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# তফসিল-৩: Procurement Processing and Approval Procedure
> Schedule 3: procurement processing and approval procedure formats for goods, works, physical services and consultancy services, and steps for opening tenders.
## অংশ-ক
\[বিধি ১১(১৭) দ্রষ্টব্য]
**Procurement Processing and Approval Procedure for Goods or Works or Physical Services**
| **PROCURING ENTITY AND DESCRIPTION OF PROCUREMENT** | |
| -------------------------------------------------------- | ---------------------------------------------------------------------------- |
| Ministry/Division | |
| Agency | |
| Procuring Entity | |
| Name of the Project (if applicable) | |
| Source of Funds (tick relevant boxes) | Government
Development
Operational
Project Aid
Own Funds |
| Brief Description of Goods or Works or Physical Services | |
| PROCUREMENT METHOD | |
**SCHEDULE OF ACTIVITIES**
| SI No | Activity (if not applicable indicate N/A) | Planned Date (as per flow chart) | Actual Date | If any Delay Indicate No. Of Days |
| ----- | ---------------------------------------------------------------------- | -------------------------------- | ----------- | --------------------------------- |
| **A** | **PRE-QUALIFICATION** | | | |
| A1 | Date of Advertisement of Invitation | | | |
| A2 | Date of Submission of Applications | | | |
| A3 | Date of Pre-Qualification meeting (if any) | | | |
| A4 | Date of Submission of Evaluation Report with Recommended List | | | |
| A5 | Date of Approval of List | | | |
| B | **TENDER FOR GOODS OR WORKS or PHYSICAL SERVICES** | | | |
| B1 | Date of Advertisement of Invitation for Tenders | | | |
| B2 | Date of Pre-Tender meeting | | | |
| B3 | Date of Opening of Tenders | | | |
| B4 | Date of Submission of Technical Sub-Committee Report, where applicable | | | |
| B5 | Date of Submission of Technical Evaluation Report, where applicable | | | |
| B6 | Date of Approval on Technical Evaluation Report, where applicable | | | |
| B7 | Date of Submission of Evaluation Report | | | |
| B8 | Date of Approval for Award of Contract | | | |
**SCHEDULE OF ACTIVITIES IN PPPAP PROCESS**
| Date of submission of Tender Evaluation Report to the AA | Planned Date (as per flow chart) | Actual Date | Delay (in days) |
| ---------------------------------------------------------------------------------------- | -------------------------------- | ----------- | --------------- |
| Project Director
Project Manager
Authorized Officer | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| HOPE
-Corporation
-Autonomous Body
-Semi Autonomous Body | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Board of Directors (Where applicable) | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Ministry/Division | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| CCGP | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Date of issue of the Notification of Award (NOA) for Goods or Works or Physical Services | | | |
| Signature of Chairperson of Tender Evaluation Committee (TEC) | | | |
| Name and Designation of Chairperson of Tender Evaluation Committee (TEC) | | | |
## অংশ-খ
\[বিধি ১১(১৭) দ্রষ্টব্য]
**Procurement Processing and Approval Procedure for Services (Firms)**
| **PROCURING ENTITY AND DESCRIPTION OF PROCUREMENT** | |
| --------------------------------------------------- | ---------------------------------------------------------------------------- |
| Ministry/Division | |
| Agency | |
| Procuring Entity | |
| Name of the Project (if applicable) | |
| Source of Funds (tick relevant boxes) | Government
Development
Operational
Project Aid
Own Funds |
| Brief Description of Consultancy Services | |
| PROCUREMENT METHOD | |
**SCHEDULE OF ACTIVITIES**
| SI No | Activity (if not applicable indicate N/A) | Planned Date (as per flow chart) | Actual Date | If any Delay Indicate No. Of Days |
| ----- | --------------------------------------------------------------- | -------------------------------- | ----------- | --------------------------------- |
| **C** | **EXPRESSION OF INTEREST (FIRMS)** | | | |
| C1 | Date of Advertisement of request for EOI | | | |
| C2 | Date of Receipt of EOls | | | |
| C3 | Date of Submission of Recommended Short-listed Firms | | | |
| C4 | Date of Approval of Recommended Short-listed Firms | | | |
| C5 | Date of Issuance of RFP | | | |
| C6 | Date of Submission of Proposals | | | |
| C7 | Date of Submission of Evaluation Report for Technical Proposals | | | |
| C8 | Date of Approval of Evaluation of Technical Proposals | | | |
| C9 | Date of Opening of Financial Proposals | | | |
| C10 | Date of Completion of Combined Evaluation | | | |
| C11 | Date of Submission of combined Evaluation Report | | | |
| C12 | Date of completion of Negotiations | | | |
| C13 | Date of Approval for Award of Contract | | | |
**SCHEDULE OF ACTIVITIES IN PPPAP PROCESS**
| Date of submission of Proposal Evaluation Report to the AA | Planned Date (as per flow chart) | Actual Date | Delay (in days) |
| --------------------------------------------------------------------------------------------- | -------------------------------- | ----------- | --------------- |
| Project Director
Project Manager
Authorized Officer | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| HOPE
-Corporation
-Autonomous Body
-Semi Autonomous Body | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Board of Directors (Where applicable) | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Ministry/Division | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| CCGP | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Date of issuance of the Letter of Acceptance (LOA) for Intellectual and Professional Services | | | |
| Signature of Chairperson of Proposal Evaluation Committee (PEC) | | | |
| Name and Designation of Chairperson of Proposal Evaluation Committee (PEC) | | | |
## অংশ-গ
\[বিধি ১১(১৭) দ্রষ্টব্য]
**Procurement Processing and Approval Procedure for Services (Individuals)**
| **PROCURING ENTITY AND DESCRIPTION OF PROCUREMENT** | |
| --------------------------------------------------- | ---------------------------------------------------------------------------- |
| Ministry/Division | |
| Agency | |
| Procuring Entity | |
| Name of the Project (if applicable) | |
| Source of Funds (tick relevant boxes) | Government
Development
Operational
Project Aid
Own Funds |
| Brief Description of Consultancy Services | |
| PROCUREMENT METHOD | |
**SCHEDULE OF ACTIVITIES**
| SI No | Activity (if not applicable indicate N/A) | Planned Date (as per flow chart) | Actual Date | If any Delay Indicate No. Of Days |
| ----- | ------------------------------------------ | -------------------------------- | ----------- | --------------------------------- |
| **D** | **EXPRESSION OF INTEREST (INDIVIDUAL)** | | | |
| D1 | Date of Advertisement of request for EOI | | | |
| D2 | Date of Receipt of EOI | | | |
| D3 | Date of Evaluation of EOI | | | |
| D4 | Date of Interview of Selected Individuals | | | |
| D5 | Date of Evaluation of Final Selection List | | | |
| D6 | Date of Submission of Evaluation Report | | | |
| D7 | Date of Approval of Consultants | | | |
**SCHEDULE OF ACTIVITIES IN PPPAP PROCESS**
| Date of submission of Application Evaluation Report to the AA | Planned Date (as per flow chart) | Actual Date | Delay (in days) |
| -------------------------------------------------------------------------- | -------------------------------- | ----------- | --------------- |
| Project Director
Project Manager
Authorized Officer | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| HOPE
-Corporation
-Autonomous Body
-Semi Autonomous Body | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Board of Directors (Where applicable) | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Ministry/Division | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| CCGP | Received | | |
| | Approved/Reviewed | | |
| | Forwarded | | |
| Signature of Chairperson of Proposal Evaluation Committee (PEC) | | | |
| Name and Designation of Chairperson of Proposal Evaluation Committee (PEC) | | | |
## অংশ ঘ
\[বিধি ১১৭(৪) (ছ) দ্রষ্টব্য]
**Steps for Opening Tenders**
* (1) Check and confirm the deadline for submission and opening of Tenders;
* (2) Collect all Tenders received in accordance with the procedures set in the Invitation for Tender (IFT);
* (3) Make sure that Tender Opening Committee (TOC) members are present;
* (4) Check presence of intending participating Tenderers or their authorized representatives;
* (5) Open the Tender box/sealed containers whatsoever on the date and time declared in the IFT;
* (6) Sort-out the Tenders in accordance with the IFT and Group/Package;
* (7) Enter the names of Tenderers (Tender-wise and Group/ Package-wise) in the Tender Opening Sheet (TOS) maintained by the office opening the Tenders;
* (8) During the process under Step (7) above mark Tender Serial Numbers (TSN) and encircle TSN with red-ink on the sealed cover of the Tender;
* (9) Open envelopes marked "WITHDRAWAL" and read out and the corresponding tender shall not be opened, but retuned to Tenderer. If the withdrawal envelops does not contain a copy of the power of attorney or a letter of authorised confirming the signature of the person duly authorised to sign on behalf of the Tenderer, the corresponding tender will be opened;
* (10) Information relevant to withdrawals or modifications by the Tenderers may be clearly noted under Remarks' in col. 7 of the TOS;
* (11) Next open envelopes marked "SUBSTITUTION" and read out the letter and exchange the substituted tender with the corresponding tender being substituted. The substituted tender shall not be opened, but returned to Tenderer. No Tender substitution shall be permitted unless the corresponding substitution notice contains a valid authorisation to request the substitution and is read out at Tender opening.
* (12) Open Envelopes marked "MODIFICATION" and read out the letter. No Tender modification shall be permitted unless it contains a valid authorisation;
* (13) Tear-open the sealed Tenders one by one (tender-wise and Group/Package wise) and again mark and encircle TSN with red-ink on the Tender (original and copies) with full dated signature of the Chairperson and other members of the Tender Opening Committee
Provided that in case of One Stage Two Envelope Tendering Method, first tear open the Technical offer and the financial offer remain sealed and are held in safe custody by the Head of the Procuring Entity (HOPE) or authorized officer.
* (14) Immediately after tear-opening the Tenders, put TSN chronologically on the document duly encircled by red-ink as earlier done in Step (8) above;
* (15) Read-aloud the tender prices quoted by the Tenderer;
* (16) Discounts offered by any tenderer in accordance with the Tender Document shall be read out and recorded under "remarks in Col. 7 of the TOS;
* (17) Check the requisite documents, requirements etc., and the Tender Security, in particular. Write the amount of Tender Security in column-3 of the Tender Opening Sheet (TOS).
* (18) Put the TSN on the Tender Security (Bank Guarantee/Pay Order/Bank Draft) with red-ink duly encircled and initialled by the Chairperson of the Tender Opening Committee (TOC).
* (19) Record the missing documents or any incompleteness and major or minor deviations in the appropriate location/pages of the Tender Document as a whole;
* (20) If there is no correction in a particular page, write comment at the bottom of that page that "no correction in this page" or so, as appropriate;
* (21) If there is any correction or overwriting in a particular page and duly initialled by the tenderer, encircle and initial that particular correction with red-ink. If there is more than one such correction and initial by the tenderer, repeat the procedures. And at the bottom of that particular page write comment that "one correction in this page with initial", "two corrections in this page with initials" and so on, as appropriate;
* (22) If there is correction in a particular page but not duly initialled by the tenderer, encircle and initial that particular correction with red-ink. And at the bottom of that Particular page write comment that "one correction in this page without initial" "two corrections in this page without initial" and so on, as appropriate;
* (23) All red-ink encircled figures and words of the corresponding items and rates must be initialled by the Chairperson and other members of the TOC;
* (24) If there is any item in the Bill of Quantities against which the tenderer has not quoted any rate and/or amount i.e. kept blank, put question mark in that blank space and at the bottom of the page write comment that "No rate and/or amount quoted for item no…..in this page”;
* (25) Obtain signature of the Tenderers and/or their authorized representatives in the TOS;
* (26) Make sure after opening of the Tenders that all the members and the Chairperson of the TOC including the Tenderers or their authorized representatives who attended the Tender Opening have signed the TOS;
* (27) TOS must be mailed or sent out to the appropriate authority immediately upon completion of Tender Opening.