The tender evaluation process is quite often a lengthy process with several key stakeholders involved. The tender is reviewed and in detail and scored against the evaluation criteria, which are weighted depending on the importance of each criteria. It is important when writing tenders that the writer has a solid understanding of the tender evaluation process. A good understanding of the tender evaluation process will greatly increase the chances of winning the tender. Tender evaluation can sometimes be referred to as tender adjudication, but in Australia is more commonly referred to as tender evaluation.
Sometimes mid tender reviews are held. A mid tender review will help to clarify any matters that could potentially be incorrect and lead to potential compliance issues. This can greatly assist the tender writer as it ensures that they are on the right track in responding to the criteria. Many people assume that the main aspect the tender evaluation team focus on is the pricing included in the tender. Pricing is certainly a key aspect but in today’s day and age a more holistic approach is taken. Companies are seeking value for money and quality contracts more so than price being the deciding factor alone. The most economically advantageous tender is typically more sought after.
Typically, the tender evaluation team will focus on the following criteria when reviewing and evaluating a tender document. Price, relevant experience, resource availability, past performance, understanding the requirements, management systems and skills, and technical skills. Compliance with the tender requirements is also a crucial factor to watch for in the tender evaluation process. As mentioned earlier, the tender criteria are weighted to reflect the importance to the client. When writing the tender, one must always keep in mind the weighting of each criteria. A score will then be allocated to each criteria. The tender evaluation team will usually allocate a score between zero and ten. A more complicated tender may include benchmarks and this process is slightly more complex than that of a simple scoring system more commonly used by the tender evaluation team. The more the tender writer understands about the tender evaluation process and how it is set up, the better chances of success.
After the tender evaluation process has occurred the client will then enter negotiations with the prospective client or supplier. The tender evaluation team may also wish to clarify certain aspects of the tender. The tender evaluation team may even enter the negotiation process with two separate prospective clients and then choose the best option for them. It is imperative that all tender processes are backed with supporting documentation and this documentation is retained for audit purposes. If a new contractor is awarded the contract, both the new and existing contractors will be provided with each other’s details. The new contractors then hold the responsibility to start negotiations if staff transfers are a requirement of the contract. Once an agreement is made between the supplier and the tender evaluation team, contracts then need to be signed carefully.
If you need assistance with tender evaluation, Tenders A to Z can help. We have assembled a network of experienced Tender Evaluators who can assist you with evaluating your tender. Visit www.tenderwritingaz.com.au and contact us today for an obligation free quote for tender evaluation.