PHASE WISE JOURNEY

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Guideposts >> Bid Evaluation & Dev Selection
Abbreviations: (Secretary - Sec, Member/s - Mem, Milestone - M, Record - R, Guideposts - GP)
Sr. No.Guideposts
1Contents of Comparative Statement & Bid Evaluation/ Analysis/ Rating Report :
While a Comparative Statement can present bidders’ Credentials and Commercial Offers in a tabular form, a Bid Evaluation/ Analysis/ Rating Report based on a numerical rating model can provide much more insight into the Bidders' responses and help in decision making.

For this exercise, Bidders' responses may be divided into different Sections such as the following:

1. Technical Bid:
1) Technical Aspects of Proposal
2) Status of Firm
3) Projects Completed & Under Construction
4) Financial Capability
5) Adherence to Tender/ Key Requirements
6) Condition & Deviations in the Bid
7) Submission of Required Docs/ Info
8) Approach & Responsiveness
9) Planning (If Plans are requested)

2. Commercial Bid:
1) Additional Carpet Area for Members
2) Monetary Benefits for Members
3) Costs, Compensations, Reimbursements
4) Securities & Guarantees
5) Conditions & Deviations in the Bid

If a Rating Model is devised for Bid Evaluation/ Analysis, different marks may be assigned to different Sections, and relative weights may be assigned to different parameters within each Section. Different ratings may be calculated for Technical Bid and Commercial Bid which may also be combined depending on their perceived order of relative importance.
2Discussion Points for Joint Meeting with Bidders:
1. Adherence to Tender docs
2. Info/ Docs not submitted
3. Understanding of Key requirements
4. Commercial offer
5. Conditions & Deviations

Notes:
1. Comparative statement & Bid Evaluation/ Analysis Report may be used as reference for the discussions.
2. MC may decide to eliminate some 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.
3. Other Bidders may be advised to submit their revised proposals retracting conditions, deviations etc and conforming to Tender Docs."
3Steps for Due Diligence of Bidders:
a) Telephonic enquiries with Bidders’ Clients
b) Financial & Legal Due Diligence
c) Visits to Bidders’ Project sites – Completed projects & Under construction projects
d) Visits to Bidders’ Offices to meet their Senior Officers/ Partners
e) Scrutiny of Bidders’ record of dates of CC & Full OC to understand a time frames & delays, if any

Notes:
While evaluating experience, higher importance should be given to:
- Projects which are RD (as compared with Open plot development projects)
- Completed & Under Construction Projects (as compared with recently acquired projects)
4Contents of Request for Proposal from Legal Advisors:
a) Company Profile: Status of Firm, Key Persons & their Qualifications
b) Scope of Work: Preparation & Finalization of DA, PoA, Individual Member Agreements, Other Legal Documentation (Title Certificate, Indemnity bond, Side Letters, Bank Guarantee etc.) and any specific requirement depending on the Project.
c) Professional Fees and Terms of Payment
d) Other Terms & Conditions
e) Info about Completed and Ongoing RD Projects at different stages where he has worked on behalf of Society
f) Specific desired Experience (if any)
g) Clients’ References

Note: More importance to be given to Experience in RD projects of similar nature.
5Points for Presentations to Members:
a) PMC’s Presentation: Comparative statement, Key requirements, Bidders’ Commercial Offer & Remarks on Bidders’ Conditions, Deviations

b) MC’s Presentation: Project Due Diligence (Reports on Enquiries/ Visits to Bidders’ Project Sites & Offices), Financial and Legal Due Diligence (Experts’ Reports)

c) Each Bidder's Presentations:
1. Overall Vision for the project
2. Plans: Floor Plans including Terrace & Basement (if any), Built Amenities, Unit Plans for Members, Car Parks, Ingress, Egress & Movement, Land Development, 3D Views etc.
3. Key requirements of Society
4. Commercial Offer
5. Conditions & Deviations from Tender
6. Q & A with Bidder

d) Q & A between Members and MC/ PMC

e) Preference for a Developer
6Contents of Letter of Appointment to Soc's Legal Advisor:
a) Scope of work (and Exclusions, if any), Deliverables
b) Time Frame
c) Professional Fees & Terms of Payment
d) Other Terms & Conditions including Exit Clause
7Contents of Final Techno-Commercial Proposal from Bidders:
(Draft shall be prepared by PMC)
1. Benefits to members
2. Costs & Reimbursements
3. Securities & Guarantees
4. Stages of release of payments
5. Rate & Terms for purchase of Extra Carpet Area, Car Park
6. Important Terms & Conditions: Base Regulation, Plot Area, FSI Potential and Base Carpet Area, GST, Time Frame, Main Specs, Conformity with Tender docs, Key conditions etc.
7. That this commercial proposal shall supersede all previous commercial offers/ proposals.
8Contents of PMC's Tendering Report:
1. Chronological and date wise account of the main Activities completed and Records created in the Phases of Feasibility, Tendering and Selection of Dev upto the stage of their final shortlist. The activities may be:
- Appointment of PMC
- Feasibility Report & its Approval
- Tender Docs & their Approval
- Pre-bid Meeting & CSA
- Receipt & Opening of Bids
- Comparative Statement & Bid Evaluation Report
- Joint Meetings & Negotiations with Bidders
- Due Diligence & Final Shortlist of Bidders
- Presentations & Final Offers

2. List of Bidders in the final shortlist and their Final Commercial Proposals
9Procedure for the SGBM for Selection of Dev:
1. Present an account of Bidding process
2. Present the Final shortlist of Bidders and their Final Commercial Proposals
3. Selection of Dev
4. Broad outline of further RD process.

Notes (as per 79A):
1. Min Quorum is 2/3 of total members.
2. Dev to be selected by at least 51% of total members.
3. Meeting should be Video shot.
4. MoM should be sent to members as well as to Dy. Registrar’s office.
5. If quorum for SGBM is inadequate, it shall be adjourned and reconvened within 7 days.
6. If quorum is inadequate even for reconvened SGBM, it shall be cancelled. Another SGBM shall not be called within 3 months thereafter.