Documents by Stage: Source

  1. Prepare Tender documents including:
    1. Conditions of Tendering/Introduction.
    2. Specification – this will clearly and unambiguously outline the required service and/or product.
    3. Performance Measures.
    4. Response Forms.
    5. Any Terms and Conditions of Contract (if not through an approved scheme).
    6. Ensure any Industry Briefings and Site Visits have been scheduled and form part of the Tender Documents.
    7. Any additional requirements have to be clearly stated.
  2. If one quote is being requested, use the above bullet points as a guide for preparing a simplified quote request, providing sufficient information for the supplier to provide a comprehensive quote to IPART.
  1. Prepare Evaluation Plan (EP) and Evaluation Criteria, including any mandatory business requirements and weightings.
  2. Where appropriate select and invite members to form an Evaluation Committee (EC).
  3. Issue EC members with Conflict of Interest and Confidentiality declaration forms.
  1. Prepare invitation and distribution.
  2. For one quote – Request for Quote can be issued by eMail or via the NSW Tender eQuote portal (the latter is preferable).
  3. Minimum of 3 quotes are to requested via the eQuote service, unless one of more of the suppliers are not registered for a Whole of Government Arrangement, then email is to be used.
  4. Ensure that suppliers are given sufficient time to prepare and submit their Tender response.
  1. If a site visit is part of the Tender, prepare invite, manage attendee communication and attend site visits and/or Briefing Session.
  2. Assist with responding to any questions (these are to be documented).
  1. Issue any clarifications, addendums, responses to questions in a fair and timely manner.
  2. EC members or other team members may be asked to assist with a response to a question raised by a supplier.
  3. Consider the need for an extension to the response time where an addendum requires suppliers to gather further information and/or amend their response to IPART.
  4. Ensure all suppliers receive the same information and that all communication with suppliers is in writing and is maintained in the RM8 SOURCE folder.
  1. Manage tender close and co-ordinate EC members for Tender opening.
  2. Any extensions to the Close Date or Close Time must be communicated to all Suppliers and cannot occur if any Tender response has already been received.
  3. Document any extensions.
  1. Open eQuote and download received tenders.
  2. Check Tenders are conforming. Where a Tender is non-conforming, ensure that file notes are made and filed with any  non-conforming Tender in RM8 SOURCE sub folder.
  3. Distribute conforming Tenders to EC members (EC to receive and maintain confidentiality of Tenders).
  1. For one quote – assess the quote to determine whether the supplier has the capabilities to meet the Requirement, in the set timeframe and within the estimated budget.
  2. Determine who will evaluate the financial component of the response to the Tender (Project Manager may allocate this task to an SME/ Analyst). Use of formula to determine weightings and issue weightings to EC members for inclusion on scorecard.
  3. Provide the EC Members with a scorecard and instructions on how to complete them. Remind EC members of the evaluation completion data and collate all completed scorecards on or prior to the required date.
  4. Facilitate an EC meeting to discuss scorecards and outcome.
  5. Where Suppliers have not been selected for a Whole of Government Arrangement, reference checks from previous clients may be conducted.
  6. EC to attend the evaluation meeting.
  1. Manage clarifications and any presentations  (manage attendance).
  2. Prepare presentation agendas and any revised evaluation criteria.
  3. Raise any request for clarification through Project manager.
  1. In the event new information or the Requirements and/or Specification has changed a Best and Final Offer (BAFO) may be recommended and issued to suppliers to enable them to respond to and re-quote.
  2. A BAFO, if agreed, will also require a re-evaluation of scorecards (all versions of scorecards kept on file in the RM8 SOURCE folder).
  3. A BAFO may only be issued to a selection of suppliers if the Evaluation Committee can demonstrate that those suppliers that are not invited to provide a BAFO do not have the capabilities to warrant further consideration.
  1. The Procurement Recommendation Report will include as a minimum the following information:
  2. Following the EC meeting, a Procurement Recommendation Report will be completed in line with the decisions made and agreed by the EC.
    1. A summary of the procurement process.
    2. Details of all the suppliers that responded to the invitation and their final evaluation scores.
    3. The recommendation to award to the highest ranked supplier or clear justification and reasons for an award to an alternative supplier.
    4. Approval for expenditure.
  3. If a single quote was requested and evaluated  then prepare a request to raise a Purchase Order Request from Finance if the evaluation was considered to be successful.
  4. Relevant core Executive and Financial Delegate to review and sign Procurement Recommendation Report.