BUILDING AND CONSTRUCTION

TENDER ASSESSMENT CHECKLIST

(Version 3 – January 2007)

Project Title ……………………………………………………………

…………………………………………………………….
Contract No ……………………………
Notes
• This checklist should be used in accordance with the Treasurer’s Instructions 1201 – 1229 whenever
building and construction tenders are reviewed.
• For each check either “tick” the box to signify compliance or insert “NA” in the box to signify that
the check is not applicable.
• The checklist should accompany the Tender Assessment Panel’s recommendation to the
Agency’s Procurement Review Committee.

Actions on Tender Receipt

Note: The original copy of any tender should not be written on or defaced.

1
… Checked that all documents to be supplied by tenderer have been submitted.

2
… All Tender Forms and Tender Schedule pages were appropriately signed by Tenderer.

3
… The Government Building and Construction Training Authority Compliance Declaration
has been submitted and signed.
4
… Procedures for any late tenders have been followed.

5
… Tenderers have acknowledged receipt of all addenda.

6
… Tenderer is an acceptable legal entity.

7
… The corporate status of a joint venture and each business entity sponsoring the joint
venture has been checked.

Initial Tender Assessment

8
… Mandatory Tender Schedules have been submitted and checked on receipt for
compliance. Eg Government Building and Construction Training Authority Compliance
Declaration.
9
… Omitted Tender Schedules and other information has been requested and checked for
compliance on receipt.
10
… Alternative tenders were allowed in tender conditions (if alternative tenders were
lodged).
11
… All necessary information required by the tender documents has been submitted and is
acceptable.
12
… Tenderers have provided specified alternative completion times.

13
… Reasons for passing over any tender have been documented on file. These were:

… failure to attend mandatory site meeting;

… tender was substantially non conforming;

… in addition to lodging an alternative tender, a mandatory conforming tender was

not lodged;
 … specified QA requirements not met;

… OHS&R Management System requirements not met;

… specified environmental management system requirements not met;

… tender price too low;

… tenderer has insufficient financial capacity;

… tenderer has insufficient technical capacity;

… nature and complexity of work is beyond experience of tenderer; or

… tenderer is currently overcommitted.

14
… The tender estimate has been checked (if the preferred tender is priced 10% or more
above or below tender estimate.
15
… Significantly high or low priced schedule or rates items and/or lump sum prices, when
compared with the tender estimate or other tenderers’ offers, have been examined and are
considered acceptable.
16
… The effect on relativity of tenders if actual quantities of high priced schedule of rates
items were to exceed the quantity indicated for tender purposes have been examined.
17
… A sensitivity analysis on rate only items, particularly if the rate is high compared with
either the value in the pre-tender estimate or that offered by other tenderers, has been
conducted to check effect on tender relativity.
18
… The tender sum includes provisional sums and/or schedule or rates sums (if these are
included in the tender).
19
… Tendered alternative completion times meet specified requirements.

20
… The reasons for accepting or rejecting alternative tenders have been recorded on file.

21
… The effect on weighted prices has been calculated for all tender evaluation criteria listed
in the tender documents which could affect tender relativity.
22
… The Procurement Practices Manual (PPM) for Tender Evaluation Using Weighted
Criteria for Building Works and Services has been followed.
23
… Extensions and additions of Lump Sums and/or Schedule of Rates in all tenders have
been checked and errors recorded.
24
… Tenderer’s qualifications, documentation departures, commercial conditions or
comments requiring clarification have been noted for resolution if tenderer is being
considered further.
25
… Tenders were assessed in accordance with the Conditions of Tendering, to identify the
lowest priced conforming tender.
26
… If the preferred tenderer’s price was considered to be low:

… the preferred tenderer has satisfactorily explained the low price and has confirmed
in writing that the price is correct; and

… it is considered that the work can be completed without the preferred tenderer
becoming financially distressed.
27
… Comments included in the preferred tenderer’s tender have been clarified with the
tenderer and were then treated as a qualification or clarification.
28
… For any qualifications and/or clarifications, whether technical, contractual or
commercial:

… the value has been estimated;

… if acceptable, the reasons for acceptance have been stated in the tender
 submission;

… the effect on relativity of tenders has been determined; and

… the preferred tenderer has withdrawn unacceptable qualifications.

29
… No other tenderer was disadvantaged by removal or acceptance of qualifications or minor
change in scope of the works to accommodate the preferred tenderer’s offer.
Note: The changing of tendered rates is not permitted. Tendered prices may only be
changed in accordance with the provisions of Check No. 22.
30
… A financial check on the preferred tenderer indicating satisfactory financial capacity has
been obtained.
31
… The following aspects of the preferred tenderer’s proposal have been checked and are
acceptable:

… construction methods (RFT);

… project environmental managing plan (RFT);

… Workplace Health and Safety (WHS) Contractor Management System

Questionnaire. (RFT); and

… construction program (RFT).

32
… The preferred tenderer has met the Department’s requirements for:

… pre-qualification;
(check for the tenderer’s name on the Treasury’s “Approved List of Pre-qualified
Contractors”).

… current commitments;

… technical capacity; and

… management and personnel capacity.

33
… A qualified specialist has concurred with the preferred tenderer’s technical tender
schedules.

No advice is to be given as to the standing of any tenderer relative to other tenderers

or estimated cost of the work.

Latter Stage Assessment Checks

34
… Formal confirmation of funding approval.

35
… Site availability status has been checked and is or will be available on time.

36
… All statutory approvals have been obtained.

37
… Has the project been included in the Art for Public Building Scheme.

38
… Is the project site in the Tasmanian Heritage Register.

… If so, have the requirements of the Historic Cultural Heritage Act 1995 been
met.
39
… The potential for conflict between this contract, other contractors on site or other
activities on the site has been reviewed and has been allowed for under the contract.
40
… The client’s agreement has been obtained to pass over tenderers because such tenderers
did not offer the best value for money when weighted.
 41
… If it was decided not to accept the tenders, the submission states:

… the reasons;

… whether it is intended to call fresh tenders; and

… the basis for calling fresh tenders, for example, an amended scope of work.

42
… Any subsequent correspondence has been retained for attachment to the contract.

43 … Verify with Treasury that the subcontractors, listed below,

are pre-qualified in the specific work categories, to a value that is at least equal to the
of the subcontract.
When a subcontract exceeds a value of $100 000 the main contractor shall for the
subcontracts listed below engage only subcontractors who are pre-qualified, with the
Department of Treasury and Finance, in the specific work categories, to a value that is
at least equal to the value of the subcontract.
If not included on the Tender Form, please obtain from the preferred tenderer the
following schedule of subcontractors (and prices) that he will engage on this project if
its tender is accepted.

For confirmation of subcontractor pre-qualification status check the tenderer’s name on

the Treasury’s “Approved List of Pre-qualified Contractors” or telephone Mike Hughes
(03) 6233 2917.

SCHEDULE OF SPECIALIST SUBCONTRACTORS (AS 2124-1992) Annexure Part B Clause 9.2)

Name Sum $
Mechanical Services
Electrical Services
Fire Services
Building Management and
Maintenance
Building Systems –
Monitoring and Control

In summary, the Tender Evaluation Committee acknowledges that the procurement and tender
assessment processes fully comply in all respects with Government policy and the Treasurer’s
Instructions. Any deviations from Government policy and the Treasurer’s Instructions have been
fully documented and provided to the Agency’s Procurement Review Committee.

Tender Evaluation Committee

Signature of Chairperson………………………………………

(Print name)…..……………………………………………….

Position…..……………………………………..……………..

Date……………………