or organizations and units directly evaluating bid
dossiers, including bidding consultancy and professional bidding organizations
(below referred to as groups of bidding experts) for procurement and
construction and installation bid packages under projects regulated by the
Bidding Law when applying the form of domestic and international open or
restricted bidding.
2. For procurement or
construction and installment bid packages under ODA-funded projects, the model
report on evaluation of b dossiers for procurement and construction and
installment bid packages attached to this Circular (not printed herein) may be
applied if so agreed by donors, which may be amended and supplemented according
to bidding provision in treaties to which the Socialist Republic i Vietnam is a
contracting party or international agreements which have been signed t
competent agencies or organizations of the Socialist Republic of Vietnam.
Article 2.
Model report on evaluation of b dossiers applicable to procurement and
construction and installment bid packages
The model report on evaluation
of bid dossiers applicable to procurement and construction and installment bid
packages attached to this Circular has the following principal details:
I. Principal information
II. Summary of the bidding
process
III. Results of evaluation of
bid dossiers
IV. Conclusions and
recommendations
V. Signatures of members of the
group bidding experts Appendices.
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Based on reports on evaluation
of bid dossiers of groups of bidding experts, bid solicitors shall submit
bidding results to investors for consideration and decision. Submitters of
bidding results are not concurrently approvers of bidding results.
In this model report, words in
italic are for instructive and illustrative purposes which may be specified by
users based on requirements of bidding dossiers. A report on evaluation of a
bid dossier must be fully filled in. If no or insufficient information is
available, such must also be indicated in the report. Makers of reports on
evaluation of bid dossiers shall ensure compliance with the bidding law when
modifying or supplementing information in words in regular font size in this model
report. Investors shall take responsibility before law for modified or
supplemented details.
Article 3.
Organization of implementation
1. This Circular takes effect on
June 15,2010, and replaces the Planning and Investment Ministry's Decision No.
1121/2008/QD-BKH of September 3, 2008, promulgating the model report on
evaluation of bid dossiers applicable to procurement and construction and
installment bid packages.
2. Ministries, ministerial-level
agencies, government-attached agencies, other central agencies, People's
Committees at all levels and concerned organizations and individuals shall
implement this Circular.
3. Ministries, ministerial-level
agencies, government-attached agencies, other center agencies, People's
Committees at all levels and concerned organizations and individuals should
report problems arising in the course of implementation to the Ministry of
Planning and Investment for timely consideration and settlement.-
MINISTER OF
PLANNING AND INVESTMENT
Vo Hong Phuc
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(Procurement
of goods or civil works)
(Issued
together with the Circular No. 09/2010/TT-BKH of the Ministry of Planning and
Investment dated April 21, 2010)
BID EVALUATION REPORT
(contract
name)
(project
name)
(project
owner's name)
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TABLE
OF CONTENTS
Abbreviations: ................................................................................................................
I. Basic information
..........................................................................................................
1. Overall introduction to the
project and contract
...........................................................
2. Expert Group
...............................................................................................................
3. Bid evaluation
method..................................................................................................
II. Summary of bidding process
......................................................................................
III. Bid evaluation result
...................................................................................................
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2. Result of detailed bid
evaluation...................................................................................
3. Bid evaluation summary checklist
................................................................................
4. Evaluation of alternatives or
replenishments ...............................................................
IV. Conclusion and
recommendation ...............................................................................
V. Signature of responsible
members of the Expert Group ..............................................
Appendices .....................................................................................................................
Appendix I. Summary of bidding
process
........................................................................
Appendix II. Forms
...........................................................................................................
Form No.1. List of attached
documents
...........................................................................
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Form No.3. Checking of bid
validity and completeness....................................................
Form No.4. Evaluation of
responsiveness to prerequisite requirements .........................
Form No.5. Evaluation of
capability and experience of bidders (with respect to procurement of goods)
Form No.6. Evaluation of
capacity and experience of bidders (with respect to procurement of civil works)
Form No.7a. Technical evaluation
for procurement of goods (by using the point system).............
Form No.7b. Synthesis of
technical evaluation results for procurement of goods (by using the point
system)
Form No.8a. Technical evaluation
for procurement of goods (by using the pass/fail system).......
Form No.8b. Synthesis of
technical evaluation results for procurement of goods (by using the pass/fail
system)
Form No.9a. Technical evaluation
for procurement of civil works (by using the point system).......
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Form No.10a. Technical
evaluation for procurement of civil works (by using the pass/fail system)
Form No.10b. Synthesis of
technical evaluation result for procurement of civil works (by using the
pass/fail system)
Form No.11. Error correction
..............................................................................................
Form No.12. Deviation adjustment
.....................................................................................
Form No.13. Conversion of the
successful bid price to a single currency .........................
Form No.14. Conversion of costs
on the same ground for determination of evaluated price
ABBREVIATIONS
PP
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ITB
Invitation to Bid
BP
Bid Package (or bid)
[NAME
OF BID EVALUATION ORGANIZATION/UNIT
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THE
SOCIALIST REPUBLIC OF VIETNAM
Independence
- Freedom - Happiness
--------------
No.:
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BID
EVALUATION REPORT
Contract____________[write
contract name]
Project_____________[write
project name]
Dear
________[write name of bid solicitor]
The Expert Group has been
established by________[write name of the project owner] under the
Decision No.______[write number and date of issue] to carry out the bid
evaluation for the contract ______[write contract name] that is a
component of the project________[write project name].
Pursuant to the ITB and BP
submitted by bidders participating in the abovementioned contract, the Expert
Group has carried out the bid evaluation for the period from date________to
date_______. Bid evaluation results for the abovementioned contract shall
be synthesized according to the following contents:
I. BASIC
INFORMATION
1. Overall introduction to
the project and contract
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- Name of project owner and
procuring entity;
- Name of the project and
summary of the project;
- Name of the contract and
summary of the contract; elements of the contract approved according to the BP.
Relevant legal documents which
have been listed and attached (a copy) to this report.
2. Expert Group
a) Composition of the Expert
Group
This section shall describe
the number, full name, specific designation of individuals participating in the
Expert Group, working hours, assigned tasks of members of the Expert Group,
change of personnel (if any) and reasons for such change.
b) Working manner of the
Expert Group
This section specifies the
working manner of this Group which is either group-based or independent in the
evaluation process and the manner of evaluating a bid package in the event that
there is/are one or several member(s) giving evaluations in contrast to those
given by a majority of the remaining members.
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A copy of a written assignment
of tasks of the Expert Group’s members, a copy of a Practising certificate for
bidding held by each relevant individual and a document stating the method of
bid evaluation that applies to the circumstance under which there is one or
several member(s) of the Expert Group giving evaluations in contrast to those
given by a majority of the remaining members must be attached to this
report.
3. Bid evaluation method
This section summarizes the
evaluation method which applies to evaluation of the factors, including
capacity and experience of the bidder, technical evaluation and evaluated price
determination as referred to in an ITB used for evaluating a BP and
simultaneously specifies evaluation standards as defined in which section,
chapter or part in the ITB.
II. SUMMARY
OF BIDDING PROCESS
Specific contents relating to
the bidding process are shown in the Appendix I to this report.
In addition to abovementioned
contents, this section shall include:
- List of bidders submitting
valid bid packages.
- Issues that may arise and
require solutions during the bidding process.
Copies of relevant legal
documents must be attached to this report.
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1. Result
of preliminary evaluation
1.1. Evaluation of validity
and completeness of a BP; responsiveness of a BP to prerequisite requirements
(a) On the basis of evaluation
of validity and completeness (reported by using the Form No.3 of the Appendix
II), evaluating whether a BP is responsive to prerequisite requirements
(reported by using the Form No.4 of the Appendix II) and synthesizing results
of evaluation with respect to these contents by filling out Table No.1 as shown
below.
Table
No.1
No.
Evaluation
element
Bidder
A
Bidder
B
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1
Validity and completeness of a
BP
2
Responsiveness to prerequisite
requirements set out in a BP
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CONCLUSION
b) Notes on the cases in which a
BP is considered invalid, incomplete and unresponsive to prerequisite
requirements. This section shall give detailed explanations as to why a BP
is considered invalid, incomplete and unresponsive to prerequisite requirements
specified in an ITB (even after any replenishment and clarification of that BP
are required by the procuring entity).
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Record on examination of
validity and completeness, record on evaluation of responsiveness to
prerequisite requirements set out in each BP (if each member of the Expert
Group gives his/her independent evaluations, a evaluation record made by each
member should be attached), and a copy of a written request for and a
written document indicating replenishment and clarification of the BP (if any)
must be attached to this report.
1.2. Result of evaluation of
capacity and experience (in the event that prequalification is not applied)
a) On the basis of evaluation of
capability and experience of each bidder (reported by using the Form No.5 or
the Form No.6 of the Appendix II), results of evaluation of these elements
must be synthesized by using the Table No.2 as follows:
Table
No.2
No.
Evaluation
element
Bidder
A
Bidder
B
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1
Experience
2
Manufacturing and business
capability (with respect to procurement of goods) or technical capability
(with respect to procurement of civil works)
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3
Financial capability
4
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CONCLUSION
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b) Notes on the cases in which a
bidder fails to meet capability and experience requirements set out in a BP.
This section shall give detailed explanations as to why a bidder
fails to meet capability and experience requirements (even after any
replenishment and clarification of that BP are required by the procuring
entity).
c) Elements of a BP subject to
clarification for the purpose of demonstrating capability and experience of a
bidder (if any). This section shall clearly define requirements of a
procuring entity for any replenishment and clarification as well as for
documents indicating any replenishment or clarification of the BP submitted by
bidders.
Note: In the event that
evaluation of capability and experience of a bidder follows determination of
evaluated price, contents obtained in the evaluation of capability and
experience shall be shifted down to stand behind point 2.2 paragraph 2 of this
section (result of evaluated price determination). Evaluation of capability and
experience shall be applicable to the first-ranked bidder. In the event that
the first-ranked bidder fails to meet capability and experience requirements,
the next-ranked bidder shall have access to evaluation of capability and
experience.
Record on evaluation of
capability and experience of each bidder (if each member of the Expert Group
gives his/her independent evaluations, an evaluation record made by each member
should be attached), and a copy of a written request for and a written document
indicating replenishment and clarification of the BP (if any) must be attached
to this report (if any).
1.3. Conclusions drawn in the
preliminary evaluation step
These conclusions shall be
synthesized by filling out the Table No.3 as shown below:
Table
No.3
No.
Evaluation
element
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Bidder
B
…
Bidder
X
1
Result of evaluation of
responsiveness to prerequisite requirements set out in a BP (1)
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Result of evaluation of
capability and experience of the bidder (2)
CONCLUSION
(3)
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Note:
(1) This information field is
filled out by referring to the information provided in the Table No.1.
(2) This information field is
filled out according to the Table No.2. In the event that prequalification
takes place, information about capability and experience of the bidder as
defined in the prequalification process should be updated.
(3) This is the conclusion
about whether a bidder is responsive to capability and experience requirements
with reference to result of evaluation of responsiveness to prerequisite
requirements pertaining to capability and experience of the bidder. If an ITB
requires evaluation of capability and experience of a bidder to be conducted
after determination of the evaluated price, the conclusion about whether that
bidder is responsive in the preliminary evaluation step shall be consistent
with the result of evaluation of responsiveness to prerequisite requirements
set out in an ITB.
2. Result
of detailed bid evaluation
2.1. Result of technical
evaluation
On the basis of technical
evaluation of each BP (reported by using the Form No.7a, 8a, 9a or 10a of the
Appendix II), results of evaluation of these elements must be synthesized by
using the Form No.7b, 8b, 9b or 10b of the Appendix II.
This section displays the
followings:
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b) List of bidders whose BPs do
not meet technical requirements. Listing down name of bidders whose BPs do
not meet technical requirements and give detailed explanations for the failure
to meet such technical requirements.
c) Information about a BP
subject to replenishment and clarification during the evaluation process (if
any). This section shall clearly define requirements of a procuring entity
for any replenishment and clarification as well as for documents indicating any
replenishment or clarification of the BP submitted by bidders.
d) Information to which
attention should be paid during the evaluation process. This section
specifies information to which attention should be paid during the evaluation
process, including the situation in which there is/are one or several
evaluation(s) in contrast to those given by a majority of other remaining
members and solutions to these situations.
Record on detailed technical
evaluation of each BP (if each member of the Expert Group gives his/her
independent evaluations, an evaluation record made by each member should be
attached), a written synthesis of results of detailed technical evaluation
conducted by experts, a copy of a written request for and a written document
indicating replenishment and clarification of the BP (if any), and a copy of a
written approval of the list of bidders whose BPs meet technical requirements
set out by project owners (except for small-scale contracts), must be attached
to this report.
2.2. Result of determination
of the evaluated price
This section shall only apply
to determination of the evaluated price of bidders who have successfully passed
the technical evaluation process for the purpose of comparing and rating BPs in
conformance to regulations laid down in ITBs.
a) Error correction
On the basis of error correction
of each BP (according to the Form No.11 of the Appendix II), the result of
error correction shall be synthesized according to the Table No.4 as shown
below:
Table
No.4
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Description
Bidder
A
Bidder
B
…
Bidder
X
1
Total value of arithmetical
errors
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2
Total value of other errors
3
Total absolute value of
arithmetical errors
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4
Ratio of total absolute value
of arithmetical errors to the bid price specified in the letter of bid (%)
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CONCLUSION
(1)
Note:
(1) The bidder shall be
judged "PASS" if arithmetical errors have the absolute value which
does not exceed 10% of the bid price. The bidder shall be judged “FAIL”
if arithmetical errors have the absolute value which exceeds 10% of the bid
price and/or that bidder rejects these arithmetical errors that the procuring
entity have found. In such case, an explanation is required in this section.
Record on correction of errors
for each BP (if each member of the Expert Group gives his/her independent
evaluations, an error correction record made by each member should be
attached), a copy of a notice of the error correction result issued by the
procuring entity, and a copy of a written response made by the bidder to the
procuring entity’s request for correction of errors, must be attached to this
report.
b) Deviation adjustment
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Table
No.5
No.
Description
Bidder
A
Bidder
B
…
Bidder
X
1
Total value of deviation
adjustments
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2
Total value of deviation
adjustments
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Ratio of total absolute value
of deviation adjustments to the bid price specified in the letter of bid (%)
CONCLUSION
(1)
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Note:
(1) The bidder shall be
judged "PASS" if deviations have the absolute value which does not
exceed 10% of the bid price. The bidder shall be judged "FAIL"
if deviations have the absolute value which exceeds 10% of the bid price.
Record on deviation adjustment
of each ITB (if each member of the Expert Group gives his/her independent
evaluations, an deviation adjustment record made by each member should be
attached) must be attached to this report.
c) Bid price after error
correction and deviation adjustment minus discount
Results of conversion of the
bid price after error correction and deviation adjustment minus discount shall
be synthesized according to the Table No.6 as shown below:
Table
No.6
No.
Description
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Bidder
B
…
Bidder
X
1
Bid price after error
correction and deviation adjustment
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Discount
3
Bid price after error
correction and deviation adjustment minus discount
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d) Conversion of the bid
price after error correction and deviation adjustment minus discount into a
single currency
If an ITB allows a bidder to
give a price quote expressed in different currencies, a report must include
conversion of the bid price after error correction and deviation adjustment
minus discount (if any) into a single currency according to the conversion rate
as referred to in a ITB as the basis for determination of the evaluated price.
Results of conversion of the
bid price after error correction and deviation adjustment minus discount (if
any) into a single currency shall be synthesized according to the Table No.7 as
shown below:
Table
No.7
No.
Description
Bidder
A
Bidder
B
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Bidder
X
1
Bid price after error
correction and deviation adjustment minus discount (if any)
2
Conversion rate referred to in
an ITB
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3
Bid price after error
correction and deviation adjustment minus discount (if any) converted into a
single currency
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d) Calculation of costs on
the same ground
- On the basis of calculation of
costs on the same ground for determination of the evaluated price of each BP
according to elements defined in an ITB (reported by using the Form No.14 of
the Appendix II), results of such conversion must be integrated into the Table
No.8 hereof.
- Notes on the principle of
calculation of costs on the same ground with respect to cases which are not
governed by an ITB (if any).
Record on calculation of costs
on the same ground for each BP (if each member of the Expert Group gives
his/her independent evaluations, a record on such conversion made by each member
should be attached) must be attached to this report.
e) Information to which
attention should be paid during the evaluation process (if any)
This section includes
information to which attention should be paid during the evaluation process (if
any).
3. Bid
evaluation summary checklist
With reference to evaluation of
a BP conducted by the Expert Group, results of bid evaluation shall be
integrated into the Table No.8 with the following basic information:
Table
No.8
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Description
Bidder
A
B
…
X
1
Result of preliminary
evaluation
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1.1
Result of evaluation of
validity and responsiveness to prerequisite requirements
1.2
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2
Result of technical evaluation
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3
Bid price defined in the
letter of bid
4
Error correction
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5
Deviation adjustment
6
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7
Discount (if any)
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8
Bid price after deviation
adjustment minus discount (=6-7)
9
Conversion into a single
currency (if any)
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10
Calculation of costs on the
same ground
11
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12
Ranking of BPs
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Note:
- Fill out the information
field 1 (1.1, 1.2) and 2 with “PASS” or “FAIL".
- Fill out the information
field 3, 4, 5, 6, 7, 8, 9, 10, 11, and 4, 5, 10 with monetary amounts and
currency units which have positive or negative values.
- In the event that an ITB
requires that evaluation of capability and experience of a bidder must follow
determination of the evaluated price, information about evaluation of
capability and experience (row 1.2) should be shifted down to stand behind the
information about ranking of BPs (row 12).
4.
Evaluation of alternatives or replenishments
In the event that an ITB
allows an alternatives or replenishment in order for the procuring entity to
obtain a creative proposal from a bidder which promotes higher effectiveness
for the contract, an alternate or a supplementary proposal submitted by the first-ranked
bidder should be evaluated and specific contents should be proposed so that the
procuring entity shall carry out negotiation and contract finalization.
IV.
CONCLUSION AND RECOMMENDATION
On the basis of comparison
and ranking of ITBs, the Expert Group must reach its conclusion and
recommendation relating to the bidding result.
1. With respect to the bidder
awarded the contract, recommendation shall include:
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b) The successful bid price
(clearly define whether the quoted price has included taxes, etc.)
c) Contract type
d) Validity term of the
contract.
dd) Important notice (if any).
2. If a bidder awarded
multiple contracts, review of this bidder’s capability of performing such
contracts is advised.
3. In the event that it is
impossible to select the bidder awarded the contract, reasons and proposed
solutions must be provided.
V. SIGNATURE
OF RESPONSIBLE MEMBERS OF THE EXPERT GROUP
1. For the purposes of this
section, the head and all of members of the Expert Group are required to include
their signature and full name.
2. If there is any member
that wishes to reserve his/her opinion, his/her full name and reserved opinion
must be specified (including signature for confirmation).
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APPENDIX
Appendix
I.
SUMMARY OF BIDDING PROCESS
No.
Description
Attached
duplicate document
A
Pre-bid process
1
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[define publication means,
number and date]
Print newspaper copy
2
Pre-qualification of
bidders (if any)
2.1
Publication of invitation for
prequalification
[define publication means,
number and date]
Print newspaper copy
2.2
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[define the actual date of
issue of prequalification documents]
2.3
Closing date of
prequalification
[define the closing date of
prequalification]
2.4
Extension of the closing date
of prequalification (if any)
[define the new closing
date of prequalification]
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2.5
The number of bidders
receiving prequalification documents
[define the number of
bidders]
2.6
The number of bidders
submitting their prequalification documents as at the closing date of
prequalification
[define the number of
bidders]
2.7
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[define the number of days]
2.8
Notification of
prequalification result
[define date and number of
written notification of prequalification result]
Written notification of
prequalification result
2.9
List of bidders surviving
prequalification
[list bidders surviving prequalification]
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2.10
Publication of the list of
bidders surviving prequalification
[define publication means,
number and date]
Print newspaper copy
3
Invitation to bid
3.1
Competitive bidding without
prequalification
3.1.1
...
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[define publication means,
number and date]
Print newspaper copy
3.1.2
Date of issue of ITB documents
[define the actual date of
issue of ITB documents]
3.1.3
Clarification of ITB documents
(if any)
[define date of issue of
written request for clarification by bidders and written clarification of ITB
documents by the procuring entity]
...
...
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3.1.4
Date of pre-bid conference
[define date of pre-bid
conference]
Record of pre-bid conference
(if any)
3.1.5
Amendments to ITB documents
(if any)
[define the date of issue
of written amendments to ITB documents]
Written amendments, ITB
documents (if any)
3.1.6
...
...
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[define the bid closing
date]
3.1.7
Extension of the bid closing
date (if any)
[define the bid closing
date]
Written permission for
extension of the bid closing date and a copy of print newspaper with
publication of notice of such extension (if any)
3.1.8
List of bidders buying ITB
documents
[list bidders buying ITB
documents]
...
...
...
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3.1.9
List of bidders submitting BPs
as at the bid closing date
[list bidders submitting
BPs as at the bid closing date]
Document confirming bidder’s
submission of BPs
3.1.10
List of bidders submitting BPs
after the bid closing date
[list bidders submitting
BPs after the bid closing date]
3.2
...
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3.2.1
Date of sending ITBs to
shortlisted bidders
[define that date]
3.2.2
Publication of the shortlist
[define publication means,
number and time]
Print newspaper copy
3.2.3
...
...
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[define the actual date of
issue of ITB documents]
3.2.4
Clarification of ITB documents
(if any)
[define date of issue of
written request for clarification by bidders and written clarification of ITB
documents by the procuring entity]
Written request for
clarification by bidders and written clarification of ITB documents by the
procuring entity (if any)
3.2.5
Date of pre-bid conference (if
any)
[define date of pre-bid
conference]
...
...
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3.2.6
Amendments to ITB documents
(if any)
[define the date of issue
of written amendments to ITB documents]
Written amendments, ITB
documents (if any)
3.2.7
Bid closing date
[define the bid closing
date]
3.2.8
...
...
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[define the bid closing
date]
Written permission for
extension of the bid closing date and a copy of print newspaper with
publication of notice of such extension (if any)
3.2.9
List of bidders buying ITB
documents
[list bidders buying ITB
documents]
Proof of these bidders' buying
ITB documents
3.2.10
List of bidders submitting BPs
as at the bid closing date
[list bidders submitting
BPs as at the bid closing date]
...
...
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3.2.11
List of bidders submitting BPs
after the bid closing date
[list bidders submitting
BPs after the bid closing date]
B
Bid opening
1
Bid opening date and venue
[define bid opening date
and venue]
...
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2
Other issues that may arise
during the bid opening process (if any)
[define other issues and
solutions]
Appendix
II.
FORMS
This
section includes relevant forms referred to in the report.
Form No.1
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Attached
documents contained in such list are shown as follows:
No.
Description
Number,
sign and date (if any)
1
Written approval of project or
budget estimate (with respect to recurrent shopping)
2
Written approval of the BP/
adjusted BP
...
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3
Loan agreement or contract (if
applicable)
4
Written approval of invitation
for prequalification (if applicable)
5
Written approval of the
shortlist (if applicable)
...
...
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Design documents (the Decision
on approving design or design consultancy contractor if applicable),
enclosing the approved budget estimate (with respect to procurement of civil
works)
7
Written approval of ITBs
8
Document stating establishment
of the Expert Group or contract to hire a BP assessment firm or
organization
9
...
...
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10
Certificates for bidding
Practising held by members of the Expert Group
11
Document indicating extension
of the closing date of prequalification (if applicable)
12
Written request for
clarification of ITB documents by bidders (if applicable)
...
...
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13
Written request for
clarification of ITB documents by the procuring entity (if applicable)
14
Record of the pre-bid
conference (if available)
15
Document indicating amendments
to ITB documents (if applicable)
...
...
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Written permission for
extension of the bid closing date (if applicable)
17
Proof of bidders’ purchase of ITB
documents
18
Written confirmation of
bidders’ submission of BPs
19
...
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20
Evaluation report of members
of the Expert Group (compiled by using the Form No. 3, 4, 5, 6, 7a, 8a,
9a, 10a, 11, 12, 13, 14 of this Appendix)
21
Synthesis report of technical
evaluations (compiled by using the Form No. 7b, 8b, 9b and 10b of this
Appendix)
22
Written approval of the list
of bidders who meet technical requirements ([1])
...
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23
Written requests for
replenishment and clarification of BPs (if applicable)
24
Documents stating
replenishment and clarification of BPs (if applicable)
25
Written notification of the
result of error correction of BPs sent by the procuring entity to bidders
...
...
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Written response of error
correction sent by bidders to the procuring entity (if applicable)
27
Reference exchange rate
specified in ITBs which is used for conversion of the successful bid price
into a single currency (if applicable)
28
Written approval of the
ranking list of bidders
29
...
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30
A copy of print newspaper with
publication of notice for invitation for prequalification (if applicable)
31
A copy of print newspaper with
publication of notice for extension of the closing date of prequalification
(if applicable)
32
A copy of print newspaper with
publication of the list of bidders surviving prequalification (if applicable)
...
...
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33
A copy of print newspaper with
publication of notice for invitation to bid
34
A copy of print newspaper with
publication of notice for extension of the bid closing date (if applicable)
35
Other related documents
...
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Form No.2
[NAME
OF PROJECT OWNER] [NAME OF PROCURING ENTITY]
THE
SOCIALIST REPUBLIC OF VIETNAM
Independence
- Freedom - Happiness
--------------
_____,
date______
BID OPENING RECORD
The bid opening will take place
at ________[specify the bid opening venue] and begin on_______ [specify
the bid opening date]
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I. Name of the project: ________
[specify the project referred to in the approved investment decision]
I. Name of the contract:
________ [specify the contract referred to in the approved investment plan]
III. Procuring entity and
bidders submitting BPs:
1. Procuring entity: ________[write
name of the procuring entity]
2. Bidders buying ITB documents:
________ [specify name of bidders buying ITB documents]
3. Bidders submitting BPs in
conformance with regulations _______ [specify name and address of bidders
submitting BPs in accordance with regulations]
4. Bidders submitting BPs after
the bid closing date: _______ [specify name and address of bidders
submitting BPs after the bid closing date]
IV. Composition of participants
in the bid opening _____ [specify relevant organizations or individuals
participating in the bid opening]
B. SIGNIFICANT INFORMATION OF
THE BID OPENING
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Description
Bidder
A
Bidder
B
…
Bidder
X
1
Sealing condition of outer
envelope of bid
...
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2
Written application for
withdrawal of bid (if applicable) (1)
3
The number of original bids
...
...
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4
The number of duplicate bids
...
...
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Validity period of bid (clearly
define the validity period of bid referred to in the letter of bid)
6
Bid price (the price referred
to in the letter of bid from which discount is subtracted if applicable)
...
...
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7
Discount (if any)
8
Form, value and validity term
of bid security
...
...
...
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9
Written application for
modification of bid (if applicable)
...
...
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Validity term of the contract
11
Other information
...
...
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C. OTHER ISSUES (IF ANY)
D. SIGNATURE
The bid opening ends at [specify
the time/date of ending the bid opening]
Signatures of related
participants in the bid opening _________
[Signatures of representative
of the procuring entity, representatives of bidders and representatives of
related bodies participating in the bid opening] _________
Form No.3
CHECKING OF BID VALIDITY AND COMPLETENESS
...
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No.
Description
Result
(1)
Note
Pass
Fail
1
Validity of the letter of bid
...
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2
Validity of joint venture
agreement
3
Eligibility of bidder
...
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4
The number of original and
duplicate bids
5
Validity of bid security
...
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6
Annexure or attached documents
CONCLUSION
(2)
...
...
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Responsible
official
(Signature
and full name)
Note:
- (1) With respect to each
component in the “description” column subject to examination, if it is judged
“pass”, please mark “X” into the appropriate box in the column “pass” (if it is
judged “pass” after any amendment or clarification, the equivalent column
"note" must be filled out with this). Otherwise, if it is judged
“fail”, please mark “X” into the appropriate box in the column "fail"
of the column “result” and give reasons for such failure in the equivalent
column “note”.
- (2) Bidder shall be judged
“PASS" provided that all of components are judged "pass". Bidder
shall be judged “FAIL" only when there is at least one component which is
judged “fail”.
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Form No.4
EVALUATION OF RESPONSIVENESS TO PREREQUISITE
REQUIREMENTS
BP
of the bidder________
No.
Evaluation
components
Result
of evaluation
Note
Pass
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1
Being present in the list of
bidders who buy ITB documents or being allowed to change the eligibility for
participation in procurement in accordance with stated regulations
2
Eligibility of bidder
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3
Ensuring competition during
the bidding process
4
Meeting requirements relating
to construction capability in accordance with laws on construction (with
respect to procurement of civil works)
...
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5
Valid joint venture agreement
6
Valid bid security
...
...
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7
Having the original BP
8
Valid letter of bid
...
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9
Validity of the BP that meet
specified requirements
10
A bid with the fixed-price, or
a bid which is not at multiple price levels or does not contain the quoted
price and conditions that can cause disadvantages to the project owner
...
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11
Do not participate in two or
more bids as a main contractor (independent contractor or partners to a joint
venture)
12
Do not engage in prohibited
bidding activities as defined in Article 12 of the Bidding Law, paragraph 3
and 21 Article 2 of the Amendment Law
...
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13
Other important
requirements (2)
CONCLUSION (3)
...
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Responsible
official
(Signature
and full name)
Note:
- (1) With respect to each
component in the “evaluation components” column subject to evaluation, if it is
judged “pass”, please mark “X” into the appropriate box in the column “pass”
(if it is judged “pass” after any amendment or clarification, the equivalent
column "note" must be clearly filled out with this). Otherwise, if it
is judged “fail”, please mark “X” into the appropriate box in the column
"fail" of the column “result of evaluation” and give reasons for such
failure in the equivalent column “note”.
- (2) Specify other important
requirements included in an ITB.
- (3) Bidder shall be judged
“PASS" provided that all of components are judged "pass". Bidder
shall be judged “FAIL" only when there is at least one component which is
judged “fail”.
- (4) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
...
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Form No.5
RESULT OF EVALUATION OF CAPABILITY AND
EXPERIENCE OF THE BIDDER
BP
of the bidder:________
No.
Evaluation
components (1)
“Pass”
benchmark referred to in an ITB
Result
of evaluation (2)
Note
1
...
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- Number of similar
contracts which have been executed as a main contractor or subcontractor in
Vietnam and overseas countries for recent______years
- Number of similar
contracts with scope of work assigned in a joint venture to partners to such
joint venture
- Number of years of
operating in the main manufacturing and business sector
- Other contents (if any)
2
Manufacturing and business
capability:
...
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- Technical infrastructure
systems
- Total number of
employees, including existing ones who have professional and technical
competence.
- Other contents (if any)
3
Financial capability
...
...
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3.1
Revenue
3.2
Healthy financial status
...
...
...
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4
Other requirements (if any)
CONCLUSION
(3)
...
...
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Responsible
official (4)
(Signature
and full name)
Note:
- (1) These evaluation
components relating to capability and experience of bidders shall correspond to
evaluation standards for capability and experience of bidders as referred to in
ITBs.
- (2) With respect to each
component in the “evaluation components” column subject to evaluation, if it is
judged “pass”, please mark “X” into the appropriate box in the column “pass”
(if it is judged “pass” after any amendment or clarification, the equivalent
column "note" must be clearly filled out with this). Otherwise, if it
is judged “fail”, please mark “X” into the appropriate box in the column
"fail" of the column “result of evaluation” and clearly give reasons
for such failure in the equivalent column “note”.
- (3) Bidder shall be judged
“PASS" provided that all of components are judged "pass". Bidder
shall be judged “FAIL" only when there is at least one component which is
judged “fail”.
- (4) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
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Form No.6
EVALUATION OF CAPABILITY AND EXPERIENCE OF A
BIDDER
(with
respect to procurement of civil works)
BP
of the bidder________
No.
Evaluation
components (1)
“Pass”
benchmark referred to in an ITB
Result
of evaluation (2)
Note
...
...
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Experience:
1.1
General experience of civil
works
- Number of years of
operating in the construction field
...
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1.2
Past performance of
provision of civil works for similar contracts
- Number of similar
contracts which have been executed as a main contractor or subcontractor in
Vietnam and overseas countries for recent______years
- Number of similar
contracts with scope of work assigned in a joint venture to partners to such
joint venture
2
Technical capability
...
...
...
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2.1
Construction Practising
capability
2.2
Key staff
...
...
...
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2.3
Main construction equipment
3
Financial capability
...
...
...
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3.1
Revenue
3.2
Healthy financial status
...
...
...
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4
Other requirements (if any)
CONCLUSION
(3)
...
...
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Responsible
official (4)
(Signature
and full name)
Note:
- (1) These evaluation
components relating to capability and experience of bidders shall correspond to
evaluation standards for capability and experience of bidders as referred to in
ITBs.
- (2) With respect to each
component in the “evaluation components” column subject to evaluation, if it is
judged “pass”, please mark “X” into the appropriate box in the column “pass”
(if it is judged “pass” after any amendment or clarification, the equivalent
column "note" must be clearly filled out with this). Otherwise, if it
is judged “fail”, please mark “X” into the appropriate box in the column
"fail" of the column “result of evaluation” and clearly give reasons
for such failure in the equivalent column “note”.
- (3) Bidder shall be judged
“PASS" provided that all of components are judged "pass". Bidder
shall be judged “FAIL" only when there is at least one component which is
judged “fail”.
...
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Form No.7a
TECHNICAL EVALUATION FOR PROCUREMENT OF GOODS
(by
using the point system) (1)
BP
of the bidder________
No.
Required
contents
Point
range referred to in an ITB
Evaluation
point
...
...
...
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Maximum
point
Minimum
point
1
Scope of provision
2
...
...
...
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3
Economic rationality and
efficiency of technical solutions and approaches to supply of goods
...
...
...
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4
Equipment installation
possibility and technical staff capacity
5
Level of satisfaction of
maintenance requirements
...
...
...
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6
Geographical adaptability
7
...
...
...
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8
Financial affordability
...
...
...
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9
Execution period
10
Technological transfer
training
...
...
...
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11
Other contents (if any)
...
...
...
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CONCLUSION
(2)
...
...
...
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(Signature
and full name)
Note:
- (1) The point system used
in the technical evaluation process shall not be applied to small-scale
procurement.
- (2) The bidder shall be
judged "PASS" only when the evaluation point is not lower than the
minimum technical point. Meanwhile, the bidder shall be judged "FAIL"
only when the evaluation point is lower than the minimum technical point.
- (3) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
Form No.7b
...
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(by
using the point system) (1)
No.
Required
contents (2)
Bidder
A
Bidder
B
…
Bidder
X
1
Scope of provision
...
...
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2
Technical attributes and specifications
of goods and production standards
...
...
...
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Economic rationality and
efficiency of technical solutions and approaches to supply of goods
4
Equipment installation
possibility and technical staff capacity
...
...
...
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5
Level of satisfaction of
maintenance requirements
6
Geographical adaptability
...
...
...
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7
Environmental impact and
solutions
...
...
...
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Financial affordability
9
Execution period
...
...
...
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10
Technological transfer
training
11
Other contents (if any)
...
...
...
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TOTAL
...
...
...
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CONCLUSION
(3)
Note:
- (1) This aims at synthesizing
evaluation results obtained from members of the Expert Group by using the form
7a of this Appendix.
- (2) As for each required
content, write the evaluation point for each bidder who has passed the
preliminary evaluation into the appropriate box. The evaluation point shall be
determined according to the principle defined in subparagraph b, paragraph 2 of
section 1.
- (3) The bidder shall be
judged "PASS" only when the evaluation point is not lower than the
minimum technical point. Meanwhile, the bidder shall be judged "FAIL"
only when the evaluation point is lower than the minimum technical point.
...
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Form No.8a
TECHNICAL EVALUATION FOR PROCUREMENT OF GOODS
(by
using the pass/fail system)
BP
of the bidder________
No.
Required
contents
“Pass”
benchmark referred to in an ITB
Result
of evaluation (1)
Note
...
...
...
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Scope of provision
2
Technical attributes and
specifications of goods and production standards
...
...
...
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Economic rationality and efficiency
of technical solutions and approaches to supply of goods
4
Equipment installation
possibility and technical staff capacity
...
...
...
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Level of satisfaction of
maintenance requirements
6
Geographical adaptability
...
...
...
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Environmental impact and
solutions
8
Financial affordability
...
...
...
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Execution period
10
Technological transfer
training
...
...
...
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Other contents (if any)
CONCLUSION
(2)
...
...
...
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(Signature
and full name)
Note:
- (1) With respect to each
component in the “evaluation components” column subject to evaluation, if it is
judged “pass”, please mark “X” into the appropriate box in the column “pass”
(if it is judged “pass” after any amendment or clarification, the equivalent
column "note" must be clearly filled out with this). Otherwise, if it
is judged “fail”, please mark “X” into the appropriate box in the column
"fail" of the column “result of evaluation” and clearly give reasons
for such failure in the equivalent column “note”.
- (2) A BP shall be judged
“PASS” only when all of basic required contents as referred to in an ITB are
judged “pass”. Non-basic required contents as referred to in an ITB shall be
judged “pass” or “acceptable”. Bidders shall be judged “FAIL” only when
there is at least one content judged “fail”.
- (3) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
Form No.8b
SYNTHESIS OF TECHNICAL EVALUATION RESULTS FOR
PROCUREMENT OF GOODS
...
...
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No.
Required
contents
Bidder
A
Bidder
B
…
Bidder
X
1
Scope of provision
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2
Technical attributes and
specifications of goods and production standards
3
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4
Equipment installation
possibility and technical staff capacity
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5
Level of satisfaction of
maintenance requirements
6
Geographical adaptability
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7
Environmental impact and solutions
8
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9
Execution period
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10
Technological transfer
training
11
Other contents (if any)
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CONCLUSION
(2)
Note:
- (1) This aims at
synthesizing evaluation results obtained from members of the Expert Group by
using the form 8a of this Appendix.
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Form No.9a
TECHNICAL EVALUATION FOR PROCUREMENT OF CIVIL
WORKS
(by
using the point system) (1)
BP
of the bidder________
No.
Required
contents
Point
range referred to in an ITB
Evaluation
point
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Maximum
point
Minimum
point
1
Rationality and feasibility
of technical solutions
2
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3
Conformance to
environmental sanitation requirements and other requirements relating to fire
prevention, firefighting and workplace safety
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4
Level of satisfaction of
maintenance requirements
5
Quality assurance methods
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6
Financial affordability
7
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8
Other contents (if any)
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Total
CONCLUSION
(2)
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Responsible
official (3)
(Signature
and full name)
Note:
- (1) The point system used
in the technical evaluation process shall not be applied to small-scale
procurement.
- (2) The bidder shall be
judged "PASS" only when the evaluation point is not lower than the
minimum technical point. Meanwhile, the bidder shall be judged "FAIL"
only when the evaluation point is lower than the minimum technical point.
- (3) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
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SYNTHESIS OF TECHNICAL EVALUATION RESULT FOR
PROCUREMENT OF CIVIL WORKS
(by
using the point system) (1)
No.
Required
contents (2)
Bidder
A
Bidder
A
…
Bidder
X
1
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2
Rationality and feasibility
of construction methods
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3
Conformance to environmental
sanitation requirements and other requirements relating to fire prevention,
firefighting and workplace safety
4
Level of satisfaction of
maintenance requirements
...
...
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5
Quality assurance methods
6
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7
Construction progress
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8
Other contents (if any)
TOTAL
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CONCLUSION
(3)
Note:
- (1) This aims at synthesizing
evaluation results obtained from members of the Expert Group by using the form
9a of this Appendix.
- (2) As for each required
content, write the evaluation point for each bidder into the appropriate box.
The evaluation point shall be determined according to the principle defined in
subparagraph b, paragraph 2 of section 1.
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Form No.10a
TECHNICAL EVALUATION FOR PROCUREMENT OF CIVIL
WORKS
(by
using the pass/fail system)
BP
of the bidder________
No.
Required
contents
“Pass”
benchmark referred to in an ITB
Result
of evaluation (1)
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1
Feasibility of technical
solutions
2
Feasibility of construction
methods
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3
Conformance to environmental
sanitation requirements and other requirements relating to fire prevention,
firefighting and workplace safety
4
Level of satisfaction of
maintenance requirements
...
...
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5
Quality assurance methods
6
Financial affordability
...
...
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7
Construction progress
8
Other contents (if any)
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CONCLUSION
(2)
Responsible
official (3)
(Signature
and full name)
Note:
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- (2) A BP shall be judged
“PASS” only when all of basic required contents as referred to in an ITB are
judged “pass”. Non-basic required contents as referred to in an ITB shall be
judged “pass” or “acceptable”. Bidders shall be judged “FAIL” only when
there is at least one content judged “fail”.
- (3) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
Form No.10b
SYNTHESIS OF TECHNICAL EVALUATION RESULT FOR
PROCUREMENT OF CIVIL WORKS
(by
using the pass/fail system) (1)
No.
Required
contents
Bidder
A
...
...
...
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…
Bidder
X
1
Feasibility of technical
solutions
2
...
...
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3
Conformance to environmental
sanitation requirements and other requirements relating to fire prevention,
firefighting and workplace safety
...
...
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4
Level of satisfaction of
maintenance requirements
5
Quality assurance methods
...
...
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6
Financial affordability
7
...
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8
Other contents (if any)
...
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CONCLUSION
(2)
Note:
- (1) This aims at
synthesizing evaluation results obtained from members of the Expert Group by
using the form 10a of this Appendix.
- (2) A BP shall be judged
“PASS” only when all of basic required contents as referred to in an ITB are
judged “pass”. Non-basic required contents as referred to in an ITB shall be
judged “pass” or “acceptable”. Bidders shall be judged “FAIL” only when
there is at least one content judged “fail”.
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ERROR CORRECTION
BP
of the bidder________
No.
Contents
subject to error correction (1)
Error
correction method
Value
of arithmetical error
Total
absolute value of arithmetical error
Value
of other error
1
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2
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…
n.
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Total
(i)
(ii)
(iii)
Bid price (specified in the
letter of bid)
(iv)
Bid price after error
correction
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Ratio of total absolute value
of arithmetical error to the bid price (%)
= (ii)/(iv) * 100%
CONCLUSION (2)
Responsible
official (3)
(Signature
and full name)
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- (1) This section describes
components subject to correction of errors (arithmetical and other errors) and
equivalent contents referred to in a BP.
- (2) The bidder shall be
judged "SATISFACTORY" if arithmetical errors have the absolute value
which does not exceed 10% of the bid price. The bidder shall be judged
“NOT SATISFACTORY” if arithmetical errors have the absolute value which exceeds
10% of the bid price or that bidder rejects these arithmetical errors that the
procuring entity has found.
- (3) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
Form No.12
DEVIATION ADJUSTMENT
BP
of the bidder________
No.
Contents
subject to deviation adjustment
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Value
of deviation
Absolute
value of deviation
1
2
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…
n.
...
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Total
(i)
(ii)
Bid price (specified in the
letter of bid)
(iii)
Bid price after deviation
adjustment
= (iii) + (i)
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= (ii)/(iii) * 100%
CONCLUSION (2)
Responsible
official (3)
(Signature
and full name)
Note:
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- (2) The bidder shall be
judged "PASS" if deviations have the absolute value which does not
exceed 10% of the bid price. The bidder shall be judged "FAIL"
if deviations have the absolute value which exceeds 10% of the bid price.
- (3) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
Form No.13
CONVERSION OF THE SUCCESSFUL BID PRICE TO A
SINGLE CURRENCY (1)
BP
of the bidder________
Bid
price after error correction and deviation adjustment minus discount (if any)
Conversion
rate referred to in an ITB
Conversion
of the bid price after error correction and deviation adjustment minus
discount into a single currency
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Responsible
official (2)
(Signature
and full name)
Note:
- (1) If an ITB allows a
bidder to give a price quote expressed in various currencies, this report must
include conversion of the successful bid price (the bid price after error
correction and deviation adjustment minus discount) into a single currency with
reference to the conversion rate as referred to in an ITB as the basis for
determination of the evaluated price.
- (2) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
Form No.14
CALCULATION OF COSTS ON THE SAME GROUND FOR
DETERMINATION OF THE EVALUATED PRICE
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No.
Components
subject to calculation of costs on the same ground
Method
of calculation of costs on the same ground
Cost
1
Technical conditions:
+ Progress of execution
+ Costs incurred by
management, operation, repair, maintenance and useful life of construction
works
+ Other technical factors
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2
Financial and commercial
conditions
3
Preference to be applied in
the international bidding process
...
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Other factors
TOTAL
Responsible
official (1)
(Signature
and full name)
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In this section, factors
calculated on the same ground for determination of the evaluated price as
referred to in an ITB and other equivalent costs shall be converted into the
same ground. Components subject to such calculation include technical,
financial and commercial conditions; international bidding preference (if any);
other factors to be determined according to the contents mentioned in an ITB.
Note:
(1) If the group-based
evaluation is carried out, signatures and full names of all group members
should be provided.
