PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
Document No. IES-PM-TBE-001_Rev_0
Project Management
Rev No. 00 Revision Date 16th August 2018
Prepared By Reviewed By Approved By
SDC DVR DKM
Confidential Information
THIS DOCUMENT IS PROPERTY OF M/s. ICONS ENGINEERING SERVICES. THE INFORMATION IN THIS DOCUMENT TO BE USED ONLY FOR THE PURPOSE PROVIDED FOR
AND SHALL NOT BE DISCLOSED TO THIRD PARTIES NOR REPRODUCED IN PART OR IN WHOLE WITHOUT PRIOR WRITTEN PERMISSION OF M/s. ICONS ENGINEERING
SERVICES.
PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
Revision History
Rev No. Rev Date Description Remarks
00 16th August 2018 Issued for Preliminary
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PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
Contents
Purpose .......................................................................................................................................................... 3
Scope.............................................................................................................................................................. 3
General GUIDELINES for review bid proposals .............................................................................................. 3
Procedure ...................................................................................................................................................... 4
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PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
Purpose
The purpose of this procedure is to define the activities, responsibilities and deliverables expected
during the review of technical, execution and un-priced commercial proposals submitted by
contractors bidding for the execution of a given project or a specific project activity.
Scope
This Procedure covers the evaluation of the un-priced part of the bid proposals consisting of the technical
part, execution part and the un-priced commercial part. The commercial part of the bid proposals is reviewed
according to a separate procedure.
The objective of the bid review exercise is to select the contractor who offers to execute a given project or
segment of a project, or to provide project related service under the most advantageous combination of
technical, execution and un-priced commercial contractual terms.
General GUIDELINES for review bid proposals
The following represent a set of guidelines to be followed by Bid Evaluation Team members at all times
throughout the Bid Review period:
➢ Members must sign a personal confidentiality agreement
➢ The received bid proposals and ITB document should be maintained within the Team
Members.
➢ No photocopies of the proposals or any portion thereof shall be allowed without pre-
authorization.
➢ Shall make efforts to meet pre-established deadlines.
➢ Inter-group meetings when required, will be scheduled and coordinated by the project
engineer.
➢ All members to be well conversant with the project scope in their respective area of expertise,
and with the project-specific Bid Review Procedure.
➢ Members will use the same worksheet formats
➢ All members will participate in the ranking of technical, execution and un-priced commercial
proposals in their respective discipline.
➢ Throughout the bid review period members shall not attempt any direct personal contact with
any bidder (written, verbal or electronic).
➢ All technical, execution and un-priced commercial communications with bidders during the
bid review period will be initiated by the contract department.
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PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
Procedure
Step Description Input Output Guidelines/Tips
1
Preparation • Technical Bid • Bid Review & • Project Engineer shall prepare
of Bid Review Evaluation (TBE) Evaluation a schedule to show the timeline
& Evaluation Instruction Schedule for the bid evaluation process.
Schedule • Below are the major milestones
activities to be considered while
preparing the timeline:
- Bids Closing Date
- Bids opening
- Technical / execution / un-
priced bid review
- Bid clarifications
- Evaluation report submission
by Team
- Technical recommendation
including final evaluation
report
- Review technical
recommendation with
approving authorities
- Priced commercial bid opening
(milestone)
- Priced commercial evaluation
& negotiations
- Review with approving
authorities
- Contract award (milestone).
2
Receipt of Bid • Bid Closing Date • Bids opening • Technical, Execution & Un-priced
Proposals • Start of Bids Commercial to be opened first
review • Priced commercial will be
opened after completion of
technical, execution and un-
priced review and TBE approval
with bench marking.
Review of • Technical, • Generate Bids’ • The purpose of reviewing
3
Proposals Execution & Un- Clarification contractor’s Technical, Execution
priced Questions & Un-priced Commercial
Commercial • Technical, Proposals is to assess each
Proposals Execution &Un- bidder’s conformance to the ITB
priced requirements and to document
Commercial Bid all gaps between ITB package
Completeness and and each bidder’s proposal.
Clarification • Special emphasis must be placed
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PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
Register in contractors’ proposed
methodology for project
management, content and
execution of process design,
detailed engineering, all details
concerning procurement of
equipment and materials,
construction plans and all
interfaces with existing facilities
and other, concurrent corporate
work.
• Any missing information will be
communicated to the Team
Leader to consider disposition of
the issue.
Clarification • Bids’ Clarification • Bids’ Clarification • All clarifications and
4
& Response Questions response from communication with bidders
from Bidders • Technical, bidders must be logged and numbered
Execution & Un- accordingly.
priced
Commercial Bid
Completeness and
Clarification
Register
Meetings • Bids’ Clarification • MOM for all • Team may require a follow-up
5
with Bidders response from clarifications per meeting /site visit with
bidders bidder representatives of all bidders to
be organized thru authorized
channels.
• The conclusions of discussions
with each visiting bidder shall be
documented in minutes of
meeting
Finalization of • MOM for all • Technical Bid • Finalize the TBA, review with
6
Technical, clarifications per Analysis (TBA) approving authorities to proceed
Execution & bidder with Priced Commercial Bid
Un-priced • Technical, Opening and Review.
Commercial Execution & Un- • Each team member will briefly
Bids Review. priced discuss his ratings. If agreement is
Commercial Bid not reached for a particular item,
Completeness and then all ratings will be averaged
Clarification to arrive at a consensus rating.
Register • Comments, if any, related to each
item will be documented.
• Overall rating for each bidder will
be calculated using the final
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PROJECT MANAGEMENT PROCEDURES
TECHNICAL BID REVIEW PROCEDURE
ratings and the weighting factors.
Final ratings for each bidder will
be summarized in the summary
sheets
Priced • Approved TBA • Commercial Bid • Contract Dept procedures to be
7
Commercial • Benchmarking Analysis (CBA) followed
Bid Opening • Contractor
& Review Selection
• Letter of Award
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