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During Bid Submission
In summary, failure to comply with the documentation requirements of the bid documents is therefore always risky for the bidder, as it may result in the rejection of a their bid.
The treatment of each deviation will depend on its nature such as, whether commercial or technical and will be analyzed carefully to determine whether it is major or minor. Obviously if the bid has major deviations, it will lead to rejection and disqualification. If however, minor deviations are noted, detailed evaluation will be undertaken with necessary adjustments to the bid price as indicated above.
If the bid security is submitted later than the time and date specified, i.e. after the bids are opened, it will be treated as a late submission, and the bid will be rejected.
Normally the amount of bid security is indicated as a percentage of total bid price quoted. In case of submission of bid security with an insufficient amount, which is relatively small and negligible, this should be regarded as a “minor deviation”. However, substantial differences in the amount of the bid security or in a currency different from the bid currency when it is not allowed in the bid document will constitute a major deviation which will be cause for rejection.
- all bids are found to be substantially non- responsive to the requirements of the bid documents;
- there is evidence of inadequate competition;
- bid prices are unusually high;
- bid documents were defective and unclear; and
- the requirements of the Client have changed.
The right to reject all bids should, therefore, not be exercised if any responsive bids, or only one such bid has been received with a price that is considered reasonable. Re- bidding is a measure of last resort, as it inevitably delays the procurement and consequently also causes delay in the implementation of the project, apart from higher bid prices in the second round. The Bank does not approve re-bidding unless it is satisfied that any one of the reasons above is justified.