Standard Tender Evaluation Format


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STANDARD TENDER DOCUMENTS
Standard Tender Evaluation Format
Procurement of Goods or Works
2005 European Bank
for Reconstruction and Development

STD: Standard Tender Evaluation Format (06/05)

This edition includes the amendments as summarised in the following table.

Amendment No.
1

Date 17 February 1999

Nature of Amendments ANNEX 1, Contract Data Sheet, modified in two places

Formatted: Centered

i

Preface
Procurement under projects financed by the European Bank for Reconstruction and Development (the Bank), is carried out in accordance with procedures laid down in the Bank’s Procurement Policies and Rules (the Rules). This Standard Tender Evaluation Format has been prepared for use by the Bank’s public sector Clients in the evaluation of tenders for contracts financed with the proceeds of a Bank loan. The procedures and practices they convey have been developed through broad international experience, and comply with the above Rules. Complementing this document is a Guidance Note on the Opening and Evaluation of Tenders which explains the procedures and gives general guidance to Clients and their consultants when using the Standard Tender Evaluation Format. This Guidance Note does not constitute part of the Standard Tender Evaluation Format and must not be included in the evaluation report submitted to the Bank. Additional information on procurement under Bank-assisted projects can be obtained from:
Procurement & Technical Services Unit (PTSU) Banking Department European Bank for Reconstruction and Development One Exchange Square London EC2A 2EH United Kingdom Telephone: +44 171 338 6000 Facsimile: +44 171 338 7472
ii

STD: Standard Tender Evaluation Format (06/05)
How to use these Documents
1. The evaluation forms contained in this document provide step-by-step procedures for the evaluation of tenders. In all instances the tendering and evaluation procedures specified in the Instructions to Tenderers of the actual tender document must be followed.
2. The forms may need to be adapted to suit specific requirements of the tender documents. Where necessary, the report should include attachments to explain details of the evaluation or to demonstrate specific extracts from a tender. Cross-referencing should be used extensively, as well as references to pertinent clauses in the tender documents.
3. Special mention should be made of contracts that group together (package) smaller contracts (often referred to as “lots”, “slices” or “items”), which may be awarded as a single package to one tenderer or as a number of packages of one or more lots to several tenders. In such instances, the tender evaluation is to be done separately, including any allowances for cross-discounts.
4. The Client should study this evaluation format and the Guidance Note during preparation of the project, in order properly to assess the managerial and administrative conditions needed for tender evaluation.
iii

STD: Standard Tender Evaluation Format (06/05)
TABLE OF CONTENTS
Summary Evaluation Data and Award Recommendation FORMS 1. Record of Tender Prices at Opening 2. Examination of Tenders 3. Substantially Non-responsive Tenders 4. Correction, Conversion and Adjustment of Tender Prices 5. Tenders Subject to Detailed Evaluation 6. Evaluation of Tenders 7. Comparison of Tenders 8. Postqualification
ANNEXES 1. Contract Data Sheet 2. Checklist for Opening of Tenders 3. Minutes of Tender Opening 4. Register of Attendance at Tender Opening 5. List of Firms that Purchased Tender Documents 6. Minutes of Pre-tender Meeting (if appropriate) 7. Log of Clarifications Requested by Tenderers and Responses Issued 8. Log of Addenda to Tender Documents Issued 9. Log of Clarifications Requested and Responses Received 10. Log of Complaints and Appeals Received
1

Summary Evaluation Data and Award Recommendation

1.

Project:

No.

1.

Contract:

No.

3.

Tender submission date:

4.

TENDER EVALUATION SUMMARY:

No.

Tenderer

Opening tender price

Converted to common currency

Substantially responsive (yes or no)

Evaluated tender price

Rank

Remarks *

*Remarks: - state relevant information at opening such as discounts, modifications, alternatives etc.
- if a tender was declared non-responsive the specific reasons must be given.

5.

The lowest evaluated tenderer has been determined (not) to be qualified and capable

of performing the contract [ state whether “yes” or “no”; if “no” give reasons for

disqualification ]

6.

On the basis of the evaluation (outlined in the attached Report) which was carried out

in accordance with the Tender Documents, we recommend accepting the tender of the

lowest evaluated tenderer [ name ], which has been determined as qualified and

capable of performing the Contract, in accordance with the Tender Document and the

following provisions:

[ specify provisions such as corrected arithmetic errors, minor deviations, alternatives recommended for acceptance, variations in quantities at award, etc. ]

Evaluation Committee:

_____________ ______________________

_______

_____________ ______________________

_______

_____________ _______________________

name

signature

_______ date

2

STD: Standard Tender Evaluation Format (06/05)

Record of Tender Prices at Opening

FORM 1

Project:
Contract:
The following tenders were received by the tender closing deadline fixed at [state time and date] and were opening immediately thereafter:

No.

Name of tenderer

Tender amount(s)

Address and nationality

Note: The “Tender amount” column may have to be modified to show price components (e.g. prices of sections/schedules/components), if applicable.
3

Examination of Tenders

FORM 2

Project: Contract: Tenderer:
Requirement
List of conditions in the Tender Documents to which the tenderer is non-compliant, nonresponsive, has deviated or has specific conditionality: • Legal • Commercial • Technical • Other

Ref. in Tender Document
Volume; para. or clause

Remarks
Specify, for all non-responsive entries, the nature of the noncompliance and whether the deviation or reservation is considered material.

4

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Standard Tender Evaluation Format