Tender Reference No:
Project Manager:
Date Issued:
Date Closed:
To approve the recommendation for the acceptance of tender for the insert Project purpose in order to proceed with insert Project title.
Summarise the background taking the information from the Project Initiation Document (PID)
Summarise details of the actual purchase or expenditure, i.e. consultants, equipment
Start with information from the PID
4.1 Key Business Objectives
4.2 Desired Outcomes:
Tender Recommendation 1

Summarise the main risks and the control strategies to minimise impact. In some instances you may be required to identify a contingency plan for a high risk. This information should come out of a PID (which came from the project risk assessment). It may be useful to include the risk assessment as an appendix to this document.
Detail how the tender was issued, these details come out of the actual tender document sent out to the vendors and companies the tender was issued to, these details are in the procurement plan . Remove Headings that don’t apply, for example if there was no advertisement removes that section.
6.1 Process
6.2 Advertisement
6.3 Release of Tender
6.4 Tender Briefing and Site Visit
7.1 Responses received insert tender number tender responses received by the advertised closing date and time. The tender opening was attended by insert names of people in attendance in accordance with the established Evaluation Plan and the University’s tender opening practices. Tenders were received from:

Name

Name
7.2 Late Tenders
Remove section if this doesn’t apply
7.3 Non-Conforming Tenders
Remove section if this doesn’t apply
7.4 Conforming Tenders
As part of the completeness check undertaken by the evaluation panel, insert number of tenders tenders were deemed as being sufficiently complete (subject to clarifications below) to proceed into the next state of evaluation. A summary of the completeness check findings is provided below:
Tender Recommendation 2

Tenderer Details of omission/clarification required
1.
1.
1.
8.1 Evaluation Panel
The membership of the Evaluation Panel comprised:
Name Title Evaluation Panel
Membership
8.2 Evaluation Criteria and Weightings
All tenders received were assessed using the published evaluation criteria. The evaluation criteria were made available to all tenderers in the RFT document.
The evaluation criteria weighting adopted is as per the Evaluation Plan and are provided below:
Mandatory Weighting
8.3 Scoring
The scoring method was documented in the Evaluation Plan, and the evaluation approach was finalised before tenders were opened and made available to the
Evaluation Panel. The following scoring methodology was adopted by the Evaluation
Panel:
Insert table with scoring method from the evaluation matrix
9.1 Evaluation Process
Remove sections that are not applicable, or add others if required, for example if there were no clarifications remove that section.
9.1.1 First Evaluation Panel Meeting
Tender Recommendation 3

9.1.2 Post tender clarifications from First Evaluation Panel Meeting
At the conclusion of the first evaluation panel meeting, it was determined that further clarification was required, see below for details
Tenderer
Tenderer 1
Details of omission or clarification
1.
2.
Tenderer 2
Tenderer 3
1.
2.
1.
2
9.1.3 Second Evaluation Panel meeting
9.1.4 Post tender clarifications from Second Evaluation Panel Meeting
9.2 Value for money assessment
As detailed in the Evaluation Plan, a value for money assessment was undertaken to select the preferred supplier. Value for money is a measurement of financial and non-financial factors, including, quality levels; performance standards; and environmental benefits/impacts. Furthermore, value for money is assessed on a
‘whole of life’ basis of the contract, with a view to long-term sustainability of the proposal from each company responding to the tender.
Detail any value for money comparisons included in the assessment.
9.3 Evaluation outcome
Following is the summarised evaluation outcome for each tenderer, further information is provided in the attached evaluation matrix.
9.3.1 Recommended Preferred Supplier
Details of the recommended supplier and why recommended. Generally write 1 paragraph summary.
9.3.2 Shortlisted Tenders
Details of the other suppliers. Generally write 1 paragraph summary for each supplier
9.4 Value for Money
The table below shows a summary of the result given for the scored evaluation criteria and the contract value
Supplier Weighted Score Tender price
Tender Recommendation 4

Supplier 1
Supplier 2
Supplier 3
Detail the budget in a table, obtain the information from the PID. This budget covers the tender cost plus any other associated costs like internal labour, non tender costs.
Detail the timelines for the project, add or remove lines as required
The Project Milestones are summarised as:
Activity
Project Start – Up
Project Initiation
Hardware ordered
Project delivery
Close out project
Milestone Date
Name
State your recommendations.
If the recommendation is to re-evaluate state why.
Evaluation Committee members
Position Signature Date
Tender Recommendation 5