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How to Conduct an Efficient Commercial Bid Evaluation Process for Manpower Providing Agencies

In the procurement process for selecting a manpower providing agency, the commercial bid evaluation stage plays a crucial role. This phase ensures transparency, fairness, and compliance with technical criteria. In this article, we'll provide a step-by-step guide on how to conduct an efficient commercial bid evaluation process for such agencies.

Communicate Technical Evaluation Results:

• After completing the technical evaluation, the evaluation committee should communicate the results to all preliminary eligible bidders. This communication should be in writing and include the technical scores of each bidder.
• Transparency in sharing technical evaluation results sets the stage for the commercial bid evaluation and ensures that all bidders are aware of their standing.

Notify Shortlisted Bidders:

• Shortlisted bidders, based on their technical scores (above 70% marks), should be informed of the date and venue for the opening of commercial proposals. This notification can be sent via email or written communication.
• Clear communication ensures that bidders are prepared for the next stage of evaluation and can participate effectively.

Open Commercial Bids:

• On the prescribed date, the commercial bids of technically qualified bidders are opened in the presence of bidder representatives.
• Opening the bids publicly ensures transparency and allows for any discrepancies to be addressed immediately.

Address Discrepancies:

• If there is a discrepancy between the written and numerical amounts in the bid, the amount written in words prevails. This ensures consistency and clarity in bid evaluation.
• Any discrepancies should be noted and resolved promptly to maintain fairness in the evaluation process.

Evaluate Financial Bids:

• Financial bids should be evaluated according to the prescribed format provided in the request for proposal (RFP).
• Bidders quoting composite agency charges (service charges) at 2% or less are considered compliant with the requirements. Bids exceeding this threshold are declined.

Request Proof of Payment:

• The evaluation committee reserves the right to ask bidders to submit proof of payment against any taxes, duties, or levies indicated in the bid.
• This step ensures that bidders are compliant with all financial obligations and regulations.

Account for Out of Pocket Expenses: