Introduction
The Quality-Cum-Cost Based Selection (QCBS) method is one of the most widely used evaluation techniques in public procurement — especially for technical consultancy services where both quality and cost matter. This method ensures that contracts are awarded not merely to the lowest bidder but to the one offering the best combination of technical expertise and reasonable pricing.
A structured evaluation process — supported by transparent criteria and documentation — is essential for fair and auditable QCBS tendering. This article presents a comprehensive checklist for evaluating QCBS bids, accompanied by sample evaluation tables and a blank checklist template for field use.
Key Steps in QCBS Tender Evaluation
1. Pre-Evaluation Checks
✅ Confirm receipt of both technical and financial proposals in sealed envelopes
✅ Verify proposal validity (typically 90–120 days)
✅ Check for required documentation (eligibility, conflict of interest declarations, etc.)
2. Technical Evaluation
✅ Form an evaluation committee as per procurement rules
✅ Score proposals based on:
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Firm's relevant experience
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Methodology and work plan
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Key personnel qualifications
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Work scheduling and staffing
✅ Normalize scores using:
✅ Shortlist only those above the minimum technical qualifying threshold (e.g., 70%)
📊 Table 1: Sample Technical Proposal Evaluation Summary
| Bidder | Experience (20) | Methodology & Work Plan (25) | Key Personnel (40) | Work Schedule (15) | Total Technical Marks (100) | Normalized Technical Score (Tn) | Qualified? (Y/N) |
|---|---|---|---|---|---|---|---|
| Bidder A | 18 | 22 | 36 | 14 | 90 | 100.00 | Y |
| Bidder B | 16 | 20 | 33 | 12 | 81 | 90.00 | Y |
| Bidder C | 14 | 19 | 30 | 11 | 74 | 82.22 | Y |
| Bidder D | 10 | 15 | 28 | 8 | 61 | - | N |
3. Financial Evaluation
✅ Open only technically qualified bids
✅ Normalize prices using:
Where:
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is the lowest price among qualified bidders
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is the price of the i-th bidder
📊 Table 2: Financial Bid Evaluation and Combined Scoring
| Bidder | Quoted Price (INR) | Financial Score (Fn) | Final Score (S = Tn×0.7 + Fn×0.3) | Rank |
|---|---|---|---|---|
| Bidder A | 1,200,000 | 90.00 | 97.00 | 1 |
| Bidder B | 1,100,000 | 100.00 | 93.00 | 2 |
| Bidder C | 1,300,000 | 84.62 | 85.97 | 3 |
4. Final Steps
✅ Prepare a comparative statement and finalize ranks
✅ Prepare an evaluation report with committee signatures
✅ Submit for approval and notify bidders
✅ Blank Checklist Template for QCBS Tender Evaluation
A. General Information
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Project Name: ____________________________
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Tender No.: ____________________________
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Proposal Opening Date: ___________________
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Committee Members: ______________________
B. Pre-Evaluation
| Item | Yes/No | Remarks |
|---|---|---|
| Technical and financial bids separate | ||
| Proposal validity checked | ||
| All required documents submitted | ||
| Conflict of interest/self-declaration | ||
| Eligibility criteria met |
C. Technical Evaluation
| Criteria | Max Marks | Bidder A | Bidder B | Bidder C |
|---|---|---|---|---|
| Firm Experience | 20 | |||
| Methodology & Work Plan | 25 | |||
| Key Personnel | 40 | |||
| Work Plan & Schedule | 15 | |||
| Total Technical Score | 100 | |||
| Normalized Technical Score |
D. Financial Evaluation
| Bidder | Quoted Price (INR) | Financial Score (Fn) | Final Score (70:30) | Rank |
|---|---|---|---|---|
| Bidder A | ||||
| Bidder B | ||||
| Bidder C |
Conclusion
This integrated approach to QCBS tender evaluation — from pre-qualification through final scoring — ensures a transparent, equitable, and efficient selection process. Committees should keep these tables and checklist as a standard part of every QCBS tender package to ensure that the highest-quality, most cost-effective consultants are selected.
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