e-PG3D DP Funded Goods Preparation Guideline

01When to Use e-PG3D

Use e-PG3D when the Procuring Entity (the Purchaser) selects a supplier for goods and related services under the Open Tendering Method through e-GP, and the contract is financed fully or partly by a development partner: an international agency or country that provides financial or technical assistance for the contract. The award goes to the lowest evaluated responsive tender.

Nature

Goods and related services

Method

Open Tendering (OTM)

Value

Any value

Funding

Development partner financed

Award basis

Lowest evaluated responsive

Channel

e-GP system

02The Development Partner Layer

• Section 7: insert the DP's anticorruption guidelines, sanctions framework and any other relevant DP documents. They become part of the contract, ranked after the priced schedule.
• Form e-PG3D-9: every tenderer signs a letter accepting the DP's anticorruption guidelines (for example, the World Bank's ACG letter) as part of its tender. Attach the guidelines to the form or link to them online. The signed form becomes part of the contract.
• Eligibility: a tenderer must not be under sanction by any development partner operating in Bangladesh on procurement-related grounds.
• Payments: where the DP pays, it does so only at the Government's request and with its approval, under the financing, credit or grant agreement.
• Sanctions: for corrupt, fraudulent, collusive, coercive or obstructive practice, the DP may sanction the firm or individual and may cancel the financing for the contract if the PE does not act in time.
• Audit: tenderers and suppliers must let the Government, BPPA and the DP inspect and audit their accounts and records.

03How the Document Works

You adapt e-PG3D to your package only through the TDS, the PCC, the Price Schedule, the Technical Specifications, any Drawings and Section 7. Specify in the TDS only what the ITT says should go there.

04Key Time Limits

05Fill In the TDS

Unlike e-PG3, the e-PG3D TDS gives almost no recommended figures. Set each value against your estimate, the DP's requirements and the financing agreement.

The TDS row for ITT 14.1(b) refers to a credit-line format "Form ePG3-11 attached in section-6". In e-PG3D the credit line commitment is Form e-PG3D-8 in Section 5. Correct the reference before you publish.

06Fill In the PCC

07Schedules and Specifications

Form e-PG3D-4A covers goods (including spare parts) and Form e-PG3D-4B covers related services. For each item, set the description, unit, quantity, point of delivery and delivery or completion period from the Schedule of Requirements; tenderers enter origin and manufacture and the unit price.

• For e-GP, tenders are invited for a single lot, and alternative tenders are not allowed.
• Write specifications and standards in the Technical Specifications and Drawings. Tenderers answer them in Form e-PG3D-5 with origin, make and model and full specifications.
• Where no standard applies, goods must meet the latest authoritative standard of their country of origin.
• Subcontracting is limited to 30% of the goods value and must be declared in Form e-PG3D-3.
• Document sale has no preconditions and stays open until the day before the deadline.

08Clarifications and Addenda

1. Set the last date for clarifications in the TDS. Requests come through e-GP; answer within 5 working days. You need not answer late requests.
2. A pre-tender meeting, if held, is online in e-GP as in the e-Tender Notice. Questions are accepted only through the e-GP dashboard until the meeting ends; questions by fax, post or e-mail are not entertained. Do not share the names of tenderers who took part.
3. Upload minutes within 5 working days. Missing the meeting does not disqualify anyone.
4. Change the document only by an Addendum issued in e-GP before the deadline, dated and numbered, and circulated within 5 working days. Post it on your website and notice boards too.
5. If an addendum is issued when less than one-third of the preparation time remains, extend the deadline by at least 3 working days.

09Opening and Preliminary Check

e-GP opens tenders automatically after the deadline, generates the Tender Opening Report and shares it with the tenderers. Late tenders cannot be submitted. The TEC evaluates in four steps (preliminary, technical, financial, post-qualification), completing the Tender Evaluation Reports 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, including Form e-PG3D-9.
• The priced schedule.
• A valid tender security.

10Technical 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 makes a tender non-responsive, and it cannot be cured afterwards.
• Check, in order: the country-of-origin declaration in Forms 4A/4B, conformity in Form e-PG3D-5, then each qualification criterion. Confirm the tenderer is not under any DP sanction.
• You may ask a responsive tenderer to fix non-material documentary omissions, but never anything touching rates 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.

11Financial Evaluation

• e-GP has no arithmetic-correction step.
• Evaluate the tender price adjusted for any equivalent-lot-value method, TDS economic factors and unconditional multi-lot discounts. Ignore unsolicited extras.
• If a tenderer offered only 80% of a lot's items (where permitted), add the average prices of other responsive tenderers for the missing items. If the winning lot misses 20% or fewer items, buy them from the tenderer offering them at least cost.
• If item prices look unbalanced, the TEC may recommend raising the performance security up to 25% of the contract price.
• The lowest-priced technically and financially responsive tender is the lowest evaluated responsive tender.

On a tie, first look for collusion (Rule 149 of PPR 2025). 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.

12Abnormally Low Tenders

e-PG3D does not use the SLT weighted-average formula. Instead, a tender is abnormally low when its price, together with other elements of the tender, is so low that it raises material concerns about whether the tenderer can perform the contract at that price (ITT 49).

1. Identify: flag a potentially abnormally low tender, for example one far below the estimate or the other responsive prices.
2. Ask in writing: seek a detailed price analysis covering the subject matter, scope, methodology, schedule, allocation of risks and responsibilities, and any other tender requirement.
3. Assess: review the analysis against the market and the specifications.
4. Decide: if the tenderer fails to show it can perform at the offered price, reject the tender; otherwise keep it in the evaluation.

13Post-qualification and Award

1. Post-qualify the lowest evaluated tenderer on its submitted evidence only; the TEC may visit its premises. If it fails, move to the next lowest.
2. After approval, issue the NOA (Form e-PG3D-10) within 3 working days and before validity expires. It states the price, the performance security amount and format, and the dates for furnishing the security, furnishing beneficial ownership information and signing.
3. Within 24 hours, publish the award (Format e-PG3D-B) on your notice board or website and on the BPPA website, for at least 28 days.
4. Send the draft Contract Agreement (Form e-PG3D-11). Receive the performance security and sign within the TDS deadlines. If the tenderer fails, annul the award, forfeit its tender security and go to the next lowest qualified tenderer.
5. Within 3 days of signing, publish the contract information with beneficial ownership (Format e-PG3D-C) for at least 30 days; beneficial ownership is required above Tk. 10 lakh.
6. Return tender securities: non-responsive ones after the evaluation report is approved; the 1st to 3rd lowest once the winner furnishes security and signs.

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.

14Contract Management

• Acceptance: the TEAC starts within 24 hours of delivery; issue the Acceptance Certificate (Format e-PG3D-D) within 14 working days, for accepted parts only if defects are found.
• Payment: on the supplier's invoice with the PCC documents, in Taka, within the PCC days; late payment carries the PCC rate.
• Tax changes: if a tax rate changes by law, adjust the contract price up or down, with HOPE's approval, so the supplier's net amount is unaffected (GCC 27.2).
• Performance security: claim only after a notified breach or unpaid amount persists for 14 days; otherwise return it within 7 days of final payment and the Acceptance Certificate.
• Retention: keep the PCC percentage until the warranty ends; release it only if goods are free of patent and latent defects.
• Change and additional orders: drawings or specifications for custom goods, packing, delivery place, related services, with an equitable adjustment. Additional deliveries within the warranty only in exceptional cases, after price verification and the Approving Authority's approval.
• Extensions: the supplier applies before the original date; decide within 21 days. Up to 30% of original time by the PE; 30% to 100% needs HOPE's approval; more than 100% needs the Secretary's approval.
• Liquidated damages: the PCC rate per day of the value delivered late, up to the PCC maximum, deducted from payments.
• Termination for default: a Notice of Default giving 21 days to explain, then a final notice with HOPE's approval; a Contract Termination Review Committee may assist. Grounds include late delivery, not maintaining a security, other breach, corrupt practice, maximum LD, or subcontracting after signing. Recover extra costs at the PCC percentage.
• Other termination: for insolvency, or for convenience on 21 days' notice (goods delivered or ready within 21 days are accepted at contract prices).
• Disputes: amicable settlement, then the Adjudicator (referral within 14 days, decision within 28 days; the supplier pays and the PE reimburses half), then arbitration under the Arbitration Act 2001.

15Publishing Checklist

• The package is DP-financed, OTM, and the financing agreement allows this STD.
• The DP is named, and its anticorruption guidelines and sanctions framework are in Section 7 and attached or linked to Form e-PG3D-9.
• Experience, capacity and liquid-asset thresholds are set against the estimate; the credit-line form reference points to e-PG3D-8.
• Assessment year, financial-statement years, validity and tender security are filled in.
• Performance security percentage and time, retention, contractual security cap and signing days are filled in and consistent.
• Manufacturer's Authorisation items, economic factors and advance payment are specified or deleted.
• Price Schedules 4A/4B list every item with unit, quantity, delivery point and period.
• PCC payment, warranty, LD rate and cap, termination cost percentage and dispute details are filled in.

16Common Questions