Organizational Rule No. (4) for the year 1993

Methodology of analysis, study and

evaluation of the suggested offers for tenders

Functions and duties of the experts and technicians

(Technical Committees) studying the submitted offers

General Supplies Department purchases the supplies on behalf of the government departments, and since the purchased supplies are different and consequently their specifications are different, therefore, article (22/A) of Supplies Act No. (32) for the year 1993 stated that: -

“Central Tenders Committee or the special tenders committee formed according this act, may ask for assistance from experts and technicians from the government employees or other personnel, to make use of their expertise in considering the bids introduced to it, and all departments should cooperate completely with these committees in this respect”.

And since the function of the said experts and technicians (technical committees) is highly important in considering the tenders and speed up their accomplishment, to secure the departments requirements, so their functions and duties should be determined as follows: -

1)Studying and analyzing the specifications and the conditions of the tender's invitation.

2) The participation in conveying and recording the technical specifications and the conditions required in the tender's invitation on the approved comparison tables, to depend on them in comparing offers.

3) Verifying the number of the submitted offers and the names of bidders by comparing them with the offers opening form.

4) Participating in conveying the technical specifications and conditions mentioned in each offer, on the comparison tables.

5) Comparing the specifications and conditions of the submitted offers with the specifications and conditions of the tender's invitation for each item, and showing to which extent each offer meets the required specifications and conditions.

6) Stating the violations mentioned in every offer in the comparison tables.

7) Considering the offers free of violations to reach to the offer, which will be recommended, for awarding, and mentioning the reasons of disregarding any offer together with the reasons for the awarding recommendation.

8) Putting the signature of the committee's members against the awarding reason recorded on the comparison tables.

9) Preparing a technical report derived from the comparison tables in such a way that includes the followings : -

A-The reference to the letter of the formation of the technical committee.

B-Names of the technical  committee's members, participating in the tender's studying, together with their departments.

C-Names of the bidders participating in the tender.

D-Names of the  bidders who submitted  offers  violating the  specifications,  and  conditions , and mentioning the violations of every bidder.

E-Names of the bidders who submitted offers identical to the specifications and conditions of the tender's invitation, and indicating their prices according to the lowest.

F-To start analyzing the lowest price offer, and in case of disregarding it, the justifying and sufficient reasons should be mentioned.

G-To submit a recommendation according to the study and analysis.

H-Marking the technical specifications mentioned in the offer of the bidder, according to which the awarding was recommended, as well as the technical data shown in the catalogues, supporting the awarding and signing thereof.

I-The technical report should be signed by all the technical committee's members with stating the date.

J-Filling the recommendation summary tables as duly required.

K-In case any member disagrees with the technical recommendation, this has to be stated in written in the report, and he should support his opinion and recommendation with separate report, showing the reasons for disagreement and the reasons and justifications of his recommendation.

10) Experts and technicians (technical committees) should observe the followings : -

A-Bids studying should be conducted by the officially authorized persons.

B-Bids studying should be conducted by technical committees in General Supplies Department building, and it is not allowed to take any document outside the department or to disclose any information about tenders to any party, unless after obtaining the approval of the director general.

C-Technical committees should abide by the timing of the meetings sessions specified by General Supplies Department, provided that study should be continued on full-time basis, until the work is accomplished.

D-Not to contact any bidder or request any information unless approved by the head of the Central Tenders Committee.

E-The technical study sessions form should be filled by the representative of General Supplies Department, and signed by him and by the head of the section, and copies thereof should be dispatched to the represented departments in the committee when necessary.

This rule should be acted upon from 1/3/1993.