Re: SUBMISSION OF BIDS AND COPIES

**RSM** Thu Aug 11, 2011 2:51 pm

Chimola + RJM,

Chimola posted a very relevant question- why do we need an original and copies?

To my knowledge is that you need copies for evaluation purposes. The copies are the ones that are handed over to the evaluation committee - of course after checking that they true copies of the original. The original is supposed to be kept in a safe place for references in case there are problems with the copies.

SORRY- THIS IS THE SAME RESPONSE THAT WAS GIVEN BY RJM

**RJM** Fri Aug 05, 2011 5:27 pm

I just received an e-mail through the forum – thanks to the technology, requesting me to clarify on my second argument “Action to be taken if only original submitted – opening the bids as usual. Never never turn bids opening meeting to evaluation committee”.

If original copy was submitted, then no doubt that bids opening will continue as planned OR even if copies submitted the bids opening will continue [I guess this might escalate more discussions – Are the copies not bid?].

Chimola, according to S66(3)/PPA2004 all bids submitted before the deadline time and date for submission shall be opened in public ……….. . To me this implies that anything submitted before such date and time and complies particularly to the submission instructions giving in the bidding documents, it is construed as a bid – without bother whether it is original or copies. I don’t think bids opening committee has mandate either to question why original only was submitted or not to open whatever was submitted. The responsibility of the bids opening committee is to open bids not to evaluate. That’s why I said that “Never never turn bids opening meeting into evaluation exercise”. The principles procedures for bids opening are normal adequately covered in the bidding documents which are derived from the regulations.

It should be kept in mind that, it is the Evaluation Committees which have mandate to determine whether submitting only original or copies is deviation or not according to the terms and condition contained in the bidding documents also with the help of tests provided in R90( Cool

/97/2005 to ascertain whether the deviation is “minor” or “major” in order to conclude on the responsiveness of the bid in question. However, here due care should be exercised!

**RJM** Wed Aug 03, 2011 5:18 pm

Chimola,

You are most welcome to the KM Database.

1. Simply, copies are required to easy evaluation process - evaluation committee to work on copies and original kept in the safe custody and in discrepancy your revert to the original document.

2. Action to be taken if only original submitted - opening the bids as usual. Never never turn bids opening meeting to evaluation committee.

Chimola, I hope there is more you want to tell us- I argue to go ahead!

Chimola Tue Aug 02, 2011 8:46 pm

I would like to know few things about bid and number of copies to be returned.

i. Why copies needed.

ii. If in the Bid Data Sheet it was indicated that:-The number of copies to be completed and returned with the bid is one original and two copies. During opening One Bidder submit only Original what action to be taken.

Sponsored content

Mon	Tue	Wed	Thu	Fri	Sat	Sun
1	2	3	4	5	6	7
8	9	10	11	12	13	14
15	16	17	18	19	20	21
22	23	24	25	26	27	28
29	30