Receive and evaluate tenders

Tenders should be submitted directly to the department (note: where the Purchasing Department lead the tender process the tenders will be received via Source-to-Contract system, GEP). There is a legal requirement to hold (and not open) tenders until the close date and time specified in the invitation to tender. Once this date and time has passed the tenders can be reviewed.

Tenders should initially be reviewed by evaluators individually (three evaluators is ideal). The evaluators should score each tender against the agreed evaluation criteria. A blank Evaluation Matrix (XLS)  and Standard Scoring Guide (PPT) are available for use.

Once the evaluators have scored the tenders they should meet to produce a single moderated score for each criterion. The aim is to achieve this single score through discussion and consensus.

If clarifications are required during this process these should be managed through a single point of contact. This ensures that all evaluators are provided with all relevant clarifications and that where a clarification modifies an initial tender response a full audit trail of the changes is maintained.

If the evaluation results in the identification of a suitable supplier, it is recommended that the department takes the opportunity, before informing the supplier, to further negotiate any of the costs or details of their tender response.

If the evaluation is not conclusive then a further review of suppliers may be required via presentations or follow up meetings. It is recommended that information received during presentations or follow up meetings is used to revise original evaluation score; a full audit trail should be kept of such revisions.