The Federal Democratic Republic of Ethiopia

Procurement Endorsing Committee

SUBJECT: REPORT ON EXAMINATION AND EVALUATION OF BIDS

-REQUEST FOR APPROVAL

Pursuant to the Section 3 - Evaluation Methodology and Criteria of the Bidding

Document and Decision on the Appointment of the Ad Hoc Evaluation Committee dated the
Evaluation Committee comprised of the following members:
Title Name and Surname Position / Title
1. Chairperson
2. Member
3. Member
4. Member
5. Member
has completed the process of the examination and evaluation of bids for the following
procurement procedure:
I) General Information
Procurement Reference Number:
Goods
Services
Procurement Type
Works
Consultancy
Subject of Procurement:
Procurement Method:
Type of Contract:
Estimated Start Date
Contract Period
Estimated End Date
Estimated Value of the Contract
Contract Price Adjustment Provisions
Date of Issue of Bidding Document:

Method of Advertisement
Website
Other

II) Timetable of Activities

The following Timetable applied to this procurement procedure:
Activity Date Time
1.Date of Publication of the Invitation to Bid
Deadline for Written Questions/Clarifications
Written Responses to Questions/Clarifications
Pre-Bid Conference
5.Modifications to Bidding Documents
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Deadline for Submission of Bids
7.Bid Opening Ceremony
III) Bid Opening Details
1. Number of Bids Received
2. Number of Bids Withdrawn
3. Number of Bids Substituted
4. Number of Bids Modified
5. Number of Bids Evaluated
IV) Preliminary Evaluation Proceedings
i. Pre-Evaluation Preparatory Meeting
 The Chairperson and the members of the Evaluation Committee reviewed Bidding
Documents;
 The Chairperson described the purpose and scope of the procurement procedure
concerned, summarized the essential features of the bid procedure to date;
 The Chairperson identified the person for preparation of Report on Examination
and Evaluation of Bids and preparation of files on evaluated bids;
 The Chairperson briefly explained examination and evaluation methodology and
evaluation criteria determined in the Bidding Document;
 All members of the Evaluation Committee have signed the Statement on
Confidentiality and Non-Existence of Conflict of Interest;
 The Chairperson confirmed that no member of the Evaluation Committee has a
conflict of interest or is any way associated with any of the Bidders submitting
bids.
ii. List of bids that Entered Bid Examination and Evaluation Procedure
The Evaluation Committee only considered those bids which were found by the Bid Opening
Panel to be suitable for further evaluation. The Minutes on the Public Opening of Bids are
attached to this report.
List of bids that entered bid evaluation procedure
No. of Complete Name and
Discounts Conditions
Bidder's Address of the Seat of Bid Price in Bid Security
Offered of Discounts
Envelope the Bidder

iii. Preliminary Examination of Bids

The Evaluation Committee examined the bids to confirm that all documentary evidence
establishing the Bidder's qualification requested in ITB Clause have been provided, and to
determine whether bid comply with administrative requirements of the Bidding Document.
The Evaluation Committee used the following administrative compliance grid to assess the
compliance of each of the bids with the requirements stipulated in ITB Clause .
Bidder: Bidder: Bidder:
DESCRIPTION
Envelope No. Envelope No. Envelope No.

1. Bidder submitted Written statement by a power of Yes: No: Yes: No: Yes: No:

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attorney (or notary statement, etc.) proving that the
person, who signed the bid on behalf of the
company/joint venture/consortium, is duly authorized
to do so (ITB Sub-clause );
2. Original and all copies of the bid are typed or written
in indelible ink and signed by a person duly
Yes: No: Yes: No: Yes: No:
authorized to sign on behalf of the Bidder (ITB Sub-
clause );
3. All pages of the bid, except for non-amended printed
descriptive literature, are signed or initialled by the Yes: No: Yes: No: Yes: No:
person signing the bid (ITB Clause );
4. Bid is written in language (ITB Clause ); Yes: No: Yes: No: Yes: No:
5. Bidder has submitted the duly filled in, signed,
Yes: No: Yes: No: Yes: No:
stamped, and dated Bid Submission Sheet Form;
6. Bidder has submitted the duly filled in, signed,
Yes: No: Yes: No: Yes: No:
stamped, and dated Price Schedule Form;
7. Bidder has submitted the duly filled in, signed,
stamped and dated Bidder Certification of Yes: No: Yes: No: Yes: No:
Compliance Form;
8. Bidder has submitted the duly filled in, signed,
Yes: No: Yes: No: Yes: No:
stamped, and dated Technical Offer;
9. Bidder has submitted the duly filled in, signed,
Yes: No: Yes: No: Yes: No:
stamped, and dated Bid Security;
10.The Bid Security is in accordance with ITB Clause Yes: No: Yes: No: Yes: No:
11.Offered period of validity of the bid is in line with the
Yes: No: Yes: No: Yes: No:
period stipulated in ITB Sub-clause
12.OVERALL ADMINISTRATIVE COMPLIANCE Yes: No: Yes: No: Yes: No:
Based on the verification of the submitted documentary evidence requested in ITB Clause the
Evaluation Committee has concluded that the following bidders have not submitted all requested
documentary evidence and have been deemed not responsive pursuant to Article 43 (5c) of the
Public Procurement Proclamation and ITB Clause . Therefore, they have been excluded from the
further evaluation and comparison, pursuant to the Article 43 (6).
No. of
Complete Name and Address of the
Bidder's Explanation for Unqualified Bidder
Seat of the Bidder
Envelope

After confirming the bids comprise all mandatory documentary evidence establishing the Bidder's
qualification, the Evaluation Committee ruled on the legal, administrative technical, professional,
and financial admissibility of each bid, classifying it as compliant or non-compliant with
qualification requirements set forth in the Bidding Document.
V) Evaluation of Legal, Professional, Technical, and Financial Admissibility of Bids
i. Legal Admissibility Evaluation Grid
Bidder: Bidder: Bidder:
DESCRIPTION
Envelope No. Envelope No. Envelope No.

1. Bidder has submitted the Certificate of registration Yes: No: Yes: No: Yes: No:

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Bidder: Bidder: Bidder:
DESCRIPTION
Envelope No. Envelope No. Envelope No.

with the business, court (commercial), professional,

trades/crafts or other appropriate register from the
2. Bidder has submitted Valid trade license indicating
Yes: No: Yes: No: Yes: No:
the stream of business in which the is engaged;
3. Bidder has failed to register itself in the Public
Yes: No: Yes: No: Yes: No:
Procurement Agency's suppliers list
4. Bidder has submitted VAT registration certificate
Yes: No: Yes: No: Yes: No:
issued by the tax authority;
5. Bidder has submitted a tax clearance certificate issued
by the tax authority concerning the state of debt, Yes: No: Yes: No: Yes: No:
which is not older than 30 days;
6. Bidder has provided in the Bid Submission Sheet
Form the Statement that it has not been debarred by a
decision of the Public Procurement Agency from Yes: No: Yes: No: Yes: No:
participating in public procurements for breach of its
obligation under previous contracts.
7. OVERALL LEGAL COMPLIANCE Yes: No: Yes: No: Yes: No:

After verifying submitted documentary evidence establishing the Bidder's legal qualification the
Evaluation Committee has concluded that the following bidder had not submitted all required
documentary evidence and therefore it should not be considered in the further evaluation and
comparison procedure:
No. of
Complete Name and Address of the
Bidder's Explanation for Unqualified Bidder
Seat of the Bidder
Envelope

ii. Technical Admissibility Evaluation Grid

After analyzing the bids deemed to comply in administrative and legal terms, the Evaluation
Committee ruled on the technical admissibility of each bid, classifying it as technically compliant
or non-compliant
Bidder: Bidder: Bidder:
DESCRIPTION
Envelope No. Envelope No. Envelope No.

1. Bidder has provided in the Bid Submission Sheet

Form the Statement attesting the origin of the Goods Yes: No: Yes: No: Yes: No:
and Related Services offered;
2. Bidder has provided in the Bidder Certification of
Compliance Form information about major relevant
Yes: No: Yes: No: Yes: No:
contracts successfully completed in the course of the
past years;
3. Bidder has submitted three Certificates of satisfactory Yes: No: Yes: No: Yes: No:

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Bidder: Bidder: Bidder:
DESCRIPTION
Envelope No. Envelope No. Envelope No.

execution of contracts provided by contracting parties

to the contracts successfully completed in the course
of the past years with a budget of at least that of this
contract;
4. Bidder has completed its Technical Offer in
accordance with technical specification presented as Yes: No: Yes: No: Yes: No:
per template in Section 6, Statement of Requirements;
5. Bidder has submitted Descriptive technical literature
Yes: No: Yes: No: Yes: No:
in accordance with ITB Clause ;
6. Bidder has submitted Description of the organization
of the warranty offered in accordance with the Yes: No: Yes: No: Yes: No:
conditions laid down in GCC Clause
7. Bidder has submitted Manufacturer Authorization
Yes: No: Yes: No: Yes: No:
Letter in accordance with ITB Clause .
8. OVERALL TECHNICAL COMPLIANCE Yes: No: Yes: No: Yes: No:

After assessing submitted documentary evidence establishing the Bidder's technical compliance
the Evaluation Committee concluded that all bids are in compliance with the technical
requirements set forth in the Bidding Document and therefore they should be considered in the
further evaluation procedure.
No. of
Bidder' Complete Name and
Explanation for Unqualified
s Address of the Seat of the
Bidder
Envelop Bidder
e

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iii. Financial Admissibility Evaluation Grid
The Evaluation Committee checked the technically compliant bids for their financial
admissibility.
Bidder: Bidder: Bidder:
DESCRIPTION
Envelope No. Envelope No. Envelope No.

1. Bidder has submitted signed and dated the balance-

sheet, the profit and loss account or other appropriate Yes: No: Yes: No: Yes: No:
financial statement;
2. Bidder has submitted the Proof of the solvency issued
Yes: No: Yes: No: Yes: No:
by the bank or other financial institution;
3. The average annual turnover for the last year (2009)
of the Bidder exceeds times the amount of the Yes: No: Yes: No: Yes: No:
financial proposal of the Bid;
4. The cash and cash equivalent at the end of two last
Yes: No: Yes: No: Yes: No:
years (2009 and 2008) are positive;
5. Bidder has calculated Bid Prices on a basis of
Delivered Duty Paid (DDP) for the Goods and Yes: No: Yes: No: Yes: No:
Related Services offered (ITB Clause );
6. Bidder has quoted prices in in accordance with ITB
Yes: No: Yes: No: Yes: No:
Clause
7. OVERALL FINANCIAL COMPLIANCE Yes: No: Yes: No: Yes: No:

Based on the verification of the submitted evidence on bidder financial compliance, the
Evaluation Committee has concluded that the following bidders have not submitted required
documentary evidence on financial compliance and therefore should not be considered in the
further evaluation, and comparison procedure:
No. of
Complete Name and Address of the
Bidder's Explanation for Unqualified Bidder
Seat of the Bidder
Envelope

VI) Clarification of Bids

To assist in the examination, evaluation, and comparison of the bids, the Evaluation Committee,
pursuant to the Article 43 (1) of Public Procurement Proclamation and ITB Clause , has asked the
following bidders for a clarification of their bids:
No. of
Complete Name and Address of
Bidder's Explanation by the Bidder
the Seat of the Bidder
Envelope

VII) Evaluation and Comparison of Bids

The Evaluation Committee has continued its evaluation proceedings with bids that have been
determined, up to this stage of the evaluation, to be substantially responsive.

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To evaluate a bid, the Evaluation Committee has only used methodologies and criteria defined in
ITB Clause and Section 3, Evaluation Methodology and Criteria.
i. Rectification of Nonconformities and Omissions in Bids
To rectify identified nonmaterial nonconformities and omissions in the bids related to
documentary evidence requirements the Evaluation Committee has requested the following
bidders to submit the necessary information and documentation within the time limit of three days
from the receiving of the notification.
No. of
Complete Name and Address of Explanation of Nonconformities and
Bidder's
the Seat of the Bidder Omissions by the Bidder
Envelope

As all Bidders complied with the request and submit the necessary information and
documentation within stipulated time limit the Evaluation Committee rectified identified
nonmaterial nonconformities and omissions.
ii. Correction of Errors in Calculation
The Evaluation Committee has examined and verified all bids that have been deemed
substantially responsive to ascertain whether there are any errors in computation and summation.
The Evaluation Committee has rectified the detected errors in calculation in accordance with ITB
Clause .
The Evaluation Committee has notified bidders on adjusted calculation errors and requested
bidders to confirm that they accept the correction of the calculation error within the time limit of
three days from the receiving of the notification. The corrections are clearly indicated in the bid.
The following arithmetic corrections were made:
No. of
Complete Name and Address of Arithmetically
Bidder's Stated Bid Price
the Seat of the Bidder Corrected Bid Price
Envelope

iii. Unconditional Discounts

No. of Complete Name and Arithmetically Unconditional Discounts Discounted
Bidder's Address of the Seat of Corrected Bid Bid Price
Percent Amount
Envelope the Bidder Price (3-5)
1 2 3 4 5 6

iv. Currency Conversion

Currency Used for Bid Evaluation:
Effective Date of selling Exchange Rate:
Selling exchange rate established by the National Bank of Ethiopia

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Bid Price in
No. of Complete Name and Bid Price Applicable
Currency of Evaluation
Bidder's Address of the Seat of (corrected / Exchange
Bid Currency
Envelope the Bidder discounted) Rate
(3x4)
1 2 3 4 5 6

v. Domestic Preference
No. of Complete Name and Bid Price Exclusions Revised Total
% of Preference
Bidder's Address of the Seat (corrected / for Total Comparison
Pref. Price (5x4)
Envelope of the Bidder discounted) Preference (3-4) Price (3+5)
1 2 3 4 5 6 7 8

vi. Final List of Bids for Evaluation and Comparison

According to the methodology defined in the Public Procurement Proclamation and Directives the
Public Body shall select the successful bid by applying the following method:
A. The bid that is found to be substantially responsive to the professional, technical, and
financial qualification requirements, technically compliant in relation to the technical
specifications, and with the lowest price.
B. The bid that is found to be substantially responsive to the professional, technical, and
financial qualification requirements, technically compliant in relation to the technical
specifications, and with the lowest evaluated bid The lowest evaluated bid shall be the bid
offering better economic advantage ascertained on the basis of factors affecting the
economic value of the bid.
B. Determining the Bid Offering the Best Economic Advantage1
Provided all mandatory legal, professional, technical, and financial requirements have been met
all technically compliant Bids shall be evaluated and scored using the two-stage bid evaluation
and scoring method. In accordance with ITB Clause , the Public Body's evaluation of the Bid will
take into account, in addition to the bid price, the following additional evaluation criteria in order
of their importance and their proportional weight in the total system of evaluation, the procedure
of determining the bid offering the best economic advantage has been conducted as follows:
1. The evaluation procedure has been conducted exclusively based on available information
specified in the submitted bid package;
2. The Evaluation Committee has evaluated Bids using a weighted evaluation scoring method
as follows:
a. The Evaluation Committee has determined weighting factor that indicates their level of
importance, as follows:
Priority Name of criteria Proportional value in %
1. Criterion I 35
2. Criterion II 10
1
Proposed criteria and weightings are for explanatory purposes only.
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3. Criterion III 10
4. Criterion IV 10
I Total Additional Criteria (1+2+3+4) 65
II Bid Price (Column 8) 35
III Sum Total (I+II) 100
b. The Evaluation Committee has evaluated any additional criteria using the following
scoring scale from 0 to 10:
SCORING DESCRIPTION
Exceeds the requirements of the criteria significantly and in beneficial ways/very
10 Excellent
desirable
9 Very Good Exceeds the requirements of the criteria in ways which are beneficial to our needs
7-8 Good Fully meets the requirement of the criteria

Adequately meets most of the requirements of the criteria. May be lacking in

5-6 Average
some areas that are not critical.
Addresses all of the requirements of the criterion to the minimum acceptable
3-4 Poor
level.
Minimally addresses some, but not all, of the requirements of the criteria or
1-2 Very Poor
lacking in critical areas.
0 Unsatisfactory Does not satisfy the requirements of the criteria in any manner.

Scores are applied to each of the additional criteria and are multiplied by the weight
factor to arrive at the final score
c. The total score for the Bid has been determined through this method and has been the basis
for ranking Bids
3. The Evaluation Committee has applied the following technical additional criteria and
weightings in evaluation process:
Proportio
Priorit nal
Name of criteria
y Weight in
%
Technical and functional capabilities/features
 Technical suitability.
1 35
 Expected technological life span.
 Degree to which offered specification exceeds minimum requirements.
Maintenance/Technical Support and Warranty
 Service and/or maintenance support, including timelines for service repairs.
2 10
 Duration of warranties.
 Training and implementation support and timelines.
3 Delivery – proposed schedule for delivery 10
Overall ability and capability to perform the work – Experience,
4 10
Qualifications, Training, Education, and Knowledge of the Proposed Team
I Total technical criteria (1+2+3+4) 65
II Total Bid Price 35
III SUM TOTAL I+II 100
a. Individual weighted scores for all technical criteria have been weighted according to the
set proportional weighting factors. The weighted result has been calculated by multiplying
the score by the proportional weighting factor of the individual criterion. In the example
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below, the final weighted result for the first bid and the first criterion is calculated as 9 x
35% = 3.15.
b. For each Bid the sum of the values has been normalized according to the highest score 10.
Normalization is the transformation that is applied equally to every element in the group of
data so that the group has a specific statistical characteristic.
c. The Evaluation Committee has applied the following formula for the normalization of
values of the additional criteria:
The sum of scores of the technical criteria for each bid x 10
The highest score of the technical criteria
d.The example below shows the way in which the weighted results and the normalized values
of technical criteria have been calculated.
Bid 2 Bid 3 Bid 1
1 Score 9.00 8.00 9.00
Criterion I, weight 35%
2 Weighted result 3.15 2.80 3.15
3 Score 7.00 8.00 7.00
Criterion II, weight 10%
4 Weighted result 0.70 0.80 0.70
5 Score 7.00 6.00 9.00
Criterion III, weight 10%
6 Weighted result 0.70 0.60 0.90
7 Score 8.00 8.00 9.00
Criterion IV, weight 10%
8 Weighted result 0.80 0.80 0.90
Total technical criteria, weight 65%
9 5.35 5.00 5.65
(2+4+6+8)
5.35 x 10/5.65 5.00 x 10/5.65 10.00
10 Normalization of the value of technical criteria
9.47 8.70 10.00
Proportional weight of
11 65% 6.16 5.66 6.50
Technical criteria
e.The highest weighted result got 10 points according to which other values of technical
criteria have been proportionally ranked.
4. The Bid Price Evaluation and Scoring
a. The Evaluation Committee has reviewed and scored the Bid Price for the top three Bids
only. The Evaluation Committee then added the technical score to the Bid Price score to
determine the total bid score for these Bids.
b. For the normalization of the cost value the following formula has been applied (Note: the
lower the cost the higher the scores):
The lowest cost proposal x 10
Bid cost proposal
Bid Price Normalized
Bidder
(from lowest to highest) cost
Bid 2 128,000.00 10
Bid 3 133,000.00 9.62
Bid 1 192,500.00 6.65
c. Example of an aggregated (total) score and final ranking of three Bids is the following:
Bid 2 Bid 3 Bid 1
1 Total technical criteria scores, weight 65% 5.35 5.00 5.65
5.35 x 10/5.65 5.00 x 10/5.65 10.00
2 Normalization of the value of technical criteria
9.47 8.70 10.00
3 Proportional weight of Technical criteria 65% 6.16 5.66 6.50
4 Normalized price 10.00 9.62 6.65

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Bid 2 Bid 3 Bid 1
5 Proportional weight of price 35% 3.50 3.37 2.33
6 Total (3+5) 100% 9.66 9.03 8.83
RANK 1 2 3
The Bid no. 2 has been deemed as the bid offering the best economic advantage.
VIII) Conclusion
The Evaluation Committee recommends award of the contract to the that has the highest total
resultant score.
IX) Certification of the Report
i. Signatures of Members of the Evaluation Committee
Bid Opening Panel Name and Surname Signature
1. Chairperson
2. Member
3. Member
v. Report prepared by:
Name and Surname Signature Date

Attachments: As in text

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