PHASE WISE JOURNEY
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Roadmap >> Bid Evaluation & Dev Selection
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Abbreviations: (Secretary - Sec, Member/s - Mem, Milestone - M, Record - R, Guideposts - GP)
Abbreviations: (Secretary - Sec, Member/s - Mem, Milestone - M, Record - R, Guideposts - GP)
| Sr. No. | Step | By | Particulars | M/ R/ G |
|---|---|---|---|---|
| 1 | Check if Bids are complete & required info is received | PMC | Prepare a list of info not submitted from each bidder & email requesting them in specified time period. Bids not accompanied by EMD may be rejected. | |
| 2 | Submit Balance Info & Docs to PMC | Bidders | To be submitted within the specified time period. | |
| 3 | Comparative Statement & Bid Evaluation/ Analysis/ Rating Report | PMC | Separate statements & Reports to be submitted for Technical Bids and Commercial Bids. All Bids and Bidders’ Docs in PMC’s possession to be handed over to MC. For Suggested Contents of Comparative Statement & Bid Evaluation/ Analysis/ Rating Report, refer to Guidepost. | M, R & GP |
| 4 | First Shortlist of Bidders | MC | This may be done based on the Comparative Statements & Bid Evaluation/ Analysis Report. Bidders who have dubious credentials or who have put unreasonable Conditions or who have made major Deviations to Tender or whose commercial offers are much below the expectations of Soc may be rejected. | |
| 5 | Financial & Legal Due Diligence of Bidders | MC through Experts | MC may appoint Financial and Legal Experts for this work who will carry out Financial and Legal scrutiny & submit their respective reports to MC. | R |
| 6 | Send Invitations to Bidders for Joint meetings with MC, PMC | MC | Agenda: Confirmation of acceptance of all Tender Conditions/ Deviations (if any), Pending Docs/ info, Experience as Dev, Key requirements & Constraints in the project, Commercial offer etc. | |
| 7 | Joint meetings with Bidders | MC, PMC, Bidders | Separate meeting should be held with each bidder. Comparative statement & Bid Evaluation/ Analysis Report may be used as reference for the discussion. For Suggested Discussion Points for Joint Meeting with Bidders, refer to Guidepost. | GP |
| 8 | Submit Revised Proposals to MC | Bidders | Based on discussions of the Joint meetings. Main points: Conditions, Deviations to be retracted, Balance info to be provided, Key requirements to be met, Commercial offers to be improved. | |
| 9 | Submit Statement of Revised Proposals to MC | PMC | The statement should cover revisions mentioned in Bidders’ revised proposals.
Content of the Statement: 1. Commercial Offer and Terms of Payment 2. Response to Key Requirements 3. Persisting Conditions/ Deviations | |
| 10 | Final Shortlist of Bidders | MC | MC may shortlist some Bidders based on the Revised Proposals & Reports received from Soc’s Financial and Legal Experts. The shortlisted Bidders may be advised to submit their Conceptual Plans in specified time period for presentation to members. | M |
| 11 | Due Diligence of Bidders in Final Shortlist | MC | Due Diligence may be undertaken by different methods with a view to verify the bidders Credentials, Performance and Market reputations. Record/ Reports to be prepared on Due Diligence.
For Suggested Steps for Due Diligence of Bidders, refer to Guidepost. | GP |
| 12 | Obtain proposals from experienced Legal Advisors | MC | It is best to provide important details about the project and specify a structured format in which the Lawyers should send their proposals. Press Notice may be issued for wider reach. Minimum 3 proposals may be obtained. For Suggested points for Request for Proposal from Legal Advisors, refer to Guidepost. | GP |
| 13 | Prepare Comparative Statement and Shortlist of LA proposals | MC | Evaluation Criteria: Status of Firm, Key Persons & their Qualifications, Scope of Work & Deliverables, RD Experience especially as working on behalf of Societies, Specific desired Experience (if any), Clients’ References etc. More importance to be given to Experience in RD projects of similar nature. | |
| 14 | Send Invitations to Bidders for Presentations to Members | MC | Content of Presentations: Vision for the project, Plans, Amenities, Key requirements, Commercial Offer and Conditions etc followed by Q & A. | |
| 15 | Send Notice for SGBM5 for Bidders’ Presentations | MC | Agenda: PMC’s Report, MC’s Report, Bidders’ Presentations: (Vision for the project, Plans, Amenities, Key requirements, Commercial Offer and Conditions etc) followed by Q & A, Selection of Legal Advisor. | |
| 16 | SGBM5 - Presentation to Members | PMC, MC, Bidders | Presentation to Members may be the final leg of the Selection process. Along with the Bidders in final shortlist, PMC and MC shall also present their findings to the Members. The Members may select a ""Preferred Developer"" in this SGBM in an informal manner.
For Suggested Points for Presentations to Members, refer to Guidepost. Notes: 1. A Legal Advisor (Soc LA) may also be selected in the SGBM. 2. MoM should be prepared by MC. | M, R & GP |
| 17 | Send MoM to members | Sec | Within 7 days from SGBM5. | |
| 18 | Send MoM to Dy. Registrar | Sec | Within 15 days from SGBM5. | |
| 19 | Issue Letter of Appointment to Soc LA | MC | Letter of Acceptance should be obtained from LA and kept on record.
For Suggested Contents of LoA to Soc LA, refer to Guidepost. | GP |
| 20 | Negotiate & Obtain Final Techno-Commercial Proposal from Bidders | MC | Final Techno-Commercial Proposal should be obtained from all Bidders in the final shortlist. This shall supersede all previous Commercial offers/ proposals from the Dev or Bidders. Draft of the Final Commercial Proposal shall be prepared by PMC.
For Suggested Contents of Final Techno-Commercial Proposal from Bidders, refer to Guidepost. | R & GP |
| 21 | Selection as a Preferred Developer | Members, MC, PMC | Preferred Dev may be selected from among the Bidders in Final shortlist for further discussions/ negotiations with him. | |
| 22 | Submit Tendering Report to MC | PMC | After the Evaluation process is complete and before Selection of Dev, the Tendering Report is prepared which gives the entire chronological record of the events in the project upto that stage. For Suggested Contents of PMC's Tendering Report, refer to Guidepost. | R & GP |
| 23 | Send a letter to Dy. Registrar for Appointing as Officer for SGBM6 | MC | SGBM for Selection of Dev. Necessary docs & records regarding process of RD should be enclosed with the letter. | |
| 24 | Obtain Confirmation Letter from Dy. Registrar’s Office | MC | Which includes date & time for SGBM6. Since members are expected to attend in large nos, a date & time which is convenient to most members should be preferred. | |
| 25 | Send Notice to Members for SGBM6 | MC | Min 14 days’ notice to be given. Agenda: Selection of a Dev. Notes: 1. Only members may attend; in absence of member, joint member/ associate member can attend subject to written permission of original member. 2. Attendees should carry Photo ID card. | |
| 26 | SGBM6 - Selection of a Developer | GB, MC, Dy. Registrar | Dev may be selected in accordance with the procedure suggested in 79A.
For Suggested Procedure to conduct the SGBM, refer to Guidepost. | M, R & GP |
| 27 | Send MoM to members | Sec | Within 7 days from SGBM6. | |
| 28 | Send MoM to Dy. Registrar | Sec | Within 15 days from SGBM6. | |
| 29 | Obtain NOC from Dy. Registrar | MC | Content of NOC: Selection date, Total no. of members, Members attended, Name of Selected Dev & Votes polled in its favor. | R |
| 30 | Return of EMD to Unsuccessful Bidders | MC | Acknowledgement to be obtained from Bidders. | |
| 31 | Track Progress of Dev Selection | PMC | Milestones based Tracking wrt Time Schedule submitted by PMC. | |
| 32 | Upload Progress on Soc Website | MC | Progress of work may be uploaded on Soc’s Website from time to time. |