e-PG2 Goods Tender Preparation Guideline
How to prepare, publish, evaluate, award and administer a national goods tender up to Tk. 50 lakh under the Open or Limited Tendering Method, using BPPA's Standard e-Tender Document e-PG2 and the Public Procurement Rules 2025.
Submitting a tender instead? Read the e-PG2 participation guideline.
This is a working summary, not the official document. The e-PG2 STD issued by BPPA, the Public Procurement Act 2006 and the Public Procurement Rules 2025 take priority. Use the version attached in the e-GP system for your package.
01When to Use e-PG2
Use e-PG2 when the Procuring Entity (the Purchaser) will select a Tenderer (Supplier) for goods and related services under the Open Tendering Method (OTM) or Limited Tendering Method (LTM) through the e-GP system. The contract is awarded to the lowest evaluated responsive tender.
- Nature
- Goods and related services
- Method
- OTM or LTM
- Value limit
- Up to Tk. 50 lakh
- Competition
- National
- Award basis
- Lowest evaluated responsive
- Channel
- e-GP system
- "Goods" includes commodities, raw material, machinery, equipment and industrial plants and, where applicable, related services such as insurance, transport, installation, commissioning, training and initial maintenance.
- Under LTM, tenderers must show valid enlistment with the Procuring Entity, and the TDS states whether tender security is permitted.
- Above Tk. 50 lakh, use e-PG3. For readily available goods up to Tk. 8 lakh, e-PG1 (RFQ) may apply.
02How the Document Works
The PE adapts e-PG2 to its package only through the Tender Data Sheet (TDS), the Particular Conditions of Contract (PCC), the Price Schedule, the Technical Specifications and any Drawings. Specify in the TDS only what the ITT says should be specified there.
| Section | What it contains | PE edits? |
|---|---|---|
| 1. Instructions to Tenderers (ITT) | Submission, opening, evaluation, qualification and award procedure, including e-GP functions. | No |
| 2. Tender Data Sheet (TDS) | Package-specific values that supplement the ITT. | Yes |
| 3. General Conditions of Contract (GCC) | Standard contract terms. | No |
| 4. Particular Conditions of Contract (PCC) | Clauses that modify or supplement the GCC for this contract. | Yes |
| 5. Tender and Contract Forms | Forms e-PG2-1 to e-PG2-7 (tender) and e-PG2-8 to e-PG2-11 (contract). | Schedules only |
| 6. Drawings | Dated, numbered drawings that supplement the specifications. | If any |
Decide which bracketed, italic guidance notes stay in the issued document; keep the ones that help tenderers prepare a responsive tender.
03Key Time Limits
| Step | Time limit | Reference |
|---|---|---|
| Answer a clarification request | Within 5 working days, through e-GP | ITT 9.3 |
| Upload pre-tender meeting minutes | Within 5 working days | ITT 10.3 |
| Circulate an addendum | Within 5 working days of issue | ITT 11.2 |
| Extend deadline for a late addendum | At least 3 working days, if under one-third of the preparation time remains | ITT 11.5 |
| Tenderer's reply to a TEC clarification | Not less than 3 working days | ITT 44.4 |
| Notice of rejection of all tenders | Within 3 working days of HOPE's decision | ITT 56.1 |
| Issue the NOA | Within 3 working days of award approval, before validity expires | ITT 59.1 |
| Publish the contract award | Within 24 hours of the NOA; display for 28 days | ITT 60.1 |
| Performance security | Within 7 working days of the NOA | TDS 61.1, Rule 123(7) |
| Contract signing | Within 14 days of the NOA | TDS 66.2, Rule 123(9) |
| Publish contract signing | Within 3 days of signing; display for 30 days | ITT 67.1 |
| Start acceptance inspection | TEAC within 24 hours of delivery | GCC 22.2 |
| Issue Acceptance Certificate | Within 14 working days of receipt | GCC 22.1 |
| Decide a delivery extension request | Within 21 days of the supplier's notice | GCC 33.3 |
04Fill In the TDS
These are the TDS entries e-PG2 asks for, with the values or ranges the document recommends.
| TDS | What to state | Guidance in e-PG2 |
|---|---|---|
| ITT 1.1 | PE name, tender name, tender reference, lot numbers | Identify lots consistently with the specifications or price schedule. |
| ITT 3.1, 3.3 | Source of funds; development partner, if any | GoB or other source. |
| ITT 5.1, 6.1 | Ineligible countries for tenderers and goods | Only if applicable. |
| ITT 13.1(a) | Years of general supply experience | At least 1 year is reasonable; count back from the IFT date. |
| ITT 13.1(b) | At least one similar contract completed within the last N years, of at least Tk. X | N such as 3, 5 or 10 years; value 50% to 70% of the estimated cost; state per lot. |
| ITT 14.1(b) | Minimum liquid assets, working capital or credit line | 80% to 100% of the estimated cost; state per lot. |
| ITT 20.1(g) | Income-tax assessment year | The immediate past assessment year of the financial year the tender is invited in. |
| ITT 20.1(j) | Any additional documents | List them, if any. |
| ITT 21.1(b) | Whether tender security is permitted | Choose the option for LTM. |
| ITT 27.1(c) | Litigation history period | Consistent with the general-experience years. |
| ITT 27.1(e) | Manufacturer's Authorisation: none, all items, or listed items | Usually not needed for off-the-shelf goods. |
| ITT 28.1 | Tender validity in days | Normally 60 to 150 days. |
| ITT 30.1 | Tender security amount and beneficiary | A fixed amount not exceeding 3% of the official estimate; may differ per lot. |
| ITT 47.4 | Economic factors, if used | Late-delivery adjustment (% per day and limit) and/or spare-parts cost; delete if not used. |
| ITT 58.1 | Quantity variation at award | Up to 20% increase or decrease. |
| ITT 61.1 | Performance security | 10% of contract price, within 7 working days of the NOA. |
| ITT 61.3 | Security deposit for a government-owned enterprise | 10% deducted from payable invoices. |
| ITT 65.1, 65.3 | Retention money; contractual security cap | 10% retention; total contractual security up to 10% of contract price. |
| ITT 66.2 | Contract signing time | Within 14 days of the NOA. |
| ITT 69.1 | Proposed Adjudicator, hourly fee, reimbursables, biodata | Name and address of the proposed person. |
05Fill In the PCC
| PCC | What to state | Guidance in e-PG2 |
|---|---|---|
| GCC 1.1(o), (t) | PE name; sites or points of delivery | Full name and location details. |
| GCC 3.1 | Notice addresses for both parties | Attention, address, phone, fax, e-mail. |
| GCC 7.1(i) | Other documents forming the contract | Name them. |
| GCC 8.1 | Scope of supply | As in the Price Schedule, adjusted for any quantity variation at award. |
| GCC 10.1, 10.2 | Ineligible supplier nationalities and goods origins | Only if applicable. |
| GCC 20.2 | Packing, marking and documentation | Mark outer packing on at least four sides: PE, supplier, contract, destination, weight, package number, contents, handling. |
| GCC 21.1 | Delivery documents | Invoice, delivery note or truck/railway receipt, warranty certificate, inspection certificate, certificate of origin, as needed. |
| GCC 23.1 | Original contract price | The amount in the NOA. |
| GCC 25.1 | Payment terms | 100% on delivery and acceptance, or 90% if an advance is admissible. |
| GCC 25.3, 25.5 | Days to pay after an accepted invoice; late-payment interest | Your own assessment; prevailing commercial rate or "None". |
| GCC 29.1 | Retention | 10% of the contract price. |
| GCC 31.1 | Inspections and tests | Type, time or milestone, place and procedure, where special tests are needed. |
| GCC 32.3, 32.7 | Warranty period; days to correct defects | GCC minimum is 3 months for supplies and 1 year for equipment. |
| GCC 34.1 | Liquidated damages rate and cap | 0.03% to 0.05% per day of delay; cap not more than 10% of final contract price. |
| GCC 41.7 | Additional cost on termination for default | 15% to 25% of the revised estimate of the incomplete supply. |
| GCC 45.2, 45.3 | Adjudicator; appointing authority; arbitration venue | Appointing authority is the President of IEB; state the arbitration place and district. |
06Schedules and Specifications
Price Schedule Form e-PG2-3A covers goods (including spare parts) and Form e-PG2-3B covers related services. For each item, set the description, unit, quantity, point of delivery and delivery or completion period; tenderers enter country of origin and manufacture and the unit price, and the total is quantity × unit price.
- State whether tenders are invited item-by-item, for a single lot, or lot-by-lot. For e-GP, e-PG2 states tenders are invited for a single lot.
- Write specifications and standards in the Technical Specifications (and Drawings, if any). Tenderers answer them in Form e-PG2-4 with country of origin, make and model and full specifications.
- Where no standard applies, goods must meet the latest authoritative standard of their country of origin.
- Specify any economic factors (delivery deviation, spare parts) in the TDS; otherwise only price is compared.
07Clarifications and Addenda
- State in the IFT the last date for clarification requests. Requests come through e-GP; answer within 5 working days. You need not answer late requests.
- If you hold a pre-tender meeting, it is online in e-GP on the IFT date. Answers go to the dashboards of tenderers who bought the document; upload minutes within 5 working days. Missing the meeting does not disqualify anyone.
- Change the document only by an Addendum issued in e-GP before the deadline, dated and numbered, and circulated within 5 working days. Never change it through meeting minutes.
- Post the addendum on your website and notice boards where the IFT was posted.
- If an addendum is issued when less than one-third of the preparation time remains, extend the deadline by at least 3 working days.
08Opening and Preliminary Check
e-GP opens tenders automatically after the deadline and generates the Tender Opening Report (TOR). Late tenders cannot be submitted. The TEC evaluates in four steps: preliminary examination, technical responsiveness, financial evaluation and post-qualification, reviewing the Tender Evaluation Reports (TERs) e-GP generates.
A tender is rejected at the preliminary stage if any of these is missing:
- All applicable forms, filled in and electronically signed.
- The priced schedule.
- A valid tender security (where required).
- For LTM, the letter of enlistment with the specified PE.
09Technical Evaluation
- Judge responsiveness on the contents of the tender only, without outside evidence. There is no minimum number of responsive tenders.
- A material deviation, reservation or omission (one that substantially affects scope, quality or supply; limits the PE's rights or the tenderer's obligations; or would unfairly affect competitors if corrected) makes a tender non-responsive, and it cannot be cured afterwards.
- Check, in order: the country-of-origin declaration in Forms 3A/3B, conformity in Form e-PG2-4 and its evidence, then each qualification criterion.
- You may ask a responsive tenderer to fix non-material documentary omissions, but never anything touching prices or mandatory criteria.
- Clarification requests go through e-GP from the TEC Chairperson only, allow at least 3 working days, and must not change the substance of the tender.
10Financial Evaluation and SLT
- e-GP has no arithmetic-correction step.
- Reject any tender priced more than 10% above the official cost estimate.
- Evaluate the tender price adjusted for any equivalent-lot-value method, TDS economic factors and unconditional multi-lot discounts. Ignore unsolicited extras.
- If the winning lot misses items of 20% or less, the PE may buy them from the lowest responsive tenderer for those items.
With at least two technically responsive tenders, screen for a Significantly Low-priced Tender (ITT 49):
x̄ = 0.5 × (average of quoted prices) + 0.2 × official cost estimate + 0.3 × XNPPI
Sd = √( Σ (x̄ − xi)² / n ) Lower limit = x̄ − Sd
- XNPPI is the official cost estimate multiplied by the National Public Procurement Price Index: the national average deviation between estimate and awarded price for goods, from e-GP awards over the 28 days ending on the opening day (excluding national LTM).
- Any tender below the lower limit is financially non-responsive and rejected.
- With only one responsive tender, compare its price with the official estimate instead: more than 20% deviation makes it non-responsive.
- The lowest-priced technically and financially responsive tender is the lowest evaluated responsive tender.
On a tie, first look for collusion (Rule 149). Without it, prefer the tenderer with better past performance with the PE, then the quality more advantageous to end-users. Never use a lottery, and hold no negotiations.
11Post-qualification and Award
- Post-qualify the lowest evaluated tenderer on its submitted eligibility and qualification evidence only; the TEC may visit its premises. If it fails, move to the next lowest.
- After approval, issue the NOA (Form e-PG2-8) within 3 working days and before validity expires, with the price, performance security amount and form, and the deadlines for security and signing. Quantities may vary up to the TDS percentage (max 20%) without changing unit prices.
- Within 24 hours of the NOA, publish the award (Format e-PG2-B) on your notice board or website and on the BPPA website, for at least 28 days.
- Send the draft Contract Agreement (Form e-PG2-9) with the NOA. Receive 10% performance security within 7 working days and sign within 14 days. If the tenderer fails to sign, annul the award, forfeit its tender security and go to the next lowest qualified tenderer.
- Within 3 days of signing, publish the contract information with beneficial ownership details (Format e-PG2-C) for at least 30 days; beneficial ownership is required for contracts above Tk. 10 lakh.
- Return tender securities: non-responsive ones after the evaluation report is approved; the 1st to 3rd lowest after the contract is signed.
All tenders may be rejected only on HOPE's approval and for the reasons in ITT 55.2 (price above a realistic estimate, lack of competition, unrealistic completion, all non-responsive, defects in the process, or misconduct), but not if the lowest price matches the market price.
12Contract Management
- Acceptance: the TEAC starts inspection within 24 hours of delivery; issue the Acceptance Certificate (Format e-PG2-D) within 14 working days, for accepted parts only if defects are found.
- Payment: on the supplier's e-GP invoice with the delivery documents, in Taka, within the PCC days; pay interest on late payment if the PCC provides it.
- Retention: keep 10% until the warranty expires; release it only if goods are free of patent and latent defects.
- Change orders: drawings or specifications for custom goods, packing, delivery place, related services, with an equitable price or time adjustment. Extra deliveries within the warranty only in exceptional cases and only after approval.
- Extensions: the supplier must apply before the original date. The PE may grant up to 30% of the original time; 30% to 100% needs HOPE approval; more than 100% needs the Secretary's approval.
- Liquidated damages: T = V × P × n, at the PCC rate per day on undelivered goods, up to the PCC cap.
- Termination for default: send a Notice of Default giving 21 days to explain; terminate with HOPE's approval through a final notice. A Contract Termination Review Committee may assist.
- Disputes: amicable settlement, then the Adjudicator (referral within 14 days, decision within 28 days), then arbitration under the Arbitration Act 2001.
13Publishing Checklist
- Estimated cost is within Tk. 50 lakh and the method (OTM or LTM) is chosen.
- Experience (50% to 70%) and liquid-asset (80% to 100%) thresholds are set against the estimate, per lot.
- Assessment year, validity (60 to 150 days) and tender security (up to 3%, fixed) are filled in.
- Manufacturer's Authorisation and economic factors are either specified or deleted.
- Price Schedules 3A/3B list every item with unit, quantity, delivery point and period.
- Specifications and drawings are complete; inspections and tests are set in the PCC where needed.
- PCC payment, warranty, LD rate and cap, retention and dispute details are filled in.
- Clarification deadline and any pre-tender meeting are set in the IFT.
Bidorix can review your TDS, PCC, schedules and evaluation steps before you publish.