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Evaluation Report

[RFQ Evaluation Report Template - $50,000 up to $250,000]

TITLE:

[Insert Title Here]

QUOTATION NUMBER:

[Insert the Quotation Number]

AGENCY:

[Insert Agency Name Here]

Approved By:

[Insert Name and Title of Public Authority’s Accountable Officer or Delegate]

/ /201

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RFQ EVALUATION REPORT

Table of Contents

1.SUMMARY

2.THE EVALUATION

2.1EVALUATION PANEL MEMBERS

2.2SUPPLIERS INVITED TO QUOTE OR ADVERTISEMENT DETAILS

2.3QUALITATIVE SCORE AND PRICE SUMMARY TABLE

3.RECOMMENDATION

3.1BASIS

3.2REFEREE REPORTS [IF APPLICABLE]

3.3ISSUES TO BE RESOLVED

3.4COMPETITIVE NEUTRALITY

4.ENDORSEMENT BY EVALUATION PANEL

APPENDIX A – COMPARATIVE STATEMENT

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1.SUMMARY

ITEM / RESPONSE
Contract Scope: / [Provide a brief overview of what is to be purchased/provided]
Contract Term:[Delete if not a period contract] / Initial Term: [number of months or years]
Extension options: [number and duration of options]
Recommended or Preferred Respondent: / [name of Recommended OR Preferred Respondent]
See ‘Recommendation’ at Section 3
Total Contract Value: / $[insert $ amount](inc. GST)
Price Basis: / The Price is fixed for the Term
OR
The Price is fixed for the first year of the Term.
On each anniversary of the Commencement Date, the Prices will be varied by the Consumer Price Index (Consumer Price Index, Australia (Cat No 6401.0): 1 All Groups, Index Numbers – Perth).
Offer Validity Expiry Date: / [Insert Date][What is the date that the offer validity expiries on?]
Anticipated Contract Commencement Date: / [Insert Date]
Approval for Exemption from the Minimum Requirements of the Open and Effective Competition Policy:[Delete if not applicable] / As permitted by the Open and Effective Competition policy, the [title of Accountable Authority] granted approval on [date]: [Delete the following as appropriate]
•of an exemption from the minimum requirement being [state the circumstance ie bona fide sole source of supply, registered ADE etc];
•to name a proprietary product;
•to specify a contract term in excess of five years;
•from the minimum open tender advertising period; and/or;
•to not publish the contract award details on Tenders WA.
Exemption recorded on the Agency’s Exemption Register:
YES / NO
Small Business? (<20 people)
Registered Australian Disability Enterprise?
(the ADE is listed as an approved ADE on the Australian Disability Enterprises website at ).
Registered Aboriginal Business?
(the business is registered on the Aboriginal Business Directory WA at ). / YES / NO
YES / NO
YES / NO

2.THE EVALUATION

2.1EVALUATION PANEL MEMBERS

Name / Agency / Position Title / Voting/Non Voting Member/Advisor
Chairperson
Facilitator

[If the evaluation panel contained a technical expert, identify that person and their role.]

2.2SUPPLIERS INVITED TO QUOTE ORADVERTISEMENT DETAILS

[List in alphabetical order and ensure the names included reflect the correct legal entity. If unsure, check the Australian Securities and Investment Commission website at or the Australian Business Number website at

a)If the Request for Quote was not advertised(ie faxed, emailed orused the Tenders WA’s Invited or Restricted invitation facilities) utilise the table below detailing who the Request for Quote was sent to and if they responded then delete the advertising options andamend heading 2.2 to Suppliers Invited To Quote.

b)If it was advertised delete the table below, select the relevant advertising statement andamend heading 2.2 to Advertisement Details.]

The following suppliers were invited to quote:

Supplier’s Name and Location / Response Received (Y/N)
[Name] (location eg Perth, NSW...)
[Name] (location eg Perth, NSW...)
[Name] (location eg Perth, NSW...)
[Name] (location eg Perth, NSW...)
[Name] (location eg Perth, NSW...)

OR

The RFQ was advertised on Tenders WA on (date)and/orin the (insert name of newspaper) on (date).

Following the advertising of the Request for Quote the following Responses were received:

Respondent’s Name / Location
[Name] / (location eg Perth, NSW...)
[Name] / (location eg Perth, NSW...)
[Name] / (location eg Perth, NSW...)
[Name] / (location eg Perth, NSW...)
[Name] / (location eg Perth, NSW...)

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RFQ EVALUATION REPORT

2.3QUALITATIVE SCORE AND PRICE SUMMARY TABLE

Qualitative Requirement / Weighting / [Insert Respondent Name]
Raw / Weighted / Raw / Weighted / Raw / Weighted / Raw / Weighted / Raw / Weighted
/9 / /9[1] / %[2] / /9 / /9 / % / /9 / /9 / % / /9 / /9 / % / /9 / /9 / %
[Insert Qualitative Requirement from RFQ] / [Insert Weighting]%
%
%
%
Total Weighted Score (%) / %
Qualitative Ranking
Price (inc GST)
Imported Content Impost[For products only, delete if not applicable. Refer to the RFQ Products on how to apply the impost]
Regional Price Preference[Delete if not applicable. Refer to the RFQ for how to apply regional price preferences]
Total Price (inc GST)
Price Ranking

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3.RECOMMENDATION

3.1BASIS

[Name of Respondent] is the evaluation panel’s recommended or preferredRespondent.

The basis for this decision is as follows:

a)Quality

(Briefly Discuss)

b)Price

(Briefly Discuss)

In summary, [name of Respondent] is best suited to meet the Request requirements and represents Value for Money.

3.2REFEREE REPORTS [IF APPLICABLE]

The following table provides a summary of the referees contacted and their comments in relation to the recommended or preferred Respondent.

Referee Contact / Comments
[Organisation and contact person]
[Organisation and contact person]

In summary, the referee reports supported the Evaluation Panel’s recommendation.

[Or]

[Provide further comments]

3.3ISSUES TO BE RESOLVED

No issues to be resolved.

OR

[State issues as applicable and provide detail]

3.4COMPETITIVE NEUTRALITY

[Delete if not applicable]

The [name of tertiary institution or government organisation]provided a covering letter from the [title of the head of the institution / organisation] certifying that their offer had been calculated on a full commercial basis and [if appropriate] verified by an independent expert.

4.ENDORSEMENT BY EVALUATION PANEL

Name:______DATE:____/_____/201__

Name:______DATE:____/_____/201__

Name:______DATE:____/_____/201__

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APPENDIX A – COMPARATIVE STATEMENT

[DELETE IF NOT REQUIRED i.e. IF LOWEST PRICED OFFER RECOMMENDED OR IF SOLE RESPONDENT]

COMPARATIVE STATEMENT – QUALITATIVE REQUIREMENTS AND PRICE

A summary statement for each Respondent is provided below.The summaries have been prepared for the purposes of providing feedback to Respondents and as a brief overview of the principal issues used by the evaluation panel to reach a decision on the recommended or preferred Respondent. The summaries are not meant to cover all criteria and issues discussed by the evaluation panel.

[Insert Respondent Name]
Total weighted score (%) / [insert percentage]%
Scoreranking / [insert ranking ie 1/5]
Total price (inc GST) / $[insert amount]
Price ranking / [insert ranking ie 3/5]
Summary of the response to the qualitative requirements / [provide a summary]
Summary of the price / [provide a summary of the price ie competitive, expensive etc]
Outcome / RECOMMENDED or NOT RECOMMENDED

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Buy Local Reporting Requirements
The below information is provided to assist public authorities with their annual Buy Local Reporting requirements
[The Buy Local Reporting Requirements table is:
  • provided to assist agencies to record information necessary for completing the Buy Local questions on systems such as Tenders WA, and also to assist agencies to confirm the accuracy of Buy Local Reports at the end of each annual reporting period;
  • to be completed for each Request prior to the Evaluation Report being signed off;
  • designed to provide information for a single contract awarded to a single contractor. If there is more than 1 contract and/or 1 contractor, the table should be amended to suit.]

Contract Title / [Insert contract title]
Request Number / [Insert Request number]
Contract Authority or Customer / [Insert Contract Authority or Customer name]
Total Contract Value (including ext. options) / $[insert value](inc. GST)[Insert total contract value as stated in the Summary on page 3]
[Copy and paste this table, or insert extra columns, for each contract and/or supplier] / Contract[insert 1, 2, 3...]. Supplier: [insert name]
a) Is the Contractor a small business, employing less than 20 people? / Yes [OR] No
b) What is the ContractDelivery Point / [Insert Perth, Gascoyne, Goldfields- Esperance, Great Southern, Kimberley, Mid West, Peel, Pilbara, South West, Wheatbelt][If the Contract Delivery Point is not regional insert Perth]
c) Value of Contract with this particular Contractor (including ext. options) / $[insert value](inc. GST)[Insert value of the individual contract with this suppier. If only 1 contract and supplier insert the total contract value]
d) Where is the Contractor located for the purposes of this contract? / [Insert region (Perth, Gascoyne, Goldfields- Esperance, Great Southern, Kimberley, Mid West, Peel, Pilbara, South West, Wheatbelt) or leave blank if lcoation is outside WA],
[Insert state (or country if located outside Australia)]
e) Is the Contractor a localbusiness (according to page 46 of the Buy Local policy)? / Yes [OR] No
f) Was the contract awarded to a local, regional business located within the Contract Prescribed Distance? (Regional based contracts only) / Yes [OR] No[OR delete options and leave blank if not a regional contract delivery point]
g) Was the contract awarded as a direct result of applying a Regional Price Preference?(Regional based contracts only)
If yes, what was the total value of the regional price preference that was applied? / Yes [OR] No[OR delete options and leave blank if not a regional contract delivery point]
$[insert value](inc. GST)

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[1]To calculate the Weighted /9 score, multiply the Weighting % by the raw score and divide by 100.For example 20% weighting multiplied by the Raw Score of 8 = 160 then divide by 100 = 1.6.

[2] To calculate the Weighted %, divide the Weighting % by 9 and then multiply by the Raw score. For example 20% weighting divided by 9 = 2.22 multiplied by the Raw Score of 8 =17.78% (rounded up).