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.