The process for evaluating quotes and tenders is designed around the type of good or service being purchased. This customised approach ensures the evaluation process aligns with the overall objectives for the procurement process.
Quote Evaluation
Quotations are evaluated against both the criteria and the best value for money outcome. This does not necessarily mean choosing the cheapest price.
The South Australian Government is determined to obtain the best value for money. This takes into account quality, service, delivery and price. Value for money will incorporate various elements including, whole of life costs, compliance and the quality and reliability of supply.
When your quotation is being evaluated the evaluator may request some clarifications or further information from you to assist in their determination.
The evaluation process consists of the following stages:
- Mandatory Evaluation Criteria Assessment
- Weighted Evaluation Criteria – Individual Scoring
- Weighted Evaluation Criteria – Consensus Scoring
- Value for Money
- Industry Participation Plan (IPP)
- Overall Assessment and Comparison
Tender Evaluation
The aim of a tender evaluation process is to fairly and equitably assess all bids submitted by the market and deliver the best value for money outcome.
Tenders are evaluated against criteria that was sought during the tender stage. As with quotations, the South Australian Government is determined to obtain the best value for money whilst taking into account, quality, service, delivery and price in a timely and efficient manner.
In addition, your Industry Participation Plan (IPP) will also be assessed as part of this process.
Once tenders are received, an initial check and preliminary evaluation is conducted to verify the completeness of a submission, including that all mandatory requirements have been addressed and the response complies with the conditions of tendering.
The evaluation process for tenders includes the following stages:
- Forming an evaluation panel
- Initial check of offers to ensure requested information is included
- Mandatory (individual scoring) and weighted (consensus scoring) evaluation criteria assessment, including value for money and overall assessment/comparison
- Clarifications or additional information sought by the evaluation panel as required
- Negotiations take place as required
- Supplier(s) is/are selected and the appropriate delegate approves this selection
- The contract is awarded.
Quick Tip - As a guide, from when the tender closes, most evaluation and approval processes take up to two months to contract award. This is often dependent on the complexity, scope and number of responses received.
