SECTION V-TENDER PROCEDURE
237. The Head of Department concerned will:-
(a) provide an analysis of the tenders in the form of a comparative statement showing the rates quoted for each item by the respective tenderer;
(b) unless inappropriate prepare a comparative statement showing the amount of tenders accepted previously for the same or similar goods or services; and
(c) state whether the approved estimate for the project is greater or less than the tender recommended for acceptance, specify the Head and Sub-head of Expenditure from which the cost is to be met, and certify that funds are available.
The tenders will then be returned with the analysis, etc. under a covering memorandum containing the recommendation of the Head of Depart- ment (or an officer not lower in status than Assistant Head) as to the tender to be accepted. Any special circumstances governing the recom- mendation will be mentioned.
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238. The department's recommendation will be considered at the next meeting of the Tender Board, and the Head of Department concerned (or his representative) may he requested to attend the meeting. or may himself request to attend. If there should be any difference in opinion between members of the Board as to the award of the contract the Chairman will submit the matter to the Financial Secretary for a decision.
239. The department will be notified of approval to award the tender by a memorandum, accompanied by the originals and duplicates of all tenders. A copy of the memorandum will be sent to the Account- ant General and Director of Audit. Unsuccessful tenderers will be notified that their offers have been declined and should receive back their deposit receipts, if any, endorsed to the effect that a refund may be made. The unsuccessful tenders will be retained for 3 months and then destroyed.
ST.C.18/69
Amendment List No. 1 1.12.63.