Responsiveness of Bids 5

A Procuring Entity sought guidance as follows:

1. The PE initiated procurement proceedings for “Name: Procurement of Computer Peripherals”, where two (2) bids were received;
2. Subsequently, during the evaluation stage of the procurement process, “a discrepancy was identified in the price schedule submitted by one bidder…it was noted that the GCT amount did not reconcile with our figures”;
3. Hence, clarification was sought from the bidder. The PE notes that the bidder responded as follows: “…The bidder responded advising that all items quoted should include GCT and indicated that an error occurred on the original price schedule, as two (2) items were omitted from the GCT calculation…”
4. The PE further notes, “An updated quotation was subsequently submitted to correct this error. The revised quotation reflects an increase from the original bid submitted via GOJEP; however, the updated amount remains within the Department’s internal estimate.
5. Additionally, while the second bid received was priced lower, the bidder did not meet the required specifications for some of the items quoted and therefore did not satisfy the evaluation criteria”
6. Guidance is thus required concerning whether:
   • The PE should request the updated price schedule and quotation from bidder regarding the discrepancy with the bid amount, or;
7. Consider the bid as non-responsive and disqualify the bidder.