WI 4412 CONDUCT OF TENDER EVALUATION PANEL
PURPOSE:
This document sets out the process of establishing and conducting a Tender Evaluation
Panel for the University.
The Tender Evaluation Panel is the sole authority for evaluating and making a
recommendation to the Tender Panel for the approval of contracts that are subject to a
formal tender process.
The Evaluation Panel is to be representative of all stakeholders including the Primary
University client.
PROCESS:
Selection of Tender Evaluation Panel members
1. The appropriate member of the Procurement office chairs the Evaluation Panel.
2. The composition is generally numbered between 3 – 7 staff, consisting of the following:
a. The University client
b. Other University stake holders.
3. Wherever possible the Evaluation Panel composition should be representative of both
genders.
Tender Evaluation Panel Process
1. Prior to the closing date for the Tender, the Procurement office generates a scoring
sheet, generally an Excel spreadsheet, which includes the Selection Criteria which
have been advertised in the Tender. Any weighting which is to be applied to the
Selection Criteria should be agreed prior to the receipt of the tenders.
2. Following receipt of Tenders, the tender documentation is provided to all members of
the Evaluation Panel. The scoring sheet is used as an aid to assist each of the
members to independently score the tenders received and record comments. Panel
members provide summaries to the Chair Evaluation Panel. All evaluation sheets
should be retained on file.
3. The Chair Evaluation Panel summarises the Panel members’ responses in a
summary Value for Money calculator.
Evaluation Panel meets to review
discrepancies in the scoring and reach agreement regarding the final scores and
recommendations. The final evaluation sheets are to be retained on file.
4. The Chair Evaluation Panel summarises the process and recommendations in a
Memorandum which is signed by all members of the Evaluation Panel. The Chair of
the Evaluation Panel then forwards the recommendations to the Tender Committee
for endorsement of the recommendation, prior to any further action on the tender.
Master document located at: Document1
IR# 2475
R6-10-11 Finance And Asset Services
Work Instruction Page 1 of 1