Evaluation Report (Er3)

EVALUATION REPORT (ER3)

______

(TITLE OF TENDER)

(TENDER PROCEDURE No.)

(date)

CONTENTS

1.GENERAL INFORMATION

1.1Tender procedure details

1.2Competent Body for the Evaluation of Tenders

1.3Potential tenderers

1.4Submitted tenders

1.5Meetings

2.QUALITATIVESELECTIONREPORT

2.1Preliminary examination of the completeness of tenders

2.2Verification of formal requirements for participation

2.3Verification of fulfilment of the qualitative selection criteria

2.4Suggestion of the Competent Body committee

3.technical evaluation report

3.1General evaluation of technical offers

3.2Provision of clarifications

3.3Suggestion of the Competent Body

3.4Signatures of the members of the Competent Body for the Evaluation of Tenders

4.financial evaluation report

4.1General evaluation of financial offers

4.2Provision of clarifications

4.3General results

4.4Final ranking of tenders

4.5Evaluation of high or low pricing

4.6Suggestion of Evaluation Committee

4.7Signatures of the members of the Competent Body for the Evaluation of Tenders

5.ΑΝΝΕΧES

INSTRUCTIONS FOR COMPLETINGTHE REPORT

The present report, which contains the indicative contents of the Evaluation Report, consists of four (4) sections:
1. General Information
2. Qualitative Selection Report
3. Technical Evaluation Report
4. Financial Evaluation Report
The above sections are completed during each phase of the evaluation procedure.
The Final Evaluation Report is duly submitted and is accompanied by the tenders and any other element of the tender procedure file which the Competent Body for the Evaluation of Tenders may have available.
The submission of the Final Evaluation Report signals the conclusion of the activities of the Competent Body for the Evaluation of Tenders, subject to the future need, if any, to support the Contracting Authority, should a hierarchical recourse be filed against the final decisions of the Competent Body for the Award of the Contract.

EVALUATION REPORT

1.GENERAL INFORMATION

1.1Tender procedure details

Tender procedure no.: / ......
Title of tender procedure: / ......
Budget: / ...... / Contracting Authority: / ......
Type of Procedure: / …………….
Date of contract notice: / ...... / Expiry date of the deadline for the submission of tenders: / ......

1.2Competent Body for the Evaluation of Tenders

Decision for establishment of the Competent Body: / ......
Coordinator of Competent Body: / ......
Member of Competent Body: / ......
Member of Competent Body: / ......
Member of Competent Body: / ......
Member of Competent Body: / ......

1.3Potential tenderers

The following organisations were invited to participate in the competition:

No. / NAME OF ORGANISATION
1.
2.
3.
4.
5.
6.

1.4Submitted tenders

No. / NAME OF TENDERER
1.
2.
3.
4.
5.
6.

1.5Meetings

No. / DATE / TIME / PLACE / SUBJECT

The Auditor General and the Accountant General of the Republic of Cyprus were invited to the meetings, to attend as observers, in accordance to Regulation 4 of KDP 242/2012. The relevant invitations sent are attached in APPENDIX .

Attached in APPENDIX are the minutes of the above-mentioned meetings.

NOTE
Keeping minutes of the meetings is not compulsory as long as the relevant documentation of the evaluations and the decisions taken is part of the Evaluation Report.

2.QUALITATIVESELECTIONREPORT

2.1Preliminary examination of the completeness of tenders

PRELIMINARY EXAMINATION OF THE COMPLETENESS OF TENDERS
REQUIREMENTS
OF TENDER DOCUMENTS / FULFILMENT OF REQUIREMENTS
TENDERER Α / TENDERER Β / TENDERER C / TENDERER D
SUBMISSION OF OFFER THROUGH e-PROCUREMENT SYSTEM WAS DONE SUCCESSFULLY
SIGNATURE OF THE TENDER
NOTE
If the evaluation identifies any insignificant discrepancies that will not lead to a rejection or any significant discrepancies that will lead to rejection of the tender proposal, then the final decision of the Competent Body should be mentioned here, including the relevant documentation or simply a reference to the minutes supporting the relevant decision.

2.2Verification of formal requirements for participation

VERIFICATION OF FORMAL PARTICIPATION REQUIREMENTS
REQUIREMENTS
OF TENDER DOCUMENTS / FULFILMENT OF REQUIREMENTS
TENDERER Α / TENDERER Β / TENDERER C / TENDERER D
SIGNATURE FORM/S FOR TECHNICAL OFFER AND FINANCIAL OFFER
COMMITMENT FOR NON-WITHDRAWAL OF TENDER
NOTE
If any of the participation requirements of the Table is not fulfilled, the relevant documentationregarding the Competent Body's decision could be mentioned here or simply a reference to the minutes supporting the relevant decision could be given.

2.3Verification of fulfilment of the qualitative selection criteria

VERIFICATION OF PERSONAL SITUATION
REQUIREMENTS OF
TENDER DOCUMENTS / FULFILMENT OF REQUIREMENTS
TENDERER Α / TENDERER Β / TENDERER C / TENDERER D
Suitability of key experts of the Project Team, on the basis of their CVs

NOTE

The above table is applicable in cases of a contract for services and could be made more specific for the evaluation of each key expert and for each desired qualification of the expert. If the evaluation identifies any insignificant discrepancies that will not lead to a rejection or any significant discrepancies that will lead to rejection of the tender proposal, then the final decision of the Competent Body should be mentioned here, including the relevant documentation or simply a reference to the minutes supporting the relevant decision. In case a project team is not required then paragraph 2.3 is omitted.

Ifthecontractconcerns a project then the table for the verification of personal situation is the following:

2.4Suggestion of the Competent Body committee

The evaluation committee taking into consideration all the above is suggesting the following:

Evaluation Results of the Quality of Tenders Submitted
No. / NAME OF TENDERER / Continuesin the next stage / Reasons for Rejection
Yes / No
1.
2.
3.
4.
5.
…

3.technical evaluation report

3.1General evaluation of technical offers

VERIFICATION OF TECHNICAL OFFERS
REQUIREMENTS OF
TENDER DOCUMENTS / FULFILLMENT OF REQUIREMENTS
TENDERER Α / TENDERER B / TENDERER C / TENDERER D
Completed Technical Offer Form (Form …)
Offer and Compliance Form
List of Manufacturers
NOTE
This paragraph should refer to the general conclusions of the evaluations that have taken place.
Note that at this stage the results are as follows:
1.Reference to all offers with no deviation from the requirements of the tender documents.
2.Reference to offers that deviated from the requirements and were rejected.
3.Reference to offers that included deviations but were regarded as minor and were not rejected.
For cases (2) and (3) the necessary documentation that led to the Competent Body’s decision should be presented here, or simply reference made to the Minutes (one or more) that support the relevant decision.

3.2Provision of clarifications

NOTE
This paragraph presents specifically any cases of ambiguities in the technical offers, for which the Competent Body for the Evaluation of Tenders requested clarifications, in accordance with the provisions of the relevant section of paragraph 4.3.4 of Chapter 4 of the Guide.
If such cases exist, they should be mentioned here specifically, together with a summary description of the reason for which the Competent Body for the Evaluation of Tenders judged that the provision of relevant clarifications may be allowed, and a reference to the relevant correspondence which must constitute an integral part of the Evaluation Report.

3.3Suggestion of the Competent Body

Evaluation Results of the Quality of Tenders Submitted
No. / NAME OF TENDERER / Continues in the next stage / Reasons for Rejection
Yes / No

3.4Signatures of the members of the Competent Body for the Evaluation of Tenders

NAME / SIGNATURE / DATE

4.financial evaluation report

4.1General evaluation of financial offers

EVALUATION OF FINANCIAL OFFER DOCUMENTS
REQUIREMENTS OF TENDER DOCUMENTS ΕΓΓΡΑΦΩΝΔΙΑΓΩΝΙΣΜΟΥ / FULFILLMENT OFREQUIREMENTS
TENDERERΑ / TENDERERΒ / TENDERER C / TENDERER D
Completed Financial Offer Form (FORM ... )
AnalysisofTender Offers/Quantity Statement FormCompleted
NOTE
This paragraph should refer to the general conclusions of the evaluations that have taken place.
Note that at this stage the results are as follows:
1.Reference to all offers with no deviation from the requirements of the tender documents.
2.Reference to offers that deviated from the requirements and were rejected.
3.Reference to offers that included deviations but were regarded as minor and were not rejected.
For cases (2) and (3) the necessary documentation that led to the Competent Body’s decision should be presented here, or simply reference made to the Minutes (one or more) that support the relevant decision.
No. / NAME OF TENDERER / PRICE OFFERED / REVISED PRICE OFFERED
1
2
3
4
5
…

4.2Provision of clarifications

4.3General results

NOTE
This paragraph should refer to the general conclusions of the evaluations that have taken place.
Note that at this stage the results are as follows:
1.Reference to all offers with no deviation from the requirements of the tender documents.
2.Reference to offers that deviated from the requirements and were rejected.
3.Reference to offers that included deviations but were regarded as minor and were not rejected.
For cases (2) and (3) the necessary documentation that led to the Competent Body’s decision should be presented here, or simply reference made to the Minutes (one or more) that support the relevant decision.

4.4Final ranking of tenders

FINAL RANKING OF TENDERS
No. / ΝΑΜΕ OF TENDERER / FINAL OFFER
1.
2.
3.
4.
NOTE
In case of contracts of work which include bills of quantities, the evaluation of high or low pricing should also me mentioned, including the results of this evaluation in a separate section, which will be omitted in other cases.

4.5Evaluation of high or low pricing

The tenders we evaluated in order to identify any high or low pricing, in the offer of the tenderer with the lowest price compared to the estimation of the Contracting Authority and the pricing of the other tenderers. In order to present the results drawn a Price Comparison Table has been drawn.

From the evaluation that took place the following were identified:

In case high or low prices are identified, in the tenderer’s offer with the lowest price, which differ significantly from the estimate of the Contracting Authority or the other tenderer’s offer, the Competent Body responsible for the Evaluation of tenders will form a table with the corrected prices that it will propose to be implemented, together with the calculation of the adjusted amount (as it is calculated through the arithmetic evaluation of the offers) so that the Total Amount offered remains unchanged. In the suggestion which follows in the next paragraph the following wording should be added:

‘with the provision to reduce or increase the prices in accordance to the relevant content of the previous paragraph and the table with the corrected prices’.

4.6Suggestion of Evaluation Committee

The Evaluation Committee taking into account all of the above information, unanimously recommends that the contract is awarded to tenderer <tenderer’s name> whose offer has been evaluated as the lowest price and meets the conditions and technical specifications of the tender for the amount of <amount numerically EUR> plus VAT.

(<Analysis of the awarded amount>)

NOTE
In case that a unanimous decision is not agreed, the opposing views are presented and the tender will be awarded by the majority of votes.
The awarded amount, if applicable, should be analysed, e.g. Cost of Basic products €…….+Cost of the Maintenance of Basic products €…..+ Privilegeoptions €…+ ……= € …..(total awarded amount)

The following table names the offers which were rejected, at any stage, and the reasons for which they were not chosen:

FINANCIAL ORGANISATIONS THAT WERE NOT CHOSEN
No. / NAME OF TENDERER / REASONS FOR REJECTION
1.
2.
3.
4.
NOTE
The above table should list all offers that were submitted (apart from the successful one) from the commencement of the process and the reasons for which they were not chosen. In case an offer was rejected at an earlier stage of the competition then the stage at which it was rejected should be mentioned and the reasons which led to its rejection (defects/deviations from the essential requirements of the competition). Offers that fulfil the criteria of the tender but were not selected because they offered a higher price, the reason should be indicated as follows <Highest Price Offered>.

4.7Signatures of the members of the Competent Body for the Evaluation of Tenders

NAME / SIGNATURE / DATE

5.ΑΝΝΕΧES

Decision Setting Up & Approving the Evaluation Committee
No conflict of interest form
Minutes for the opening tenders
Invitations sent to observers
Minutes of the Evaluation Committee meetings