TENDER EVALUATION REPORT

Insert Tender Name and/or

Insert Project Name
for
Insert School/College/Division

Notes on document use:

 Yellow highlighted sections must be completed

 Blue highlighted sections may be amended as necessary
 Non-highlighted areas are generic conditions or requirements that may be changed
where necessary but should be generally used in the majority of cases.

Please remove this box and all highlighting prior to document release
 TENDER EVALUATION REPORT

BACKGROUND
[Give sufficient detail in order that the reader will have a good understanding of the
project, why it is needed and where it is.]

FUNDING STATEMENT

The Funding summary is listed below:

Source: [insert year of budget]

ID: [insert project code or account codes]
Budget: [insert allocated budget]

PROCUREMENT PLAN

[Note who approved the Procurement Plan and when this was done. If no
Procurement Plan was completed prior to the evalulation, include an explanation of
why and complete the document noting that it was not in place prior to the evaluation.
This document containes information required by the Tender Evaluation Committee
to review and approve the proposal.

Attach a copy of the Procurement Plan]

CHANGES TO PROCUREMENT PLAN

[Indicate if there were any changes required to the Procurement Plan, what these
were and what effect they had on the outcome]

There were no changes required to the Procurement Plan.

PRE-TENDER ESTIMATE

[Outline the expected costs for the tendered part of the project and how this estimate
was prepared. The estimate may have been prepared based on consultants reports,
discussions with suppliers, previous contract values or estimates based on budgets
or previous experience.]

TENDER PROCESS

[Provide actual details from the completed tender process]

Contract Term: [6 weeks, 6 months, etc. Note any extensions that may be
available under the contract (egg. 2 Years + 1 Year extension)]

Tender Issued: [Date]

Tender Closed: [Date]

Addenda Issued: [Number of Addenda (if any) issued during the tender period
and that written confirmation was received for each from all
tenderers.]

Tender Receipt: [Indicate how the tenders were received (Tenderlink or other
means). If not Tenderlink, indicate why and what methods
were used to ensure probity.

Probity Advisor: [Indicate if a Probity Advisor was used or if there were any
variations from the Procurement Plan]

TENDERS RECEIVED
The following companies declined the invitation to submit a tender
TENDERER REASON

[Insert name of declined company] [Insert reason for declining]

The tenders submitted are summarised as follows:

TENDERER TENDER AMOUNT

[Tender Amount or indicate of the
[Tenderer Name]
proposal did not require a fixed price.]

Late Tenders
[Were there any late tenders? If so what was the decision of the TEC?]

TENDER EVALUATION

Conflicts of Interest
[All TEC Members to sign Conflict of Interest Declaration.

If any Conflicts of Interest were identified or arose during the evaluation process
describe these and identify how these were managed]

No Conflicts of Interest were identified during the Tender process.

Non Compliance and Qualifications:
[State whether there were any non compliances, qualifications or departures and how
the TEC handled them. Eg were they sufficiently major to have the tender excluded
from further consideration or were they of a minor nature sufficient to continue the
evaluation of the tender through the Technical stage.]

Additional Material:
[State whether any additional material was requested from any of the Tenderers.
This may include clarifications, additional hard/soft copies of provided
documentation, presentations or product/system demonstrations. Indicate how and
when these were provided and which TEC members attended if applicable]

OUTLINE ASSESSMENT

[Name of Tenderer 1]

[Outline the key points of the tenderers response. Also discuss any outstanding
strengths or weaknesses that were identified.

[Name of Tenderer 2]

[Outline the key points of the tenderers response. Also discuss any outstanding
strengths or weaknesses that were identified.

[Name of Tenderer 3]

[Outline the key points of the tenderers response. Also discuss any outstanding
strengths or weaknesses that were identified.

CLARIFICATIONS

[State whether there were any non compliances, qualifications or departures and how
the TEC handled them eg. were they sufficiently major to have the tender excluded
from further consideration or were they of a minor nature sufficient to continue the
evaluation of the tender through the Technical stage.]

CONTRACT / AGREEMENT

[Outline whether the contract / agreement was provided by the supplier or University.
Advice from the OLC must be sought on any contractual matters where a standard
OLC template contract was not used.
Indicate when OLC reviewed and agreed the contract and outline any areas of risk
which have affected the Tender Evaluation]

TECHNICAL EVALUATION SCORING

[The scoring for the Technical Evaluation should be taken from the Procurement
Plan. It can be summarized here or separate tables added to the document].

Criteria 1

Criteria 2

Criteria 3

Criteria 4
Tenderer Total
Score Rank
(XX)

 Weighting XX% XX% XX% XX%

 [Tenderer Name]            
             
             
             
             

PRICE ASSESSMENT

[Detail any pricing issues with tendered pricing.

Give particular attention to any pricing clarifications sought with tenderers and
quantify the impact on tendered pricing.]

Tendered pricing after clarifications:

Amended Tender
Tenderer GST Amended Total
Amount
[Tenderer Name]
PRICE SCORING

[The rating of the price should be included here or as a separate table attached to the
document.]

Total Score
Tenderer Price ex GST Rank
(LP/Price)*(Weighting)
LOWEST PRICE $

 [Tenderer Name] $
$
$
$
$
Note: All prices are ex GST

[Add text for price score comments.]

COMBINED ASSESSMENT

[The scoring for the overall evaluation should be taken from the Procurement Plan. It
can be summarized here or separate tables added to the document].

Technical Price Total Overall

Tenderer
Score Score Score Ranking
 [Tenderer Name]

[Add text for combined assessment comments.]

DUE DILIGENCE ENQUIRIES

State the outcome of the investigation of the following matters or nominate if they
were not applicable to these responses.

Due Diligence Applicable Outcome

Factor (Yes/No)
Scrutiny of Low Bids
Consideration of
previous supplier
performance
Referee reports
beyond those
provided
Verification of Case
Study or other
provided data
Criminal record
checks

[Add text for Due Diligence responses]

DOCUMENT LIST

[List any attached documents]

TENDER EVALUATION COMMITTEE RECOMMENDATION
It is the recommendation of the TEC that [insert tenderer legal name] be approved as
the successful supplier for [insert name of tender or project] for the tendered sum of
[insert amount of tender] excluding GST.

TEC NOTES AND OBSERVATIONS

[Name] [Name]
[Title] [Title]
TEC Chair TEC Member
[Date] [Date]

Name] [Name]
[Title] [Title]
TEC Member TEC Member
[Date] [Date]

The recommendation from the Tender Committee is to be provided to the

Financial Delegate prior to approving the purchase requisition and contract.
FINANCIAL DELEGATE APPROVAL

I have noted the recommendations of the Tender Review Committee and approve
[insert tenderer legal name] as the successful supplier for [insert name of tender or
project] for the tendered sum of [insert amount of tender] excluding GST.

[Include any line manager endorsement as necessary

Endorsed By:

Name: (in Block Letters) ………………………..................................................

Position: …………………………………………..................................................

Date: ……………

Location/Department: …………………………................................................. ]

Approved By (Financial Delegate):

Name: (in Block Letters) ………………………..................................................

Position: …………………………………………..................................................

Date: ……………

Location/Department: ………………………….................................................