Evaluation Plan – Open or Selective EOI

User Guidance
This model Request for Expressions of Interest – Conditions for Application has been developed for use by NSW Government Agencies. It is to be used in conjunction with the associated Returnable Schedules, which are in a separate file.
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<Insert Agency Name>

EVALUATION PLAN

EXPRESSION OF INTEREST

FOR

INsert project name

»

INsert no

CONTRACT No. » EOI

1.0General

INsert PROJECT NAME

The objective of this Evaluation Planis to set out the method to be used to evaluate application responses to the Expression of Interest for the purpose of establishing a panel of Prequalified Contractorswho will be invited to tender for construction works for the ».

The Plan addresses the following:

  • Background
  • Composition of the Evaluation Committee
  • Time
  • Procedure
  • Evaluation Criteria
  • Acceptance of the Contractor panel
  • Evaluation / Selection Report
  • Recommendations

2.0Background

INsert BACKGROUND AND PROJECT INFORMATION FROM THE EOI CALL DOCMENT

»

»

INsert AGENCY

In order to engage a construction contractor for the works, the »

MODIFY / DELETE AS APPLICABLE

<has invitedall organisations prequalified under the Department of Finance, Services and innovation Contractor Prequalification and Best Practice Accreditation Scheme 2011-2014 in the category » Works: »

has issued an open Expression of Interest with no restrictions as to those organisations that may respond.>

Risk, Confidentiality and Probity

Risk, confidentiality and probity during the evaluation process will be managed as follows:

INsert DAY/DATE

  • Applications close electronically in the NSW Government eTendering website at 9.30am,»»20»;
  • Contact with the applicants during the evaluation period will be documented and confirmed in writing;
  • Applications will be evaluated by the Evaluation Committeein a secure room and the applications will be stored securely at all other times; and
  • Applicants’ intellectual property and other confidential information will not be disclosed to other applicants.

3.0Composition of Evaluation Committee

The Evaluation Committeecomprises the following members:

INsert NAME / TITLE / AGENCY

Evaluation Committee
Name / Role / Agency / Section/ Position
<insert name> / Chairperson / »
»
<insert name> / Member / »
»
<insert name> / Member / »
»
<insert name> / Secretary / »
»

INsert NAME

The Secretary of the Evaluation Committee, », will provide support for the Evaluation Committee but will have no determining rights in the selection of a Tenderer Panel.

By signing this Evaluation Plan, the Evaluation Committee is aware of the requirement to keep all matters relating to the applications confidential and to report any conflict of interest to and seek instructions from the Chairperson. Where considered necessary by the Evaluation Committee, assistance may be sought from others in relation to technical, legal, insurance and financial matters.

4.0Time

INsert DAte / location / time

The evaluation meeting will be held on » at the offices of the », commencing at ».

5.0Procedure

The Evaluation Committee has agreed that the procedures below will apply to evaluate all applications received and to prepare a recommendation for acceptance:

  1. Prior to the close of the Request for EOI:

(a)weighting of the assessment criteria and scoring methodology have been determined;

(b)the minimum / maximum number of applicants to be pre-registered, together with the number of next ranked applicants to be included as reserves, have been determined.

INsert AGENCY’S NAME

  1. The »will receive the applications through the eTenders system.
  2. The Evaluation Committee will meet to evaluate jointly and agree on scoring of applications against the previously agreed criteria.
  3. Evaluation Committee members will be required to disclose any current or past associations with any of the applicants or their companies or any other circumstance that could lead to a conflict of interest. The Chairperson of the Evaluation Committeewill determine if a conflict of interest exists and arrange for a replacement member if necessary. The Secretary will ensure that Evaluation Committee members sign the Department’s/Agency’s Code of Conduct for the evaluation process before the Evaluation Committee proceeds with the assessment process.
  4. The Evaluation Committee members will individually read the applications and evaluate the information submitted by each applicant and score each evaluation criterion using Section 6 below.
  5. The Evaluation Committee will assess and score all applicants according to information received in the applications.
  6. Following completion of assessment of all applicants, the overall score of each applicant will be checked to confirm the rankings.
  7. All communication with the applicants shall be via the Chairperson and will be in writing.

INsert NAME / title / agency

  1. The Chairperson will prepare the final Evaluation Report for consideration and endorsement by the Evaluation Committee. The final Report will be forwarded to»for approval.

6.0Evaluation Criteria

Applications will be evaluated based on the criteria set out in the Expression of Interest.

6.1Evaluation Criteria

The Applicants must satisfy the following criteria:

6.1.1Scoring Criteria - Table 1

INsert CRITERION AND WEIGHTING IN TABLE– EXAMPLES OF CRITERIa AND WEIGHTINGS ARE SHOWN BELOW

Serial / Criterion / Weighting (%)
sub / total
1 / Evidence of the applicant’s experience and performance on contracts of a similar nature in Australiain the last five (5) years. / 50
2 / The composition and experience of the applicant’s team proposed to engage effectively with »Agency» and its representative(s) during the ETI and subsequent tendering process. / 20
3 / The make-up of the applicant’s construction delivery team, including the key personnel and major sub-contractors proposed in the case of the applicant winning the tender for the proposed work. / 15
4 / The applicant’s commitment to and capability in meeting »Agency’s»procurement process timetable contained in the EOI document. / 15
Total / 100

For each criterion, scores will be awarded on a descending scale, i.e. the most merit attracting the highest score, lesser merit attracting a lesser score and equal merit attracting an equal score.

6.1.2Details of the scoring for the various listed criteria.

6.1.2.1Evidence of the applicant’s experience and performance on contracts of a similar nature in Australia.

Assessment Criteria / Rating
  • No response provided
/ 0
  • Applicant has demonstrated minimal experience on previous similar projects and referees’ reports indicate that performance is acceptable.
/ 1 – 33
  • Applicant has demonstrated moderate experience on previous similar projects, and satisfactory performance is indicated in referee reports & referee checks.
/ 34 – 66
  • Applicant has demonstrated extensive experience on previous similar projects, and good past performance is confirmed by referee reports & referee checks.
/ 67 – 100

6.1.2.2The composition and experience of the applicant’s team proposed to engage effectively with the Agency and its representative(s) during the ETI and subsequent tendering process.

Assessment Criteria / Rating
  • No response provided
/ 0
  • The applicant has assembled a team whose key members’ experience in cooperative tender processes, negotiations and development of tender documents – as presented in the applicant’s Submission – is judged acceptable.
/ 1 – 33
  • The applicant has assembled a team whose key members’ experience in cooperative tender processes, negotiations and development of tender documents – based on the evidence in the applicant’s Submission – is judged as good to very good.
/ 34 – 66
  • The applicant has assembled a team whose key members’ experience in cooperative tender processes, negotiations and development of tender documents – based on the evidence in the applicant’s Submission – is judged as superior and also may have been demonstrated on previous engagements with »Agency».
/ 67 – 100

6.1.2.3The make-up of the applicant’s construction delivery team, including the key personnel and major sub-contractors, proposed in the case of the applicant winning the tender for the proposed work.

Assessment Criteria / Rating
  • No response provided
/ 0
  • The applicant has proposed a project delivery team whose mix of key members and sub-contractors – as presented in the applicant’s Submission – is considered acceptable.
/ 1 – 33
  • The Applicant has proposed a project team whose mix of key members and sub-contractors whose experience in project management, resource coordination and construction of works of a similar nature to the one required is considered as good.
/ 34 – 66
  • The applicant has proposed a project team whose mix of key members and sub-contractors with experience in project management, resource coordination and construction of works of a similar nature to the one required is considered as superior and also may have been demonstrated on previous engagements with »Agency».
/ 67 – 100

6.1.2.4The applicant’s commitment to and capability in meeting the Client Agency’s procurement process timetable contained in the Briefing Document.

Assessment Criteria / Rating
  • No response provided
/ 0
  • The applicant has provided assurances in its application that it is committed to meeting the timetable and that it has the ability to carry out the required work without impeding its other commitments.
/ 1 – 33
  • The applicant has demonstrated that it not only is committed to the meeting the timetable but that its resource base is such that it has the ability to carry out the required work without impeding its other commitments.
/ 34 – 66
  • The applicant has clearly demonstrated that it is committed to meeting the timetable and that its resource base is such that it has the ability to carry out the required work without impeding his other commitments.
/ 67 – 100

Notes:

A.Applications failing to respond to any one of the criteria will receive a zero (“0”) rating for that criterion and the application maybe passed over without further evaluation.

B.To ascertain the performance of each applicant against each of the predetermined selection criteria, an individual rating value between 0 and 100 will be assigned. It will then be multiplied by the weighting. The resulting individual score will represent the performance of each application against each criterion.

7.2Total Score

The scores for each applicant will be determined by consensus of the members of the Evaluation Committee.

The final scoring for all Evaluation Criteria will be established by a consensus decision of the Evaluation Committee. Final scores will be ranked highest to lowest.

The highest ranked EOI application will be numbered 1, the next rated 2, and so forth. This will form the basis on which the Evaluation Committee selects the applicants to be pre-registered including reserves.

INsert NUMBER OF APPLICANTS AND RESERVES

The aim of the Evaluation Committeewill be to select up to » applicants. The inclusion of an additional»applicant(s) will be considered as a reserve(s) to allow for possible withdrawal / non-performance of the selected applicants.

7.3Equal Score

In the event of equal scoring for any applications, the final ranking will take account of contractor performance data from the Department of Finance, Services and Innovation Contractor & Consultant Management System (CCMS), Agency Clients own performance management system and/or formal performance reports from the applicant’s clients. The applicant with the higher level of performance will receive thehigher ranking.

7.0Selected Applicants Evaluation Report

INsert NUMBER OF APPLICANTS AND RESERVES

At the end of this process up to») preferred applicants plus up to » reserveswill be selected.

The Evaluation Report and recommendation will follow the format presented in Attachment 1.

8.0Recommendation

It is recommended that this procedure for the evaluation of applications for the engagement be approved by the Evaluation Committee.

The Evaluation Committee concurs with the Evaluation Plan and agrees to sign the Code of Conduct for the evaluation process:

Recommended by:
<insert name>
Chairperson
Endorsed by: / Endorsed by:
<insert name> / <insert name>
Member / Member
Endorsed by:
<insert name>
Member
Approved by:
<insert name>
<Insert position title of approval delegate>
<Insert agency>
(Appendix 1)
Evaluation Report

Background

Project name: / <INSERT project name>
»Expression of Interest for tender panel selection for
Engagement number: / INsert no
Contract No. » EOI
Description of services: / eg Construction Contractor>
Client agency: / <Insert details>
Estimate: / $X.XM (if known)
Application method: / Selective EOI / Open EOI
Application closing date: / <Insert date>
Application closing office: / <insert details>
Contact person: / <insert name>Telephone: (02) <insert no>

Details of Work

<Insert summary of Background and Scope of Work>

Pre-Evaluation Actions

(From Evaluation Plan)

Evaluation of Applications

(From Evaluation Committee review and meeting)

Selection of applicants for potential tenderers

(List of successful applicants)

Commentary on successful applicants

Supporting documents

Documents supporting the evaluation report and recommendation are:

Attachment 1 / Contractor Evaluation Plan
Attachment 2 / Evaluation Criteria Scores
Attachment 3 / Score Calculation Sheet

Recommendation

It is recommended that:

Attachment 1: Evaluation Plan
Attachment 2 (1 of X): Evaluation Criteria Scores
Applicant’s Name:
Project name: / INSERT agency and project name
»
INSERT project name
Expression of Interest for »
Contract number: / INsert no
Contract No. » EOI
Description of work: / INsert DETAILS SUCH AS CONSTRUCTION CONTRACTOR
»
Evaluation Criteria / Score (out of 100) /
Comment
Evidence of the applicant’s experience and performance on contracts of a similar nature in Australia in the last five (5) years.
The composition and experience of the applicant’s team proposed to engage effectivelywith the Client Agency and its representative(s) during the ETI and subsequent tendering process.
The make-up of the applicant’s construction delivery team, including the key personnel and major sub-contractors, proposed in the case of the applicant winning the tender for the proposed work.
The applicant’s commitment to and capability in meeting the Client Agency’s procurement process timetable contained in the EOI document.
Evaluation Committee signatures: / Chairperson
Member
Member
Member
Date:
Attachment 2 (2 of X): Evaluation Criteria Scores
Applicant’s Name:
Project name: / INSERT agency and project name
»
INSERT project name
Expression of Interest for »
Contract number: / INsert no
Contract No. » EOI
Description of work: / INsert DETAILS SUCH AS CONSTRUCTION CONTRACTOR
»
Evaluation Criteria / Score (out of 100) /
Comment
Evidence of the applicant’s experience and performance on contracts of a similar nature in Australia in the last five (5) years.
The composition and experience of the applicant’s team proposed to engage effectivelywith the Client Agency and its representative(s) during the ETI and subsequent tendering process.
The make-up of the applicant’s construction delivery team, including the key personnel and major sub-contractors, proposed in the case of the applicant winning the tender for the proposed work.
The applicant’s commitment to and capability in meeting the Client Agency’s procurement process timetable contained in the EOI document.
Evaluation Committee signatures: / Chairperson
Member
Member
Member
Date:
Attachment 2 (3 of X): Evaluation Criteria Scores
Applicant’s Name:
Project name: / INSERT agency and project name
»
INSERT project name
Expression of Interest for »
Contract number: / INsert no
Contract No. » EOI
Description of work: / INsert DETAILS SUCH AS CONSTRUCTION CONTRACTOR
»
Evaluation Criteria / Score (out of 100) /
Comment
Evidence of the applicant’s experience and performance on contracts of a similar nature in Australia in the last five (5) years.
The composition and experience of the applicant’s team proposed to effectively engage with the Agency and its representative(s) during the ETI and subsequent tendering process.
The make-up of the applicant’s construction delivery team, including the key personnel and major sub-contractors, proposed in the case of the applicant winning the tender for the proposed work.
The applicant’s commitment to and capability in meeting the Client Agency’s procurement process timetable contained in the EOI document.
Evaluation Committee signatures: / Chairperson
Member
Member
Member
Date:
Attachment 3: Score Calculation Sheet
Evaluation Criteria / Applicant’s Names
Max Score / Weighting / (Applicant 1) / (Applicant 2) / (Applicant 3) / (Applicant 4) / (Applicant 5)
Score / Weighted / Score / Weighted / Score / Weighted / Score / Weighted / Score / Weighted
Evidence of the applicant’s experience and performance. / 100 / 50
The composition and experience of the applicant’s team in the ECI and tendering. / 100 / 20
The make-up of the applicant’s construction delivery team. / 100 / 15
The applicant’s commitment to and capability in meeting the timetable. / 100 / 15
Total Score / 100
Evaluation Committee signatures: / Chairperson
Member
Member
Member
Date: