Technical Bid Evaluation Procedure 002-012-pdp-102 - Copy

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Technical Bid Evaluation Procedure

Objective

Participation

To define and describe the Engineering responsibilities in the preparation of a Technical Bid Evaluation (TBE). The purpose of the bid evaluation is to make sure that each Supplier is quoting the equipment, item or service in strict accordance with the technical requirements contained in the inquiry and its attachments such as P&IDs, specifications and data sheets.

1

Inform

i

i

Input

I

I

Attend

A

A

Approve

Construction Manager

Project Manager

Project Engineering Manager

Supplier

Customer

Discipline Engineer

Lead Discipline Engineer

Quality Manager

Requisitioning Engineer

Project Engineer

Procurement

Begin End

Initiation 1.1

Initiate technical Bid evaluation and forward un-priced copies of bid for evaluation

1.2

Advise which Bids are to be evaluated and in which sequence.

1.3

Does the bid require multidiscipline review?

Pricing information may be secured from the Project Manager if the Requisitioning Engineer has a valid need-to-know.

1.1

P

Undertake coarse technical screening and set aside bids that are clearly non compliant. Normally all bids that are substantially technically compliant will be fully evaluated. Unsolicited alternates/options shall be formally evaluated only if they offer technical and commercial benefits. On some projects the Project Engineer may delegate this action to the Requisitioning Engineer.

1.2

I

For systems or packaged units, the evaluation may require reviews by other Disciplines. Consult with the Project Engineer on which disciplines need to be included. Where the scope of supply includes a site installation component, consider other review stakeholders (i.e.. Health, Safety & Environment, Construction etc.).

1.3

For Subcontracted Services notify the Construction Manager.

1.4

For buildings, and long lead or complex items, customer input may be beneficial.

1.5

No Yes

2

P

Decide

For Major Equipment Packages, also refer to Major Package Guideline (EPP-0336).

GFL - Engineering

P

Principal

This procedure is to be used for technical bid evaluations prepared for engineered equipment, tagged items and subcontracted services on WorleyParsons projects.

Custodian

Optional

Process

Applicability

It is also used for other non-engineered or nontagged items where substitutions have been proposed by the Supplier(s).

Mandatory

1.4

Advise other Lead Discipline Engineers

1.5

Does the bid require Customer review?

1.6

Advise the Customer

1.7

Assign technical Bid evaluation number

1.8

Retrieve inquiry package from project files

No Yes

i

i

1.6

i

1.7

Refer to: Document Numbering System

1.8

Perform Technical Bid Evaluation 2.1

Carry out technical and quality evaluation

I

P

I

Items typically considered during the bid evaluation are shown in the Technical Bid Evaluation Form ("Detail" Tab). This should be considered as a guide, with actual items determined according to specific equipment, item or service, and additional lines may be added as required. Inapplicable sections may be marked "N/A". If the equipment, item or service was single or sole sourced, a technical bid evaluation is still to be prepared to confirm that the bid meets the technical requirements. To expedite the process of electronically assembling the TBE, it is recommended that the Requisition Engineer when preparing the engineering requisition for inquiry prepare an electronic template of items to be evaluated and include the template in the inquiry package with instructions that a completed electronic file must accompany each bid to be considered for evaluation. Input from the Lead Discipline Engineer and the Discipline Engineer is dependant on the evaluation scope and will be determined by the Requisitioning Engineer. Include Construction Manager in evaluation for Subcontracted Services. Refer to: Technical Bid Evaluation Form

002-012-PDP-102 (016123) EPP-0107 Revision 4 (11 Nov 2013)

Corporate Base Uncontrolled when printed or saved

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2.1

Technical Bid Evaluation Procedure

Objective

Participation

To define and describe the Engineering responsibilities in the preparation of a Technical Bid Evaluation (TBE). The purpose of the bid evaluation is to make sure that each Supplier is quoting the equipment, item or service in strict accordance with the technical requirements contained in the inquiry and its attachments such as P&IDs, specifications and data sheets.

R

P

Inform

i

i

Input

I

I

Attend

A

A

Decide Approve

Construction Manager

Begin

Project Manager

Project Engineering Manager

Supplier

Customer

Discipline Engineer

Lead Discipline Engineer

Quality Manager

Requisitioning Engineer

Project Engineer

Procurement

For Major Equipment Packages, also refer to Major Package Guideline (EPP-0336).

GFL - Engineering

P

Principal

This procedure is to be used for technical bid evaluations prepared for engineered equipment, tagged items and subcontracted services on WorleyParsons projects.

Custodian

Optional

Process

Applicability

It is also used for other non-engineered or nontagged items where substitutions have been proposed by the Supplier(s).

Mandatory

End

2.2

Route technical Bid evaluation for review to those identified in step 1.4

Review of TBE and associated documents shall be similar to Squad Checking via either physical routing, electronic routing, central review area etc.

2.2

2.3

Consolidate reviewers' evaluation detail and complete Technical Bid Evaluation Summary

Ensure that each reviewer's comments are received.

2.3

2.4

Confirm all technical exceptions have been listed

Examine bids and confirm important items with Suppliers if not clearly stated or detailed. All correspondence with bidders shall be directly through Procurement. Any direct correspondence with bidders shall be reviewed on a case by case basis, with permission from Procurement.

2.4

2.5

Ensure all Suppliers have been evaluated

All Suppliers shall be shown on the technical summary and non-evaluated Suppliers noted.

2.5

2.6

Do all bids meet the technical requirements?

Clearly indicate which bids were evaluated, state which bids meet or do not meet the technical requirements and note any special considerations that affect the evaluation. If the technical evaluation reveals potential cost impacts to the base bids, clearly note this on the technical summary so that Procurement can incorporate those cost items into the commercial evaluation. For Major Packages ensure bids are in conformance with all acceptance criteria applicable for the package as identified in the Major Package Management Guideline (EPP-0336)

2.6

Yes No

Refer to: Major Package Management Guideline

2.7

Clarify unclear items and eliminate non-conformances with supplier

2.8

Resolve any outstanding issues

2.9

Can non-conformances be resolved?

P

i

I

I

P

I

I No Yes

002-012-PDP-102 (016123) EPP-0107 Revision 4 (11 Nov 2013)

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Initiate Bid Clarification correspondence (or meetings) to clarify QA/Technical details. All correspondence with bidders shall be directly through Procurement. Any direct correspondence with bidders shall be reviewed on a case by case basis with permission from Procurement. Input from Lead Discipline Engineer and Discipline Engineer is dependant on the evaluation scope and will be determined by the Requisitioning Engineer. Include Construction Manager for Subcontracted Services.

2.7

All incorrect, incomplete or open items shall be noted and resolved as far as possible depending on the suppliers cooperation. All correspondence with bidders shall be directly through Procurement. Any direct correspondence with bidders shall be reviewed on a case by case basis with permission from Procurement. Input from Lead Discipline Engineer and Discipline Engineer is dependant on the evaluation scope and will be determined by the Requisitioning Engineer. Include Construction Manager for Subcontracted Services. Note: The Project Manager decides if the Project Engineer needs to be involved.

2.8

Occasionally there may be a significant number of non conforming bids. [The project engineer may consider returning to Step 1.2 and evaluating additional bids].

2.9

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Technical Bid Evaluation Procedure

Objective

Participation

To define and describe the Engineering responsibilities in the preparation of a Technical Bid Evaluation (TBE). The purpose of the bid evaluation is to make sure that each Supplier is quoting the equipment, item or service in strict accordance with the technical requirements contained in the inquiry and its attachments such as P&IDs, specifications and data sheets.

Inform

i

i

Input

I

I

Attend

A

A

Approve

Bid Recommendation

Construction Manager

Begin

Project Manager

Project Engineering Manager

Supplier

Customer

Discipline Engineer

Lead Discipline Engineer

Quality Manager

GFL - Engineering

Requisitioning Engineer

Custodian

Project Engineer

Procurement

It is also used for other non-engineered or nontagged items where substitutions have been proposed by the Supplier(s).

3.2

P

Decide

For Major Equipment Packages, also refer to Major Package Guideline (EPP-0336).

R

P

Principal

This procedure is to be used for technical bid evaluations prepared for engineered equipment, tagged items and subcontracted services on WorleyParsons projects.

3.1

Optional

Process

Applicability

3

Mandatory

End

2.6

Is a pre-award meeting with preferred Supplier required?

3.1 No Yes

Conduct nominated pre-award meeting(s)

A A A A A A A

A

Include Construction Manager for Subcontracted Services. For Major Packages, refer to Major Package Management Guideline (EPP-0336) and Major Package Execution Plan (EPF-0337)

3.2

Refer to: Major Package Management Guideline Major Package Execution Plan Template

3.3

Are bids are now technically acceptable? Yes

2.9

No

3.4

Bid not recommended 3.1

3.5

Approve Bid recommendation

3.6

Forward the approved recommendation to Procurement

Based on the pre-award meeting(s) and other discussions and considerations some previously unacceptable bids may now be technically acceptable.

3.3

Occasionally there may be a significant number of non conforming bids. The project engineer may consider returning to Step 1.2 and evaluating additional Bids.

3.4

Clip the technical summary, inquiry and successful bids together. Also include unsuccessful bids in the package, but clip them separately with an identifying coversheet.

3.5

3.6

Notes Action

Notes

1.3

For systems or packaged units, the evaluation may require reviews by other Disciplines. Consult with the Project Engineer on which disciplines need to be included. Where the scope of supply includes a site installation component, consider other review stakeholders (i.e.. Health, Safety & Environment, Construction etc.).Where the scope of supply includes a site installation component, consider other review stakeholders (i.e.. Health, Safety & Environment, Construction etc.).

Term

Definition

Discipline Engineer

The Discipline Engineer as referenced in this procedure shall be supporting engineers from other disciplines than the requisitioning engineer.

Customer

See EMS "Terms and Definitions" tab

Lead Discipline Engineer

The Lead Discipline Engineer as referenced in this procedure is the Requisitioning Engineer's Lead as distinct from other Discipline Leads on the project.

Project Engineer

See EMS "Terms and Definitions" tab

Project Engineering Manager

See EMS "Terms and Definitions" tab

Project Manager

See EMS "Terms and Definitions" tab

Glossary

002-012-PDP-102 (016123) EPP-0107 Revision 4 (11 Nov 2013)

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Quality Manager

See EMS "Terms and Definitions" tab

Requisitioning Engineer

See EMS "Terms and Definitions" tab

Supplier

See EMS "Terms and Definitions" tab

Technical Bid Evaluation

See EMS "Terms and Definitions" tab

Activity

Description

2.6

Added note: "For Major Packages ensure bids are in conformnce with all acceptance criteria applicable for the package as identified in the Major Package Management Guideline (EPP-0336)"

3.2

Added reference to Major Package Mgt Guideline and Execution Template

History

002-012-PDP-102 (016123) EPP-0107 Revision 4 (11 Nov 2013)

Corporate Base Uncontrolled when printed or saved

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