Evaluation Report
Procurement No. [Insert Procurement No.]
[INSERT PROCUREMENT TITLE]
[Insert Procurement Description]
Department of [Insert Department
Name]
[Insert Date]
[Insert Procurement Title]
Table of Contents
Evaluation Report
1
2
3
Background ............................................................................................................................3
1.1
Project description .......................................................................................................3
1.2
Advertising the Request for Tender/Issuing the Request for Quotation ............................3
1.3
Submissions received ....................................................................................................3
Evaluation Methodology ..........................................................................................................3
2.1
Evaluation Committee ..................................................................................................4
2.2
Evaluation criteria and methodology ..............................................................................4
2.3
Evaluation process ........................................................................................................5
Findings of the Evaluation Committee ......................................................................................6
3.1
Findings following assessment of the desirable non-cost / qualitative criteria ....................6
3.2
Findings following assessment of value for money ...........................................................6
4
Probity Adviser’s Report .........................................................................................................7
5
Recommendation ...................................................................................................................7
Appendix A - Scoring against the Non-Cost / Qualitative Criteria
Evaluation Report
Page 2 of 8
Procurement No. [Insert No.]
Commercial-in-confidence
[Insert Procurement Title]
Evaluation Report
1
Background
1.1
Project description
Insert a brief description of the requirement.
1.2
Advertising the Request for Tender/Issuing the Request for Quotation
Contents may include information on:
1.3

where and when advertisements were placed in the print media, on purchasing.tas.gov.au
and elsewhere;

how many requests for submission/quote/tender were issued;

how many requests for tender documentation were received; and

how many requests for submission/quote/tender were sent to local businesses in comparison to
interstate and overseas firms.
Submissions received
Information may include:

the closing time;

how many submissions were received and from whom, as per the following table; and

information on late suppliers, how they were treated (ie. accepted or rejected) and why.
Company
Price
(excluding GST)
[Insert name of primary contractor A]
Sub-contractors:
$[insert price]
[Insert names of sub-contractors]
[Insert name of primary contractor B]
Sub-contractors:
$[insert price]
[Insert names of sub-contractors]
[Insert name of primary contractor C]
Sub-contractors:
$[insert price]
[Insert names of sub-contractors]
[Insert name of primary contractor D]
Sub-contractors:
2
$[insert price]
[Insert names of sub-contractors]
Evaluation Methodology
Much of the information provided in this section of the report can be based on information provided in
the evaluation plan developed during the planning phase of the purchase.
Evaluation Report
Page 3 of 8
Procurement No. [Insert No.]
Commercial-in-confidence
[Insert Procurement Title]
2.1
Evaluation Committee
Provide information on the membership of the evaluation committee, including, if applicable, their
specific roles and responsibilities. For example:
Name
Position
Department /
Organisation
Specific role /
responsibilities
Member A
Member B
Member C
Member D
2.2
Evaluation criteria and methodology
Information should be provided explaining the evaluation criteria selected and methodology used to
evaluate bids, including:

the evaluation criteria – indicating which were mandatory, and if weightings were applied;

evaluating compliance;

the shortlisting process and criteria;

the scoring system used (an example is provided in the table at the end of this section);

presentations by suppliers;

the process used for evaluating alternative offers;

the methodology and criteria used to assess risk;

the methodology used to assess value for money; and

due diligence processes.
This section should also include information on whether the Conditions provide for negotiations to be
undertaken, and if so, under what circumstances. Actual negotiations should not commence until the
Evaluation Committee’s selection recommendation has been approved.
Evaluation Report
Page 4 of 8
Procurement No. [Insert No.]
Commercial-in-confidence
[Insert Procurement Title]
Score
Description
Full Description
10
Exceptional
Full achievement of the requirements specified in the RFT for that
criterion. Demonstrated strengths, no errors, weaknesses or
omissions.
8 to <10
Superior
Sound achievement of the requirements specified in the RFT 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 RFT
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 RFT
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 RFT 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 RFT for that
criterion. Existence of numerous errors, risks, weaknesses or
omissions, which are very difficult to correct/overcome and make
acceptable.
0
2.3
Unacceptable
Totally deficient and non-compliant for that criterion.
Evaluation process
Each step of the actual evaluation process should be briefly documented, including dates and
outcomes. Information should include:

the initial review of bids, whether any bids were identified as being non-compliant, and if so, why
(note that all non-compliant bids are excluded from further evaluation);

meetings and discussions by the evaluation committee, their purpose and outcomes;

the shortlisting process and outcomes;

a brief resume of presentations made by suppliers, questions asked and answers received;

whether clarification was sought from any or all suppliers;

results from due diligence processes; and
Evaluation Report
Page 5 of 8
Procurement No. [Insert No.]
Commercial-in-confidence
[Insert Procurement Title]

whether any consultation was undertaken during the evaluation (for example with Crown Law),
the nature of the advice received, and whether that advice was accepted.
3
Findings of the Evaluation Committee
3.1
Findings following assessment of the desirable non-cost / qualitative criteria
Information provided in this section includes:

a summary of the Evaluation Committee’s scoring against each of the non-cost / qualitative
evaluation criteria (see Appendix A);

a list of the offers, ranked in order of achievement, as per the table at the end of this section;

brief comments on the performance of each of the firms against the qualitative criteria;

whether any bids were assessed as not adequately meeting the desirable non-cost / qualitative
criteria, giving reasons. These bids should be excluded from the value for money assessment
process.
Rank
Supplier
1
[Insert name of primary contractor that ranked 1 st]
Sub-contractors:
2
4
3.2
[Insert score]
[Insert names of sub-contractors]
[Insert name of primary contractor that ranked 4 th]
Sub-contractors:
[Insert score]
[Insert names of sub-contractors]
[Insert name of primary contractor that ranked 3 rd]
Sub-contractors:
[Insert score]
[Insert names of sub-contractors]
[Insert name of primary contractor that ranked 2 nd]
Sub-contractors:
3
Score
[Insert score]
[Insert names of sub-contractors]
Findings following assessment of value for money
Information in this section includes:

a list of the offers, ranked in order of achievement, as per the table at the end of this section;

brief comments on the value for money assessment of each firm; and

the rationale for selecting the preferred supplier. Reasons for overlooking lower priced tenders
must be clearly documented.
Evaluation Report
Page 6 of 8
Procurement No. [Insert No.]
Commercial-in-confidence
[Insert Procurement Title]
Overall
Rank
Supplier
Score
against
non-cost
criteria
1
[Insert name of primary contractor that ranked 1 st]
[Insert
Sub-contractors:
score]
[Insert names of sub-
Price
(excluding GST)
$[insert price]
contractors]
2
[Insert name of primary contractor that ranked 2nd]
[Insert
Sub-contractors:
score]
[Insert names of sub-
$[insert price]
contractors]
3
[Insert name of primary contractor that ranked 3 rd]
[Insert
Sub-contractors:
score]
[Insert names of sub-
$[insert price]
contractors]
4
[Insert name of primary contractor that ranked 4 th]
[Insert
Sub-contractors:
score]
[Insert names of sub-
$[insert price]
contractors]
4
Probity Adviser’s Report
If relevant, provide a brief summary of the Probity Adviser’s Report and attach a copy.
5
Recommendation
The section should include information on:

the recommended offer and price; and

if relevant, whether negotiations are recommended, and if so, on what basis.
If approval is given to undertake negotiations, the discussions and outcomes of the negotiations should
be recorded and a final recommendation made to the appropriate approval authority.
[Insert Name]
[Insert Position]
[Insert Department /
Organisation]
[Insert Date]
[Insert Name]
[Insert Position]
[Insert Department /
Organisation]
[Insert Name]
[Insert Position]
[Insert Department /
Organisation]
Evaluation Report
[Insert Name]
[Insert Position]
[Insert Department /
Organisation]
Page 7 of 8
Procurement No. [Insert No.]
Commercial-in-confidence
[Insert Procurement Title]
Appendix A
Scoring against the Non-Cost / Qualitative Criteria
Non-Cost Qualitative
Evaluation Criteria
1
[Non-cost evaluation
criteria 1]
(score out of [x])
2
[Non-cost evaluation
criteria 2]
(score out of [x])
3
[Non-cost evaluation
criteria 3]
(score out of [x])
4
[Non-cost evaluation
criteria 4]
(score out of [x])
5
[Non-cost evaluation
criteria 5]
(score out of [x])
6
[Non-cost evaluation
criteria 6]
(score out of [x])
Total (out of [x])
[Insert
Name of
Supplier A]
[Insert
Name of
Supplier B]
[Insert
Name of
Supplier C]
[Insert
Name of
Supplier D]