Quotation Evaluation and Probity Plan - standard
Version 3 (August 2013)
Quotation No. [Quotation no.]
[QUOTATION TITLE]
[Concise Description of goods or services to which the
quotation relates]
In order to complete this document you will need to insert information relevant to the purchase as indicated
by the shaded text boxes. To do this, click on a shaded text box and begin typing. Further guidelines for
drafting this document and links to supporting information are provided as coloured text.
Please be aware that this template is not to be regarded as a static document. Each plan should be customised
as the length and details will vary according to the complexity of the purchase and agency requirements.
Department of [name]
[date]
[Quotation Title]
Table of Contents
1
PURPOSE OF THE QUOTATION EVALUATION AND PROBITY PLAN ............................ 3
2
DESCRIPTION OF REQUIREMENT ........................................................................................... 3
3
2.1
BACKGROUND ................................................................................................................................................................ 3
2.2
PURPOSE OF RFQ ........................................................................................................................................................... 3
2.3
DESIRED OUTCOMES ...................................................................................................................................................... 3
2.4
COST ESTIMATES ............................................................................................................................................................. 3
2.5
PROCUREMENT METHODOLOGY .................................................................................................................................. 4
PROBITY AND ACCOUNTABILITY.......................................................................................... 4
3.1
PROBITY............................................................................................................................................................................ 4
3.2
CONFIDENTIALITY AGREEMENT AND CONFLICT OF INTEREST DECLARATION ..................................................... 4
3.3
SECURITY AND CONFIDENTIALITY ............................................................................................................................... 5
3.4
AUTHORISED CONTACT OFFICER ................................................................................................................................ 5
3.5
DISTRIBUTION OF REQUEST FOR QUOTATION DOCUMENTATION ........................................................................ 6
3.6
RECEIPT OF OFFERS......................................................................................................................................................... 7
3.7
LATE OFFERS .................................................................................................................................................................... 7
3.8
REQUESTS FOR CLARIFICATION .................................................................................................................................... 7
3.9
CRITICAL ISSUES OR RISKS RELATED TO THE PROCUREMENT ................................................................................... 8
4
EVALUATION COMMITTEE ...................................................................................................... 8
5
EVALUATION SCHEDULE ......................................................................................................... 9
6
EVALUATION ............................................................................................................................... 9
6.1
EVALUATION METHODOLOGY (EXAMPLE NO. 1) ..................................................................................................... 10
6.1.1
Conditions for Participation ................................................................................................................................................ 10
6.1.2
Compliance criteria ............................................................................................................................................................... 10
6.1.3
Evaluation Criteria ................................................................................................................................................................. 11
6.1.4
Qualitative Criteria ................................................................................................................................................................ 12
6.1.5
Quantitative criteria .............................................................................................................................................................. 13
6.1.6
Value for Money .................................................................................................................................................................... 13
EVALUATION METHODOLOGY (EXAMPLE NO. 2 – AS REQUESTED BY DHHS) .................................................................. 13
6.1.1
Conditions for Participation ................................................................................................................................................ 13
6.1.2
Compliance criteria ............................................................................................................................................................... 14
6.1.3
Evaluation Criteria ................................................................................................................................................................. 14
6.1.4
Value for Money .................................................................................................................................................................... 17
6.2
SHORT LISTING / SETTING ASIDE OFFERS .................................................................................................................. 17
6.3
ALTERNATIVE OFFERS ................................................................................................................................................... 17
6.4
SUPPLIER PRESENTATIONS ............................................................................................................................................ 17
6.5
EVALUATION REPORT................................................................................................................................................... 17
7
CONTRACT NEGOTIATIONS ................................................................................................. 18
8
CRITICAL DATES ....................................................................................................................... 18
[Quotation Title]
9
DEBRIEFING OF UNSUCCESSFUL SUPPLIERS .................................................................... 18
10
CONTRACT MANAGEMENT ................................................................................................... 19
11
ATTACHMENT 1 EXAMPLE OF DETAILED EVALUATION CRITERIA TABLE FOR THE
FIRST EXAMPLE IN ITEM 6.1 ........................................................................................................... 20
[Quotation Title]
Quotation Evaluation and Probity Plan
1
Purpose of the Quotation Evaluation and Probity Plan
A Request For Quotation (RFQ) has been developed that seeks to engage/obtain
Insert description of service/product for a Insert number of months/years contract
period.
This Quotation Evaluation and Probity Plan is the planning and control document in
conducting the evaluation of offers received in response to the RFQ. The Plan sets
out:
 the processes and principles to be followed when evaluating offers;
 individual responsibilities of persons associated with the procurement; and
 the evaluation schedule.
2
Description of Requirement
The RFQ seeks a insert service provider/product provider able to provide Insert
detailed description of service/product required.
2.1
Background
Insert information on how the project originated and any other detail of significance to
the purchase. Information may include details of current arrangements or reasons for
purchase.
2.2
Purpose of RFQ
The purpose of this Quotation process is to identify a provider who can provide the
required Insert service/product to achieve the desired outcomes.
2.3
Desired Outcomes
The following outcomes have been identified for this procurement:
This section should outline what you wish to achieve from the procurement. Outcomes
may have been identified in strategic planning processes and/or may include desired
client, output or business targets. Examples may include: ability to meet agency
requirements, timeliness, best value for money, fixed contract period, acceptable quality
of product etc.
insert desired outcomes
2.4
Cost Estimates
Retain, replace or insert sentences as required.
The estimated cost of the Insert service/product is approximately $Insert value.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 3
[Quotation Title]
2.5
Procurement Methodology
The quotation process will be conducted, in accordance with the principles and
processes set out in the Treasurer’s Instructions.
The Committee Chair is Insert position, relevant experience of committee chair and is
fully conversant with all policy requirements relating to procurement which includes
the requirements of Treasurer’s Instructions 1100 and 1400 series.
3
Probity and Accountability
3.1
Probity
Promoting probity is an integral element of the quotation and contracting process and
is the responsibility of all staff members associated with this RFQ. The broad
objectives of the probity process are to:
 ensure conformity to processes that are designed to achieve best value for money;
 improve accountability;
 encourage commercial competition on the basis that all offers will be assessed
against the same criteria;
 preserve public and supplier confidence in government processes; and
 improve defensibility of decisions to potential administrative and legal challenge.
These objectives are underpinned by five essential principles as follows:
1.
open competitive process,
2.
transparency of process,
3.
identification and resolution of conflicts of interest,
4.
accountability, and
5.
monitoring and evaluating performance.
The Evaluation Committee will consider these principles throughout all stages of the
procurement process in order to achieve best value for money.
For more information relating to Probity see the Guidelines.
3.2
Confidentiality Agreement and Conflict of Interest Declaration
Guidance/example information - reference can be made to specific/agency/procurement
based processes if desired.
Members of the Evaluation Committee are required to familiarise themselves with the
Procurement Principles outlined in Treasurer’s Instruction 1101 and their obligations
under the State Service Act 2000.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 4
[Quotation Title]
Members of the Evaluation Committee, advisors and other staff directly involved in
the procurement processes will sign a Confidentiality and Conflict of Interest
Declaration at the commencement of their involvement in the process and at the very
latest, prior to being provided with access to information on, or submitted by, any
supplier. Members will be required to declare any relationships or connections they
currently have, or previously had, to suppliers or their employees. In addition,
members of the Evaluation Committee and advisors are to declare the existence of
any real or perceived conflict of interest as soon as they become aware of it.
Throughout the process members of the Evaluation Committee or advisors to the
Committee cannot accept offers of gifts, meals etc from any interested party and/or
prospective supplier.
In the case where a nominee to, or a Member of the Evaluation Committee declares a
conflict of interest with a prospective supplier and due to the nature of the conflict,
either the nominee/member or the Evaluation Committee feel that the person could
not continue their involvement without potentially compromising the process, that
person will be replaced on the Evaluation Committee.
Follow this link to access the Confidentiality Agreement and Conflict of Interest
Declaration.
3.3
Security and Confidentiality
Guidance/example information - reference can be made to specific/agency/procurement
based processes if desired.
It is essential for the integrity of the evaluation process that security and
confidentiality are maintained. Suppliers have a right to expect that commercial
information will be treated in confidence. Lapses in security on the part of any
Evaluation Committee member may seriously jeopardise the evaluation process.
Similarly, the Committee must maintain the confidentiality and physical security of
evaluation reports and other information generated during the evaluation.
While it is understood that requests under ‘Right to Information’ legislation could
ultimately lead to the disclosure of ‘confidential’ information, this does not diminish
the need for the evaluation process to be conducted in a secure manner.
3.4
Authorised Contact Officer
Guidance/example information - reference can be made to specific/agency/procurement
based processes if desired. For example, reference may be made to your agency’s specific
processes in handling phone or written enquiries or enquiries from the media if necessary.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 5
[Quotation Title]
As stated in the quotation documentation, the only departmental officer who is
authorised to deal with enquiries is Insert Name on (03) Insert contact number.
Should any other officer receive an enquiry, which relates to the procurement
process, that officer must decline to respond and refer the enquiry immediately to the
Authorised Contact Officer.
All contact with prospective suppliers is to be documented, transparent, and unbiased.
The Authorised Contact Officer is to use good judgment in responding to questions
and is not to disclose any matter that would prejudice the Quotation objectives or any
matter which is confidential or commercial-in-confidence to another party.
Consistent information is to be provided in response to an enquiry and subsequently
supplied uniformly to all prospective suppliers.
The Authorised Contact Officer will limit information provided to clarification of
procedural issues or documentation, and ensure that any additional information
provided to one prospective supplier is provided to all. Under no circumstances is
information to be provided which gives, or has the potential to give, an unfair
advantage to the enquirer. Any questions or requests of this nature are to be put in
writing and submitted to the Authorised Contact Officer.
The membership of the Evaluation Committee will not be disclosed to suppliers under
any circumstances. This will minimise the likelihood of suppliers contacting Committee
members in an attempt to solicit information and/or influence the evaluation process.
In any situation where an Evaluation Committee member is concerned he or she may
have been compromised, or that such a perception may exist, they will document
details promptly and raise the matter with the Evaluation Committee. Advice on how
best to address the matter will be sought from Insert Name if required.
3.5
Distribution of Request for Quotation documentation
Request for Quotation documents are to be sent directly to:
Table should detail the suppliers identified during the marketing stage as those to be
approached to quote.
Organisation/supplier
Address
1.
2.
3.
4.
5.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 6
[Quotation Title]
3.6
Receipt of Offers
Guidance/example information - reference can be made to specific/agency/procurement
based processes if desired.
Offers are to be lodged by suppliers ensuring that the Department has received Insert
lodgement requirements before the closing date and time stated in the RFQ
document.
Any offers received prior to the closing time will be held in a secure location to
maintain confidentiality, to ensure probity and to protect the individuals involved from
claims of unfair practices. The date and time that offers are received will be marked on
each offer before it is placed in the secure location.
The offers will be opened Insert opening requirements.
For further information refer to TI 1109 Procurement Documentation and Receipt and
Opening of Submissions: Goods and Services.
3.7
Late Offers
Late offers will be treated in accordance with the ‘Late Offers’ guidance provided in
the RFQ.
For further information refer to TI 1109 Procurement Documentation and Receipt and
Opening of Submissions: Goods and Services.
3.8
Requests for Clarification
Guidance/example information - reference can be made to specific/agency/procurement
based processes if desired.
To enable the Evaluation Committee to thoroughly evaluate offers it may be necessary
for the Committee to request clarification of information provided in an offer. To the
extent practicable, clarification will be sought and recorded in writing. In the event
that a supplier has been invited to an interview or to make a presentation (see
section 0), matters of clarification will also be documented. In each case, the
Authorised Contact Officer will coordinate the clarification process. Clarification does
not mean that suppliers can revise their original offer and therefore no new or
additional information will be requested or permitted at this point.
Should Evaluation Committee members be asked a specific question during an
interview or presentation, they will be required to provide a factual answer, never a
personal opinion.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 7
[Quotation Title]
Further guidance will be sought from Insert Name in the event that it is unclear
whether additional information submitted by a supplier is truly a clarification of offered
information, or whether it effectively amounts to the submission of late material that
seeks to vary the existing offer.
3.9
Critical Issues or Risks related to the Procurement
Guidance/example information – should be amended to reflect position relevant to this
Procurement.
Risk management is the process of identifying risks, analysing their consequences and
devising appropriate responses.
An assessment of risk should be undertaken to provide greater certainty that this
quotation and contracting process will produce a successful outcome. Dependant on
the nature, cost, and complexity of the procurement, the Evaluation Committee may
need to develop a risk management plan.
Issue/Risk
Consequences
Action
Insert known issue/risk
Insert consequences
Insert known issue/risk
Insert consequences
Insert known issue/risk
Insert consequences
Insert appropriate action to
minimise risk
Insert appropriate action to
minimise risk
Insert appropriate action to
minimise risk
4
Evaluation Committee
The Evaluation Committee will consist of the following representatives:
Table should outline the roles and responsibilities of all those involved in the quotation
and evaluation processes. Retain or delete rows as necessary.
Name
Title
Branch/Department
Committee Role
Insert Name
Insert Title
Insert Branch/Dept
Chair
Insert Name
Insert Title
Insert Branch/Dept
Member
Insert Name
Insert Title
Insert Branch/Dept
Member
Insert Name
Insert Title
Insert Branch/Dept
Executive Officer
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 8
[Quotation Title]
5
Evaluation Schedule
The following table outlines the key activities, tasks and dates underpinning this
procurement and evaluation process.
Retain, replace or insert other tasks as required from the following table.
Task
Procurement Authorisation and Plan request
approved by appropriate delegate
Quotation Evaluation and Probity Plan
approval (this document)
RFQ documentation approved
RFQ issued
RFQ closing date
Evaluation of quotations completed
Evaluation report prepared
Evaluation report QA’d
Procurement Review Committee submission
prepared and lodged (where applicable)
Procurement Review Committee approval
(where applicable)
Approval by Delegate
Notification of successful and unsuccessful
suppliers
Finalise contract
Website reporting undertaken, if appropriate
Debriefing of unsuccessful suppliers
Contract start date
6
Scheduled Completion Date
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
____/____/____
Evaluation
The information provided in relation to the evaluation must be the same as that provided
in the RFQ documentation. The actual evaluation methodology will vary between
procurements.
Two example methodologies are provided below in italics – if either of these examples is
used it MUST be adapted to suit the particular criteria and methodology decided upon by
the evaluation committee.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 9
[Quotation Title]
6.1
Evaluation Methodology (example no. 1)
The Evaluation Committee, in accordance with the evaluation criteria specified in the RFQ
and reproduced in this document, will evaluate all offers utilising the methodology set out
below.
6.1.1 Conditions for Participation
Italicised text is an example only - to be modified and/or removed as required. Conditions
for participation are the minimum mandatory conditions that potential suppliers must
meet in order for their submission to be considered. These requirements are assessed as
either being ‘met’ or ‘not met’ by a supplier in the first stage of evaluation of their
submission. A failure of a supplier to meet conditions for participation that are specified in
an approach to the market must result in their submission being rejected. As such, the
evaluation committee when drafting this documentation should carefully consider the use
of such conditions.
Offers will initially be assessed for compliance with the conditions for participation set out in
the RFQ document reproduced below. The following table details the conditions for
participation.
Insert appropriate conditions for participation in table below.
Conditions for participation
Insert conditions for participation eg The successful supplier must hold a practising certificate
issued by the Australasian Society of Accountants
These conditions will not be point scored or included in the evaluation criteria. Each offer will
be assessed on a Yes/No basis as to whether the condition is met. Non-conformity with
conditions for participation will eliminate a supplier from further consideration.
6.1.2 Compliance criteria
Italicised text is an example only - to be modified and/or removed as required.
Offers will then be assessed for an appropriate level of compliance with the requirements set
out in the RFQ and for an appropriate level of compliance with and acceptance of the
conditions of contract, or other specified requirements. Compliance with the RFQ is taken to
mean:

Submission of the offer by the closing date and in accordance with all other
lodgement instructions;

Provision of all of the information requested in the RFQ; and

Demonstrated ability to meet all mandatory conditions of quotation and specification.
The following table details any additional specific compliance criteria.
Insert appropriate criteria below.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 10
[Quotation Title]
Compliance criteria
Insert compliance criteria eg insurance requirements
These conditions will not be point scored or included in the evaluation criteria. Each offer will
be assessed on a Yes/No basis for an appropriate level of compliance.
6.1.3 Evaluation Criteria
Italicised text is an example only - to be modified and/or removed as required.
Compliant offers will then be evaluated against a set of weighted criteria. Qualitative and
quantitative criteria are to be individually assessed against the set of weighted criteria below
and a normalised score calculated for each. The resulting normalised scores for each will then
be added to deliver an overall ranking of offers. The criteria will then be weighted in
accordance with the following table:
Insert appropriate criteria below. Retain, delete or insert rows as required.
Evaluation Criteria
Qualitative Criteria
Insert evaluation criteria
Quantitative Criteria
Cost
TOTAL
Weight
a%
b%
c%
x%
100%
To assist suppliers to address the evaluation criterion, it is advisable to clearly describe
information that should be provided against each criterion. See Attachment 1 for an
example.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 11
[Quotation Title]
6.1.4 Qualitative Criteria
Italicised text is an example only - to be modified and/or removed as required.
Each member of the evaluation committee will individually assess each offer against the
following scoring matrix and the average score for each criterion will be used to determine a
preliminary combined score for each criterion.
Score
Description Full Description
10
Exceptional
8 to <10
Superior
6 to <8
Good
4 to <6
Adequate
2 to <4
Inadequate
>0 to <2
Poor to
deficient
0
Unacceptable
Full achievement of the requirements specified in the RFQ for that
criterion. Demonstrated strengths, no errors, weaknesses or
omissions.
Sound achievement of the requirements specified in the RFQ for
that criterion. Some minor errors, risks, weaknesses or omissions,
which may be acceptable as offered.
Reasonable achievement of the requirements specified in the RFQ
for that criterion. Some errors, risks, weaknesses or omissions,
which can be corrected/overcome with minimum effort.
Satisfactory achievement of the requirements specified in the RFQ
for that criterion. Some errors, risks, weaknesses or omissions,
which are possible to correct/overcome and make acceptable.
Minimal achievement of the requirements specified in the RFQ for
that criterion. Several errors, risks, weaknesses or omissions, which
are possible, but difficult to correct/overcome and make
acceptable.
No achievement of the requirements specified in the RFQ for that
criterion. Existence of numerous errors, risks, weaknesses or
omissions, which are very difficult to correct/overcome and make
acceptable.
Totally deficient and non-compliant for that criterion.
The combined score (for each criteria) will then be weighted using the following formula:
score for each criteria
x
weight for that criteria
=
weighted score for that criteia
The weighted scores for each criteria for each offer will then be added together and this score
normalised using the following formula.
eg
Sum of qualitative score for each offer
Highest sum of non-price scores
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
x
10
=
normalised score
Page No. 12
[Quotation Title]
6.1.5 Quantitative criteria
A normalised score for price will be determined using the following methodology: the lowest
price will be given a value of 10 and to normalise the quantitative criteria for the remaining
offers, each supplier’s price will be divided by the lowest offer price and multiplied by 10:
eg
lowest offer price
quotation price
x
10
= normalised score
6.1.6 Value for Money
Following the qualitative and quantitative scores being normalised, they will be weighted in
accordance with this document and added together to determine the overall ranking of the
suppliers in terms of best value for money.
eg
Value for money = (Normalised qualitative score X Qualitative score weighting) + (Normalised quantitative score X
Quantitative score weighting)
Evaluation Methodology (example no. 2 – as requested by DHHS)
The Evaluation Committee, in accordance with the evaluation criteria specified in the RFQ
and reproduced in this document, will evaluate all offers utilising the methodology set out
below. This methodology involves a three-stage process:
 Conditions for Participation;
 Qualitative evaluation; and
 Value for money.
6.1.1 Conditions for Participation
Italicised text is an example only - to be modified and/or removed as required. Conditions
for participation are the minimum mandatory conditions that potential suppliers must
meet in order for their submission to be considered. These requirements are assessed as
either being ‘met’ or ‘not met’ by a supplier in the first stage of evaluation of their
submission. A failure of a supplier to meet conditions for participation that are specified in
an approach to the market must result in their submission being rejected. As such, the
evaluation committee when drafting this documentation should carefully consider the use
of such conditions.
Offers will initially be assessed for compliance with the conditions for participation set out in
the RFQ document reproduced below. The following table details the conditions for
participation.
Insert appropriate conditions for participation in table below.
Conditions for participation
Insert conditions for participation eg The successful supplier must hold a practising certificate
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 13
[Quotation Title]
issued by the Australasian Society of Accountants
These conditions will not be point scored or included in the evaluation criteria. Each offer will
be assessed on a Yes/No basis as to whether the condition is met. Non-conformity with
conditions for participation will eliminate a supplier from further consideration.
6.1.2 Compliance criteria
Italicised text is an example only - to be modified and/or removed as required.
Offers will then be assessed for an appropriate level of compliance with the requirements set
out in the RFQ and for an appropriate level of compliance with and acceptance of the
conditions of contract, or other specified requirements. Compliance with the RFQ is taken to
mean:

Submission of the offer by the closing date and in accordance with all other
lodgement instructions;

Provision of all of the information requested in the RFQ; and

Demonstrated ability to meet all mandatory conditions of quotation and specification.
The following table details any additional specific compliance criteria.
Insert appropriate criteria below.
Compliance criteria
Insert compliance criteria eg insurance requirements
These conditions will not be point scored or included in the evaluation criteria. Each offer will
be assessed on a Yes/No basis for an appropriate level of compliance.
6.1.3 Evaluation Criteria
Italicised text is an example only - to be modified and/or removed as required.
Compliant offers will then be evaluated against a set of weighted qualitative (ie non-price)
evaluation criteria.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 14
[Quotation Title]
The following table details the evaluation criteria and the weightings for this stage of the
evaluation process.
Qualitative Evaluation Criteria
Weight
Insert evaluation criteria
a%
b%
c%
d%
TOTAL
100%
Note: The 100% weighting applies only to the non-price selection criteria.
The supplier’s ability to satisfy the qualitative criteria will be assessed on the basis of scores
allocated by the Evaluation Committee by consensus in response to questions relating to each
criterion and then weighted as detailed above.
The scoring will be based on the degree of achievement by the supplier of the requirements
set out in the RFQ. A maximum score for each criterion will be given if the achievement of the
criterion is fully compliant, with no risks and weaknesses. The score will be reduced
proportionate to the extent of non-conformities, discrepancies, errors, omissions, and risks for
the Government.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 15
[Quotation Title]
Scoring will be based on the following allocation:
Score
Description
Full Description
10
Exceptional
Full achievement of the requirements specified in the RFQ for
that
criterion.
Demonstrated
strengths,
no
errors,
weaknesses or omissions.
8 to <10
Superior
Sound achievement of the requirements specified in the RFQ
for that criterion. Some minor errors, risks, weaknesses or
omissions, which may be acceptable as offered.
6 to <8
Good
Reasonable achievement of the requirements specified in the
RFQ for that criterion. Some errors, risks, weaknesses or
omissions, which can be corrected/overcome with minimum
effort.
4 to <6
Adequate
Satisfactory achievement of the requirements specified in the
RFQ for that criterion. Some errors, risks, weaknesses or
omissions, which are possible to correct/overcome and make
acceptable.
2 to <4
Inadequate
Minimal achievement of the requirements specified in the
RFQ for that criterion. Several errors, risks, weaknesses or
omissions,
which
are
possible,
but
difficult
to
correct/overcome and make acceptable.
>0 to <2
Poor to deficient
No achievement of the requirements specified in the RFQ for
that
criterion.
Existence
of
numerous
errors,
risks,
weaknesses or omissions, which are very difficult to
correct/overcome and make acceptable.
0
Unacceptable
Totally deficient and non-compliant for that criterion.
The score that each supplier receives will provide a numeric basis for comparison of the
offers. The recommendation on the preferred supplier will be based on scoring comparisons.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 16
[Quotation Title]
6.1.4 Value for Money
‘Value for money’ will be assessed based on the combined outcomes of the assessments of the
qualitative criteria and price. In assessing ‘value for money’ major factors to be considered include:

The quality of the proposed Insert good/service, ie how well it meets the specified requirements;
vs

Whole of life costs; vs

Risk, ie the capacity of the tenderer to deliver the Insert good/service, as specified, on-time and
on-budget.
Consideration will also be given to any benefits in buying locally.
6.2
Short listing / Setting Aside Offers
Offers which are clearly non-competitive and have no reasonable prospect of exhibiting the
best value for money compared to other offers will be excluded from detailed evaluation.
The reasons for exclusion must be defensible in the context of requirements and clearly
identified. If short listing / setting aside offers is to be allowed for, it must be provided for in the
RFQ.
6.3
Alternative Offers
The Evaluation Committee will evaluate alternative offers in accordance with the provisions
contained in the RFQ. Consideration is to be given to whether alternative offers will be
considered. If not, this section and that contained in the RFQ should be deleted.
6.4
Supplier Presentations
As stated in the RFQ, suppliers may be requested to make a formal presentation to the
Evaluation Committee to clarify their offer and provide the opportunity for the Evaluation
Committee to ask questions. No new or additional information will be requested or
permitted at this point (see section 0). Consideration is to be given to whether presentations
will be required. If not, this section should be deleted.
6.5
Evaluation Report
On completion of the evaluation process, the final results will be documented in an
Evaluation Report, which will detail:
 a comprehensive record of the application of the evaluation methodology referred to
above;
 the number of offers received (Tasmanian and overall total);
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 17
[Quotation Title]




the scores determined for each criterion for each short listed offer with adequate
commentary to explain the score;
the relative ranking of the suppliers;
a recommendation as to the preferred supplier or suppliers; and
the rationale used to select the preferred supplier.
The Evaluation Report will also highlight any key issues that must be addressed via
negotiation and/or require ongoing scrutiny once the contract has commenced.
The Evaluation Report will be considered by the Evaluation Committee and once approved,
signed by all Committee members and forwarded for endorsement by the Procurement
Review Committee, where appropriate or approval by the respective delegate.
7
Contract Negotiations
A period of negotiation with the successful suppliers(s) may arise following completion of
the quotation phase and will commence subject to approval by the Procurement Review
Committee (if appropriate) and/or the delegate.
This period will result in executed copies of contractual documentation being completed
and may necessitate a combination of meetings and written exchanges. Negotiators are to
ensure the negotiation approach is appropriate to the nature of this project, is open and
fair, meets the needs of the supplier(s) and can be accommodated within the supplier(s)’s
resources. Negotiations must not result in material change to the requirements of the offer.
The outcome of the negotiations will be reflected in the final contract and all negotiation
discussions and outcomes will be documented.
8
Critical Dates
Retain, replace or insert other information as required.
It is essential that the new contract be commenced on Insert day/month/year.
9
Debriefing of Unsuccessful Suppliers
All unsuccessful suppliers will be offered the opportunity to be debriefed. The purpose of
the debriefing is to assist suppliers to offer more competitive submissions in the future by
identifying ways in which the offer could have been improved. The debriefing process will be
conducted by a member or members of the Evaluation Committee and may be carried out
by telephone, letter or by interview.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 18
[Quotation Title]
Advice on debriefing arrangements will be included in the quotation documentation. No
comparisons will be made with the winning offer, other than price, and the debriefing
process will not be used to justify the selection of the successful supplier.
10
Contract Management
The contract will be managed by Insert name.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 19
[Quotation Title]
11
Attachment 1 Example of detailed evaluation criteria table for the
first example in item 6.1
This table is an
example only of the information that should be contained in item 6.1.2.
Officers should prepare a table that meets the evaluation requirements and methods of
measure for their specific procurement. The table should be included in the RFQ as well as in
this document.
Qualitative and Price Criteria
Example Criteria
Weighting
Capacity to undertake the work set out in the specification
a%
Could include such sub-items (either sub-weighted or not):

Capacity to provide ………………….. in a timely manner;

Personnel responsible for the operation of this contract;

Previous contractual performances /demonstrated ability to handle contracts of
a similar type;

Current and intended contractual commitments; and

Details of Financial viability.
Knowledge of modern project management skills
b%
Could include such sub-items (either sub-weighted or not):

Details of skills and relevant knowledge;

Details of knowledge of relevant legislation/case law/policies;

Details of Quality Management Systems to be applied;

Details of proposed program; and

Details of systems to be utilised.
Previous experience in work similar to that being undertaken by the Agency
c%
Could include such sub-items (either sub-weighted or not):

Details of relevant experience and demonstrated track record; and

References.
Price
Cost of the services including fees and other charges together with method and
x%
terms of payment.
Quotation Evaluation and Probity Plan
Quotation No. [Quotation No.]
Page No. 20