Rule 189 of The General Financial Rules 2017 Evaluation of Technical Bids
Original Rule Text
Visual Summary
Consultancy Evaluation Committee reviews proposals.
Committee constituted by Ministry/Department.
Acceptance or rejection reasons documented.
Executive Summary
Rule 189 of the General Financial Rules, 2017, outlines the process for evaluating technical bids for consulting services. It mandates that a Consultancy Evaluation Committee (CEC), formed by the relevant Ministry or Department, must analyze these bids and meticulously document the reasons for their acceptance or rejection.
In-Depth Analysis of the Rule
Introduction: Rule 189 is a crucial component of the procurement framework for consulting services, ensuring that technical proposals are assessed rigorously and transparently before financial considerations come into play. This rule emphasizes accountability and informed decision-making in selecting consultants.
Breakdown of the Rule:
- Constitution of CEC: The rule specifies that a Consultancy Evaluation Committee (CEC) must be constituted by the Ministry or Department. This ensures that the evaluation is conducted by an internal, designated body with relevant expertise.
- Analysis and Evaluation: The primary function of the CEC is to analyze and evaluate technical bids. This involves a thorough review of the technical aspects of each proposal, such as methodology, work plan, team qualifications, and experience.
- Documentation of Reasons: A critical requirement is that the CEC must record in detail the reasons for either accepting or rejecting the technical proposals. This documentation is vital for transparency, accountability, and providing a clear audit trail for the decision-making process.
Practical Example: Imagine the Ministry of Health is procuring consultancy services for a national health survey. After receiving several technical proposals, a CEC is formed. This committee thoroughly reviews each proposal’s methodology, team expertise, and proposed timeline. If a proposal is rejected because its methodology is deemed insufficient or the team lacks specific experience, the CEC must clearly document these deficiencies as the basis for rejection. Conversely, if a proposal is accepted, the strengths that led to its selection must also be recorded.
Related Provisions
Understanding Rule 189 is enhanced by considering these related provisions:
- Rule 188 of The General Financial Rules, 2017: Late Bids – This rule addresses the handling of bids received after the specified deadline, directly impacting which bids proceed to technical evaluation.
- Rule 190 of The General Financial Rules, 2017: Evaluation of Financial Bids of the technically qualified bidders – This rule details the subsequent step in the procurement process, where financial bids of only the technically qualified bidders are opened and evaluated.
- Rule 192 of The General Financial Rules, 2017: Quality and Cost Based Selection (QCBS) – This rule describes a common method for selecting consultants, which integrates both technical quality (as evaluated under Rule 189) and cost.
Learning Aids
Mnemonics:
- CEC: Clear Evaluation, Clear Communication.
Process Flowchart:
Multiple Choice Questions (MCQs)
1. What is the primary responsibility of the Consultancy Evaluation Committee (CEC) under Rule 189 of the General Financial Rules, 2017?
- A) To negotiate financial terms with bidders.
- B) To analyze and evaluate technical bids.
- C) To issue tender documents for new projects.
- D) To manage the overall contract implementation.
Show Answer
Correct Answer: B) To analyze and evaluate technical bids.
2. According to Rule 189 of the General Financial Rules, 2017, who constitutes the Consultancy Evaluation Committee (CEC)?
- A) The Ministry of Finance.
- B) The Comptroller and Auditor General.
- C) The Ministry or Department concerned.
- D) An independent external audit agency.
Show Answer
Correct Answer: C) The Ministry or Department concerned.
3. What specific action is mandated for the Consultancy Evaluation Committee (CEC) regarding its decisions under Rule 189 of the General Financial Rules, 2017?
- A) To publish a summary of accepted bids.
- B) To record in detail the reasons for acceptance or rejection of technical proposals.
- C) To provide oral feedback to all bidders.
- D) To forward all bids directly to the financial committee.
Show Answer
Correct Answer: B) To record in detail the reasons for acceptance or rejection of technical proposals.
4. Rule 189 of the General Financial Rules, 2017, focuses on the evaluation of which type of bids?
- A) Financial bids.
- B) Technical bids.
- C) Combined technical and financial bids.
- D) Commercial bids for goods.
Show Answer
Correct Answer: B) Technical bids.
5. If a technical proposal is rejected by the CEC under Rule 189 of the General Financial Rules, 2017, what must be done?
- A) The bidder must be immediately informed without explanation.
- B) The reasons for rejection must be recorded in detail.
- C) The proposal must be sent for re-evaluation by a higher authority.
- D) The financial bid of that proposal is opened next.
Show Answer
Correct Answer: B) The reasons for rejection must be recorded in detail.
Frequently Asked Questions
What is the purpose of the Consultancy Evaluation Committee (CEC) under Rule 189 of the General Financial Rules, 2017?
The CEC is constituted by the Ministry or Department to analyze and evaluate technical bids for consulting services, ensuring a thorough assessment of proposals.
Does Rule 189 of the General Financial Rules, 2017, require documentation of reasons for bid decisions?
Yes, Rule 189 explicitly mandates that the CEC must record in detail the reasons for both the acceptance and rejection of technical proposals.
Key Takeaways
- Technical bids for consultancy services are evaluated by a dedicated Consultancy Evaluation Committee (CEC).
- The CEC is constituted by the relevant Ministry or Department.
- Detailed reasons for accepting or rejecting technical proposals must be formally recorded by the CEC.
- This process ensures transparency and accountability in the technical evaluation stage of procurement.
Conclusion
Rule 189 of the General Financial Rules, 2017, establishes a clear and accountable framework for the technical evaluation of consultancy bids. By mandating a dedicated committee and detailed documentation of decisions, it ensures that only technically sound and justified proposals proceed, upholding principles of fairness and efficiency in government procurement.