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The bid evaluation method is indicated in the bid documents and also the important financial information of the submitted bids is read out during bid opening. That is all the bidders need to know and no additional information is to be shared.
Next steps is bid evaluation and the evaluation takes into account the offered price, payment terms, efficiency and effectiveness of the product offered and bidder’s past performance. After the bid evaluation process based on above criteria, the lowest bidder may be recommended and if not kept confidential, the bidder may unnecessarily intervene the evaluation process. So, for the sake of transparency and fairness, the bid evaluation shall be kept confidential till finalization.
To avoid such arguments of price disclosure or leak, for high value purchases the Bid docx should state that offers/Bids should be submitted in two separate sealed envelopes; One Marked Financial Bid and the second one Marked Technical Bid. Both bids can be received and signed by the Bid Evaluation Team(Committee).In the first stage, only the Technical Bid envelop would be opened and signed by the team while the Financial Bids will remain unopened till the technical evaluation is completed by the concerned party/department. Once the Final Tech.Evaluation is received by procurement then the Financial bids will be opened by the Team and signed accordingly. The final evaluation hence,must be done only by Procurement Officer and recommendation later can be shared with the Team for award recommendation to approving authority.
By such process we assure confidentiality of Financial information and avoid influence of such information on technical evaluation.We must assure that any technical clarification should be communicated to bidders thru the Procurement Officer and not directly by Technical staff/user.
Overall evaluation until very end, absolutely! Tecnical evaluation should be done separately from commercial. Overall, only procurement committee should have tender info while tender ls "live".
Yes sure, this is in order not to face any problems from the other suppliers, you should protect your source and price
yes, in order to implement and sustain a transparent and fair procurement process, it is important to maintain confidentiality of technical bid evaluation. However, any outstanding clarifications can be carried out as bid clarification/ minutes of meeting in written and forms a part of contract
Yes, you want to avoid being accused of wrongdoing/favoritism.
According to my opinion, my experience and what I've seen during my 18 years in supply chain and purchasing/procurement field, any outcome of any bid evaluation and examination must remain confidential even after the evaluation.
Don't ask me why, just believe me.
Yes, entire process of bid evaluation should be kept confidential for the following reasons,
1) To avoid unnecessary conflicts between evaluation team and bidders
2) To ensure misuse of power
3) To avoid intervention of bidders in evaluation
4) To avoid controversy between multiple bidders
5) To ensure transparency is maintained after final evaluation
The preferred bidder will be selected on the basis of the evaluation criteria. The Independent Monitor should be present during the evaluation. A reserve bidder may also be selected as a stand-in in case a problem arises with the preferred bidder.
The preferred bidder (and reserve bidder if one is selected) should be notified. All other responding bidders should be informed that they were not successful on this occasion and thanked for their participation. All bidders have made a valuable contribution to the procurement process and it is desirable that they take away a willingness to participate again next time.
Some unsuccessful bidders may request information about where their bid fell short. The Sponsor should be careful to ensure that information about any bids that may be sensitive is not released until the project has reached technical close. Such information should remain confidential until the contract has been finalised and signed. It is important to bear in mind that the procurement process has not finished until that point has been reached.
Yes, that is to ensure the highest competition in prices.
I think that Bids Evaluation should remain confidential until Negotiation, then everyone should have an idea on the bids, because this will help reducing negotiation time.
