তফসিল-১৪: ক্রয় পদ্ধতির ফ্লো চার্ট

অংশ-ক

[বিধি ৭৮(৭) দ্রষ্টব্য] OPEN TENDERING METHOD

Open Tendering Method Approved in Procurement Plan — No → Discuss with HOPE or an authorized officer (Notes), then back; Yes → Follow Open Tendering Method

Tender Preparation

Prepare specification of object of Procuremnet
Prepare an official cost estimate of the object of Procuremnet — Approving Authority: HOPE or an authorized officer; Notes: To be Kept confidential for opening by TEC duming evaluation
Pre-qualification necessary — Yes → Prepare Pre-qualification Document (Optional Activity; Notes: Standard Pre-qualification Document issued by the BPPA shall be used); No → Develop Tender Document on the basis of Standard Tender Documents(STDs) (Notes: STDs Issued by the BPPA shall be used)
Prepare Invitation for Tender
Optional Activity: Prepare Inviation for Pre-qualification

Tender Issue ,Receipt & Process

Advertise Inviatation for Tender
Modification of Tender Document necessary — Yes → Modify Tender Document; No → Receive Tenders
Receive Tenders
Open and Process Tenders — Notes: TOC to be formed Minutes to be taken opening in Presence of at least one member of TEC Open in one location Check for Tender Security
Optional Activity: Advertise inviation for Pre-qualification → Clarification of Pre-Qualification Document needned (Yes → Clarification on Pre-Qualification Document; No →) Receive and Evaluate Pre-qualification Documents of Procedure → Notify to Pre-qualified Applicants → Modification of Tender Documents ,If any → Send Invitation for Tender to Pre-qualified Tenderers

Tender Examination ,Evaluation and Approval

Examine and Evaluate Tender
Extention of Tender Validity period is necessary — Yes → Extend Tender Validity period; No → Forfeit Tender Security is needed
Forfeit Tender Security is needed — Yes → Forfeit Tender Security; No → Post-quality the successful Tenderer
Post-quality the successful Tenderer
Approve Contratct Award — Approving Authority: As per Delegation of Financial Powers
Notes: As per Procurement Processing and Approval Procedure Only one TEC will evaluate Process to be confidential

Contract Management

Notify Award Contract
Sign the Contract — If successful Tenderer Fails to sign the Contract ,select from remaing responsive tenderer → Forfeit Tender Security (Notes: - Use Standard contract from - No Negotiation is Allowed - Performance Security to be taken)
Prucure the Object
Maintain The Record of Procurement

অংশ-খ

[বিধি ৭৮ (৭) দ্রষ্টব্য] OPEN TENDERING METHOD(NCT WORKS)

Open Tendering Method Approved in Procurement Plan — No → Discuss with HOPE or an authorized officer (Notes), then back; Yes → Follow Open Tendering Method

Tender Preparation

Prepare specification of object of Procuremnet
Prepare an official cost estimate of the object of Procuremnet — Approving Authority: HOPE or an authorized officer; Notes: To be Kept confidential for opening by TEC duming evaluation
Pre-qualification necessary — Yes → Prepare Pre-qualification Document (Optional Activity; Notes: Standard Pre-qualification Document issued by the BPPA shall be used); No → Develop Tender Document on the basis of Standard Tender Documents(STDs) (Notes: STDs Issued by the BPPA shall be used)
Prepare Invitation for Tender
Optional Activity: Prepare Inviation for Pre-qualification

Tender Issue ,Receipt & Process

Advertise Inviatation for Tender
Modification of Tender Document necessary — Yes → Modify Tender Document; No → Receive Tenders
Receive Tenders
Open and Process Tenders — Notes: TOC to be formed Minutes to be taken opening in Presence of at least one member of TEC Open in one location Check for Tender Security
Optional Activity: Advertise inviation for Pre-qualification → Clarification of Pre-Qualification Document needned (Yes → Clarification on Pre-Qualification Document; No →) Receive and Evaluate Pre-qualification Documents of Procedure → Notify to Pre-qualified Applicants → Modification of Tender Documents ,If any → Send Invitation for Tender to Pre-qualified Tenderers

Tender Examination ,Evaluation and Approval

Examine and Evaluate Tender Must follow rule 98(2)(ka) and (Kha) before applying 98(31) — Approving Authority: As per Delegation of Financial Powers
Extention of Tender Validity period is necessary — Yes → Extend Tender Validity period; No → Forfeit Tender Security is needed
Forfeit Tender Security is needed — Yes → Forfeit Tender Security; No → Post-quality the successful Tenderer
Post-quality the successful Tenderer
Approve Contratct Award — Approving Authority: As per Delegation of Financial Powers
Notes: As per Procurement Processing and Approval Procedure Only one TEC will evaluate Process to be confidential

Contract Management

Notify Award Contract
Sign the Contract — If successful Tenderer Fails to sign the Contract ,select from remaing responsive tenderer → Forfeit Tender Security (Notes: - Use Standard contract from - No Negotiation is Allowed - Performance Security to be taken)
Prucure the Object
Maintain The Record of Procurement

অংশ-গ

[বিধি ৭৯ (২) দ্রষ্টব্য] LIMITED TENDERING METHOD

Limited Tendering Method (LTM) approved in Procuremnet Plan — No → Discuss with HOPE or an authorized officer (Notes); also → Reasons to be stated and Approval of the HOPE is required (Notes); Yes → Conditions of LTM fulfiled
Conditions of LTM fulfiled — No → Chose OTM or other methods (Optional Activity); Yes → Prepare specification of object of Procuremnet

Tender Preparation

Prepare specification of object of Procuremnet
Prepare an official cost estimate of the object of Procuremnet — Approving Authority: HOPE or an authorized officer; Notes: To be Kept confidential for opening by TEC duming evaluation
Develop Tender Document on the basis of Standard Tender Documents(STDs) — Notes: Standard Tender Document issued by the BPPA shall be used
Prepare Invitation for Tender

Tender Issue ,Receipt & Process

Identity limited Suppliers/Prepare a list of qualified potential Tenders — Notes: Selection should be in a non-discriminatory manner and number should be sufficient to ensure effective competition; Optional Activity: -Advertise annually to seek new potential Tenders -Reasons enlisted Tenderers on annual basis
Send invitation to lmited Suppliers/Enlisted qualified Tenderers
Receive Tenders
Open and Process Tenders — Notes: -TOC to be formed -Minutes to be taken -opening in Presence of at least one member of TEC -Open in one location -Check for Tender Security

Tender Examination ,Evaluation and Approval

Examine and Evaluate Tender — Approving Authority: As per Delegation of Financial Powers; Notes: -As per Procurement Processing and Approval Procedure -Only one TEC will evaluate -Process to be confidential
Extention of Tender Validity period is necessary — Yes → Extend Tender Validity → Forfeit Tender Security; No → Forfeit Tender Security is needed
Forfeit Tender Security is needed — Yes → Forfeit Tender Security; No → Post-quality the successful Tenderer
Post-quality the successful Tenderer
Approve Contratct Award — Approving Authority: As per Delegation of Financial Powers

Contract Management

Notify Award Contract
Sign the Contract — If successful Tenderer Fails to sign the Contract ,select from remaing responsive tenderer → Forfeit Tender Security (Notes: - Use Standard contract from - No Negotiation is Allowed - Performance Securiy to be taken)
Prucure the Object
Maintain The Record of Procurement

অংশ-ঘ

[বিধি ৭৯ (২) দ্রষ্টব্য] TWO STAGE TENDERING METHOD

Two Stage Tendering Method (TSTM) approved in Procurement Plan — No → Discuss with HOPE or an authorized officer (Notes), then back; Yes → Conditions of TSTM fullfilled
Conditions of TSTM fullfilled — No → Choose OTM or other methods (Optional Activity); Yes → Prepare Tender Document

Tender Preparation

Prepare Tender Document on the basis of Conceptual design and/or stipulated performance specification using (STDs) — Notes: STDs Issued by the BPPA shall be used
Prepare Invitation for Tender
Advertise for unpriced technical proposals — Notes: Technical Sub-Committee may be required

Tender Opening & Evaluation

Receive, open and process un-priced Tenders — Notes: -TOC to be formed -Minutes to be taken -Opening in Presence of one member of TEC -Open in one location -No tender security is is required
Examine & Evaluate Tenders — Approving Authority: As per Deligation of Financial Powers; Notes: Procurement Processing and Approval. - Only one TEC will evaluate. - Process to be confidential
No responsive Tender → Reject all Tenders (Optional Activity)
Retain Responsive Tenders

Tender Adjustment

TEC consult with eachS responsive tenderer on any aspect of the proposal except price — Notes: Consultation be confidential and not be disclosed to completing tenders
Review (Approving Authority) → back to TEC consult with each responsive tenderer
TEC prepare Individual Minitues of Tender Adjustment
Approve Minuted of Tender Adjustment — Approving Authority: As per Deligation of Financial Powers; Notes: Should be kept confidential
Yes → Approved Tender Adjustment should be signed by all member of TEC — Notes: - Should be specific with detail specifica-tion & evaluation criteria

SECOND STAGE Final Tender Preparation

Modify final Tender Document based on Minitues of Tender Adjustment — Notes: - STDs issued by BPPA shall be used
Distribute Tender Document to all responsive tenders to submit best and final Tender — Notes: Priced best and final Tenders

Tender Examination ,Evaluation and Approval

Receive Tenders
Open and Process Tenders — Notes: -TOC to be formed -Minutes to be taken -Opening in Presence of one member of TEC -Open in one location -Check for tender security
No responsive Tender → Review Tender Documents and/or go for retender under (Optional Activity) → back to Modify final Tender Document
Examine and Evaluate Tenders — Approving Authority: As per Deligation of Financial Powers; Queries → back to Examine and Evaluate Tenders; Notes: Procurement Processing and Approval. - Only one TEC will evaluate. - Process to be confidential
Post-qualify the successful Tenders
Approve Contract Award — Approving Authority: As per Deligation of Financial Powers

Contract Management

Yes → Notify Award of Contract
Contractor/Supplier accept the offer — otherwise → Repeat the process to next lowest (Optional Activity); Yes → Sign the Contract
Sign the Contract — Notes: - Use Standard Contract Form. - No Negotiation is allowed - Performance Security to be taken
Yes → Procure the object
Maintain the Record of Procurement

অংশ-ঙ

[ বিধি ৭৯ (২) দ্রষ্টব্য ] ONE STAGE TWO ENVELOPE TENDERING (OSTETM)

One Stage Two Envelope Tendering Method (OSTETM) approved in Procurement Plan — No → Discuss with HOPE or an authorized officer (Notes), then back; also → Resons to be stated and approval of the HOPE is required (Notes); Yes → Conditions of OSTETM Fulfilled
Conditions of OSTETM Fulfilled — No → Choose OTM or other methods (Optional Activity); Yes → Prepare specification of object of procurement

Tender Preparation

Prepare specification of object of procurement — Approving Authority: HOPE or an authoried officer; Notes: To be kept confidential for opening by TEC during evaluation
Prepare an official cost estimate of the object of procurement
Pre-qualification necessary — Yes → Prepare Pre-qualification Document (Optional Activity; Notes: Standard Pre-qualification Document issued by BPPA shall be used); No → Develop Tender Doccument on the basis of Standard Tender Documents(STDs) (Notes: STDs issued by the BPPA shall be used)
Prepare Invitation for Tender
Optional Activity: Prepare Invitation for Pre-qualification → Advertise Invitation for Pre qualification

Tender issue,Receipt & Process (Key Time Line: Time Table as open Tendering Method)

Advertise Invitation for Tender
Modification of Tender Document necessary — Yes → Modify Tender Document; No → Receive Tenders
Receive Tenders
Public Opening only for Technical offer — Notes: -TOC to be formed - Minutes to be taken -Opening in Presence of at least one -Open in One location -Check for Tender Security
Optional Activity: Clarification of Pre-qualification Document needed (Yes → Clarification of Pre-qualification Documents; No →) Receive and Evaluate Pre-qualification Documents → Notify to Pre-qualified Applications → Notify to Pre-qualified Applications → Modification of Tender Document ,if any → Send Invitation for Tender to Pre-qualified Tendrers

Tender Examination ,Evaluation and Approval

Examine and Evaluate Technical offer — Approving Authority: Approved by Head of the Procureing Entity or Authorised officer; Notes: - Only one TEC will evaluate - Process to be confidential
Invite all Tenderers to attend Financial offer
Public Opening for Financial offer — Notes: -TOC to be formed - Minutes to be taken -Opening in Presence of at least one -Open in One location -Check for Tender Security
Examine Financial offer and Evaluate Tender — Notes: - Only one TEC will evaluate - Process to be confidential
Extention of Tender validity period is necessary — Yes → Extend Tender Validity period; No → Forfeit Tender Security is needed
Forfeit Tender Security is needed — Yes → Forfeit Tender Security; No → Post -quality the successful Tenderer
Post -quality the successful Tenderer

Contract Management

Approve Contract Award — Approving Authority: As per Delegation of Financial Powers
Notify Award of Contarct
Yes → Sign the contract — If successful Tenderer fails to sign the contract ,select from remaining responsive Tenderer → Forfeit Tender Security (Notes: - Use Standard Contract Form. - No Negotiation is allowed - Performance Security to be taken)
Procure the object
Maintain the Record of Procuremnet

অংশ-চ

[বিধি ৭৯ (২) দ্রষ্টব্য] REQUEST FOR QUOTATION METHOD

Request for Quotation Method (RFQM) approved in Procurement Plan — No → Discuss with HOPE or an authorised officer (Notes); also → Reasons to be stated & approval of the hope is required (Notes); Yes → Conditions of RFQM fullfilled
Conditions of RFQM fullfilled — No → Choose OTM or other methods (Optional Activity); Yes → Prepare Quotation

Prepare Quotation

Prepare Quotation with details on quality, quantity and delivery time — Notes: Standard Quotation Document Issued by the BPPA shall be used
Send Quotations to prospective Tenders — Notes: Request at least 5 Tenderers
Receive period Quotation — Optional Activity: If less than 3 Quotation verify with others

Quotation Evaluation

Examine & Evaluate Quotations — Approving Authority: As per Delegation of Financial Powers; Notes: Procurement Processing and Approval. - Only one TEC will evaluate. - Process to be confidential
Recommend lowest evaluated Tender along with comparative statements — Queries → back to Examine & Evaluate Quotations
Approve Contract Award — Approving Authority: As per Delegation of Financial Powers; Yes → Give the purchase order or work oder; No → Choose OTM or other methods (Optional Activity)

Contract Management

Give the purchase order or work oder
Tenderer confirm purchase order in writing — No → Repeat with Second lowest Tenderer (Optional Activity) → back to Give the purchase order or work oder; Yes → Procure the object
Procure the object
Maintain the Record of Procurement

অংশ-ছ

[বিধি ৭৯(২) দ্রষ্টব্য] REVERSE AUCTION METHOD 1. Requirement Identification ↓ 2. Preparation of Auction Documents
(Technical specs, terms & conditions, evaluation criteria) ↓ 3. Supplier Prequalification / Registration ↓ 4. Public Invitation for Reverse Auction prices ↓ 5. Reverse Auction Setup on E-Platform
(Start time, end time, bid decrement rules, ranking visibility) ↓ 6. Auction Start (Suppliers Place Bids Online) ↓ 7. Continuous Bidding & Automatic Ranking Display ↓ 8. Auction Closing at Deadline (or after no new bids for a set time) ↓ 9. Evaluation of Lowest Bid (Check Compliance) ↓ 10. Awarding the Contract to Winning Supplier ↓ 11. Contract Signing & Execution

অংশ-জ

[বিধি ৭৯(২) দ্রষ্টব্য] DIRECT PROCUREMENT METHOD

Direct Procurement Method(DPM) approved in the Procurement Plan — No → Discuss with HOPE or an authorised officer (Notes) → Resons to be recorded and approval of the HOPE is required (Notes); Yes → Conditions of DPM fulfied
Conditions of DPM fulfied — No → Choose OTM or other methods (Optional Activity); Yes → Prepare Deatails specification

Tender Preparation

Prepare Deatails specification of object of Procuremnet as per Rule-38 and identify the Contractor or Supplier
Conditions of Rule-76(1)(ka) prevalent — Yes → Issue Notifications of Award (NOA)for procurement of the object (Optional Activity)
Develop Tender Doccument on the basis of Standard Tender Documents(STDs) — Notes: Standard Tender Document issued by the BPPA shall be used

Tender Examination ,Evaluation and Approval

Examine & Evaluate Quotations — Approving Authority: As per Delegation of Financial Powers; Notes: Procurement Processing and Approval. - Evaluation by Only one TEC - Process shall remain confidential
Negotiate with the Tenderer as applicable — Review
Approve Contract Award — Approving Authority: As per Delegation of Financial Powers; No → Review (back to Examine & Evaluate Quotations); No → Choose OTM or other methods (Optional Activity); Yes → Issue Notification of Award (NOA)

Contract Management

Issue Notification of Award (NOA) — Notes: Use Standard Contract Form
Sign the Contract — No → Choose OTM or other methods (Optional Activity); Yes → Procure the object
Procure the object
Maintain the Record of Procurement

অংশ-ঝ

[বিধি ১২৬ (২) দ্রষ্টব্য] PROCUREMENT OF SERVICES BY QCBS METHOD

Finalise TOR(Rule 40)
Finalise Cost Estimate and Budget (Rule-25(9)) — Notes: To be kept confidential
Call for Expressions of Interest (EOI) (Rule-135) — Notes: Formal as per Schedule - 16

Short listing

Receipt of EOI (Rule-136)
Evalute EOI by PEC (Rule -137)
Prepare Shortlist(Rule -137) — Notes: Not less then four(4) Not More then seven(7)
If shortlist is less then four(4)
Review the assigment and found correct — No → Amend the assigment of asseciatd EOI (Optional Activity) → Re-advertise; Yes → Property advertised
Property advertised — No → Re-advertise → Receipt of EOI → Prepare Shortlist → If suitable proposal is again less than four (4) → Finalise Shortlist (Optional Activity) → Approval; Yes → Finalise Shortlist (Rule -137)
Finalise Shortlist (Rule -137) — Approval: Approval by Head of Procuring Entity or an officer authorized by him/her or an approving authority under the Delega-tion of Financial Powers (If approving authority is below the level of HOPE); Notes: All applicants Participating in the EOI must be informed whether or not they have been short-listed by the procuring Entity

Proposal ,Evaluation, Approval and Contract Award

Prepare RFP & Define Evaluation criteria and Minimum Qualifying Mark (MQM) (Rule-139) — Notes: Follow standard RFP,Issued by BPPA
Send RFP to the shortlisted consultansts (Rule -139)
Receive proposal from consultants (Rule -140)
Evaluate Technical Proposal by PEC (Rule-141) — Approval: Approval by Head of Procuring Entity or an officer authorized by him/her or an approving authority under the Delega-tion of Financial Powers (If approving authority is below the level of HOPE)
Public opening of Financial Proposals of Technical Proposals>MQM(Rule-142) — Notes: Minutes of the public opening must be distributed to all shortlisted consul-tants
Evaluate Financial Proposal by PEC(Rule-142)
Reject Proposals Whose Eval. Price Exceeds Budget (Rule- 142)
Negotiate with Highest Ranking Technical Proposal (Rule -144) — Approval: Approval by approving authority under the delegation of Financial Powers; No → Invite the next highest ranked consultant and so on (Optional Activity) → Approval; Yes → Contract Sign
Contract Sign (Rule 147)

অংশ-ঞ

[বিধি ১২৭ (২) দ্রষ্টব্য] PROCUREMENT OF SERVICES BY SFB METHOD

Finalise TOR(Rule 40)
Finalise Cost Estimate and Budget (Rule-25(9)) — Notes: To be kept confidential
Call for Expressions of Interest (EOI) (Rule-135) — Notes: Formal as per Schedule - 16

Short listing

Receipt of EOI (Rule-136)
Evalute EOI by PEC (Rule 137)
Prepare Shortlist(Rule 137) — Notes: Not less then four(4) Not More then seven(7)
If shortlist is less then four(4)
Review the assigment and found correct — No → Amend the assigment of asseciatd EOI (Optional Activity) → Re-advertise; Yes → Property advertised
Property advertised — No → Re-advertise → Receipt of EOI → Prepare Shortlist → If suitable proposal is again less than four (4) → Finalise Shortlist (Optional Activity) → Approval; Yes → Finalise Shortlist (Rule-137)
Finalise Shortlist (Rule-137) — Approval: Approval by Head of Procuring Entity or an officer authorized by him/her or an approving authority under the Delega-tion of Financial Powers (If approving authority is below the level of HOPE); Notes: All applicants Participating in the EOI must be informed whether or not they have been short-listed by the procuring Entity

Proposal ,Evaluation, Approval and Contract Award

Prepare RFP & Define Evaluation criteria and Minimum Qualifying Mark (MQM) (Rule-139) — Notes: Follow standard RFP,Issued by BPPA
Send RFP to the shortlisted consultansts (Rule -139)
Receive proposal from consultants (Rule-140)
Evaluate Technical Proposal by PEC (Rule-141) — Approval: Approval by Head of Procuring Entity or an officer authorized by him/her or an approving authority under the Delega-tion of Financial Powers (If approving authority is below the level of HOPE)
Public opening of Financial Proposals of Technical Proposals>MQM(Rule-142) — Notes: Minutes of the public opening must be distributed to all shortlisted consultants
Evaluate Financial Proposal by PEC(Rule-142)
Reject Proposals Whose Eval. Price Exceeds Budget (Rule- 142)
Negotiate with Highest Ranking Technical Proposal (Rule -144) — Approval: Approval by approving authority under the delegation of Financial Powers; No → Invite the next highest ranked consultant and so on (Optional Activity) → Approval; Yes → Contract Sign
Contract Sign (Rule 147)

অংশ-ট

[বিধি ১২৮(২) দ্রষ্টব্য] PROCUREMENT OF SERVICES BY LCS METHOD

Finalise TOR(Rule 40)
Finalise Cost Estimate and Budget (Rule-25(9)) — Notes: To be kept confidential
Call for Expressions of Interest (EOI) (Rule-135) — Notes: Formal as per Schedule 16

Short listing

Receipt of EOI (Rule -136)
Evalute EOI by PEC ( (Rule -137)
Prepare Shortlist (Rule -137) — Notes: Not less then four(4) Not More then seven(7)
If shortlist is less then four(4)
Review the assigment and found correct — No → Amend the assigment of asseciatd EOI (Optional Activity) → Re-advertise; Yes → Property advertised
Property advertised — No → Re-advertise → Receipt of EOI → Prepare Shortlist → If suitable proposal is again less than four (4) → Finalise Shortlist (Optional Activity) → Approval; Yes → Finalise Shortlist (Rule -137)
Finalise Shortlist (Rule -137) — Approval: Approval by Head of Procuring Entity or an officer authorized by him/her or an approv-ing authority under the Delegation of Financial Powers (If approving authority is below the level of HOPE); Notes: All applicants Participating in the EOI must be informed whether or not they have been short-listed by the procuring Entity

Proposal ,Evaluation, Approval and Contract Award

Prepare RFP & Define Evaluation criteria and Minimum Qualifying Mark (MQM) (Rule -139) — Notes: Follow standard RFP,Issued by BPPA
Send RFP to the shortlisted consultansts (Rule -139)
Receive proposal from consultants (Rule-140)
Evaluate Technical Proposal by PEC (Rule-141) — Approval: Approval by Head of Procuring Entity or an officer authorized by him/her or an approving authority under the Delega-tion of Financial Powers (If approving authority is below the level of HOPE)
Public opening of Financial Proposals of Responsiv Technical Proposals>MQM(Rule-142) — Notes: Minutes of the public opening must be distributed to all shortlisted consultants
Evaluate Financial Proposal by PEC(Rule-142)
Negotiate with lowerst Eval Price Proposal (Rule -144) — Approval: Approval by approving authority under the delegation of Financial Powers; No → Invite the next highest ranked consultant and so on (Optional Activity) → Approval; Yes → Contract Sign
Contract Sign (Rule - 147)

অংশ-ঠ

[বিধি ১৩১ (৮) দ্রষ্টব্য] PROCUREMENT OF SERVICES BY SSS METHOD

Preparation

Finalise TOR
Finalise Cost Estimate and Budget
Prepare RFP

Proposal ,Evaluation ,Approval and Contract Award

Issue RFP
Receive proposals from consultant
Evaluate and Negotiate with the consultant
Approval by Approving Authority under the

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Contract Award
Start the Assignment

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