Attachment 3 - Tender Evaluation Report

Attachment 3 - Tender Evaluation Report

TENDER EVALUATION REPORT

To be used as:

1. the evaluation and recommending report to delegates of Council;
2. an attachment to a Council report where Council’s decision is required.

Contract No:
Contract Name:
Date:
Officer:

1.DESCRIPTION OF CONTRACT

(Provide a brief description of the contract based upon the specification)

1.1Purpose

1.2Scope

1.3Type of Contract

This contract is a (insert lump sum or Schedule of Rates) contract.

1.4Term of Contract

(insert start date and duration of contract)

1.5Budget

• Current year budget
• Anticipated total value of contract

2.Tenderers

(Insert no.) tenders were received by the closing time/date of 2:00 pm (insert date).

Tenderer / Price
$
$

All Tenderers indicated that their tenders conformed with the specification. State whether any tenders are non-conforming tender and why. If this was assessed as being sufficient to exclude the tender from further progress in the evaluation process this needs to be stated and the reasons given. (delete if not applicable).

No. of Tenders Conforming No. of Tenders Non Conforming

3.Evaluation Panel

In accordance with Council’s Tendering and Evaluation Procedures & Guidelines, a Panel was formed to evaluate these tenders consisting of: (insert names and titles of persons who formed the Evaluation Panel).

4.Evaluation Criteria

The tenders were evaluated according to the following criteria in order of priority and weighting:-

1. Cost to Council

-Direct
-Indirect / %

1. Response to Specification

/ %

1. Experience and Qualifications

/ %

1. Risk Management

/ %

1. Business Capacity

/ %

1. Financial Capacity

/ %

1. Quality Management

/ %

The criteria were listed and described in the tender documents as the criteria that would be used for tender evaluation purposes. The order is also the same as shown in the tender documents. The weighting is at the Tender Panel’s discretion but the weighting must reflect the order of priority. No subsequent criteria can be greater than the preceding criteria number (i.e. 2 must not have a higher rating than 1)

CENTRAL GOLDFIELDS SHIRE COUNCILEVALUATION TABLE - TENDER NO. G - 20
(Insert Tender Description)
Selection criteria 1 - COST TO COUNCIL
-DIRECT
The tender price submitted for the provision of goods, services or works.
-INDIRECT
All costs associated with the management, including risk management and contract management, of the contract supervision shall be applied consistently to each tender submission. For example contract supervision, asset resource utilization and risk management. Should significant differences in requirement of Council be apparent the comparative indirect costs borne by Council must form part of the evaluation.
nO. / TENDERER / COMMENTS / SCORE
1. / Score
out of
2. / Score
out of
3. / Score
out of
4. / Score
out of
selection criteria 2 - RESPONSE TO SPECIFICATION
A specification is a clear, complete and accurate statement of the description and technical requirements of a material, an item or a service. It may include the procedure to be followed to determine if the requirements are met.
The tender submissions should incorporate a statement noting compliance or non compliance with the specification requirements. The tenders should also detail their proposed methodology to comply with the specification.
nO. / TENDERER / COMMENTS / SCORE
1. / Score
out of
2. / Score
out of
3. / Score
out of
4. / Score
out of
selection criteria 3 - EXPERIENCE AND QUALIFICATIONS
Details of the tenderer’s previous experience with similar projects together with the qualifications of the tenderer’s proposed staffing.
nO. / TENDERER / COMMENTS / SCORE
1. / Score
out of
2. / Score
out of
3. / Score
out of
4. / Score
out of
selection criteria 4 - RISK MANAGEMENT
The risk management process and system must as a minimum demonstrate compliance with all duties specified in the OHS Act 2004, or other relevant legislation as may apply from time to time. The OHS system may take the form of OHS quality management system or documented safety plan (JSA).
Risk management also includes all insurance and Workcover requirements.
nO. / TENDERER / COMMENTS / SCORE
1. / Score
out of
2. / Score
out of
3. / Score
out of
4. / Score
out of
selection criteria 5 - BUSINESS CAPACITY
The tenderer should demonstrate suitable business capacity to fulfill its contractual requirements. The level of resources includes infrastructure and business considerations relevant to the supply.
nO. / TENDERER / COMMENTS / SCORE
1. / Score
out of
2. / Score
out of
3. / Score
out of
4. / Score
out of
selection criteria 6 - FINANCIAL CAPACITY
An assessment of the financial viability of each tenderer. The tenderer must provide supporting information in order to verify its capacity to fulfill their tender requirements. The level of financial scrutiny shall be contingent on the value and perceived risk of the tender.
nO. / TENDERER / COMMENTS / SCORE
1. / Score
out of
2. / Score
out of
3. / Score
out of
4. / Score
out of
selection criteria 7 - QUALITY MANAGEMENT
The commitment of the tenderer towards a quality system or process.
nO. / TENDERER / COMMENTS / SCORE
1. / Score
out of
2. / Score
out of
3. / Score
out of
4. / Score
out of
TOTAL SCORES
nO. / TENDERER / TOTAL SCORE
1. / Score
out of 100
2. / Score
out of 100
3. / Score
out of 100
4. / Score
out of 100

6.evaluation

6.1Preliminary Evaluations

A preliminary evaluation based upon the written tenders only was undertaken to assess the Tenderers against the evaluation criteria. The purpose of this “preliminary evaluation” stage was to provide a shortlist of Tenderers for further consideration.

The preliminary scores attracted by each Tenderer were:-

TENDERER / PRELIMINARY EVALUATION SCORE

6.2Interviews (Delete if not applicable)

The next stage of the evaluation process was to interview the top (insert number) prioritised Tenderers.

The purpose of the interviews was to:-

• gain further information
• remove any qualifications
• explore any items of non-conformance
• clarify aspects of the tenders that required clarification
• other (specify any other reasons – if any).

(delete any purposes that were not applicable)

Interviews were conducted on (insert date).

The following is a summary of the interviews:-

• Name of Tenderers and brief summary which should include

-Name and position of person(s) attending interview

-Previous experience relating to this contract

-Any present work relevant to this contract

-The Tender Panel’s overall impression of the Tenderer

-Any major items of concern that were discussed with the Tenderer.

6.3Final Evaluation Scores

Following the interviews the evaluation was concluded and resulted in the following scores:-

TENDERER / SCORE

As can be seen, (insert name) scored highest against the evaluation criteria.

6.4Referee Checking (Delete if not applicable)

The next stage of the evaluation process was to undertake a check of independent persons and referees for the higher scoring Tenderers only. The following persons were contacted:-

(Insert name, position and phone number of persons contacted and provide a brief summary of the discussion that took place).

7.ISSUES OF CONCERN

The following issues of concern were identified and addressed in the evaluation.

(Insert those issues that the Evaluation Panel identified during the evaluation and how those issues were considered and resolved – including any alternative options that may be available).

8.SUMMARY

Provide a brief summary of the reason for the recommendation, that is, why the preferred Tenderer should be awarded the contract.

9.RECOMMENDATION OF EVALUATION PANEL

Ensure that your Recommendation includes:-

The name and number of the contract

The name of the preferred Tenderer

-The lump sum or schedule of rates

-Whether or not the tender is the lowest tender

-If the tender was not awarded to the lowest tender, the reasons for selecting the preferred tender.

10.DELEGATED AWARDING OF CONTRACT

(Delete this section if contract is to be awarded directly by a decision of the full Council)

Contract Manager,Procurement Manager & General Manager recommending awarding of Contract

I have reviewed the attached report and evaluation process and endorse the Contract Managers recommendation.

CONTRACT MANAGER

Name: ______Signature:______DATE:____/___/___

PROCUREMENT MANAGER

Name: ______Signature:______DATE:____/___/___

GENERAL MANAGER

Name: ______Signature:______DATE:____/___/___