Elements and Performance Criteria
- Prepare appropriate documentation
- Preparation of documentation is managed.
- Conditions of tendering the contract and specifications meet organisation/government policies and guidelines.
- Tendering process conforms with tender/supply code.
- An appropriately experienced officer is identified to handle all inquiries during the tender process and all tenderers are advised of clarifications.
- Establish the basis of tendering
- Receive and assess tenders
- Documents are received and opened in accordance with organisational policies and procedures.
- Tenders are checked for compliance with conditions set out in request for offers.
- Details of tenders are compared with established evaluation criteria.
- Checks are made to ensure that principles of probity, fairness and commercial confidentiality are met throughout the tender process.
- Issues which may require negotiation are identified.
- Select successful respondent/s
- Selection is based on evaluation criteria and relevant factors affecting the tender.
- Selection is ethically sound and does not breach probity principles.
- All actual or potential conflicts of interests are disclosed.
- Where possible the contractor is selected from a registered panel of contractors who are proven to have the relevant expertise and capacity.
- Contractor's price and conditions are examined in order to determine that the offer is clear, calculable and not open to manipulation.
- A cost-benefit analysis shows that the selected contractor offers best value for money.
- Finalise contract details
- Letter of acceptance outlines all relevant requirements for signing of documentation and satisfaction of pre-commencement conditions.
- Discrepancies and disagreements about proposed supply arrangements are clarified and resolved prior to entering into the agreement.
- Contract is properly executed by the successful proponent and is in accordance with legal requirements.
- Unsuccessful tenderers are briefed if appropriate.
- Contract conditions are read and understood by all personnel involved in contract administration.
- Contract documents are prepared, approved and distributed.
- Fulfilment of any outstanding requirements is checked and rectified if necessary.
- Evaluate performance of the contract on completion
- Contract conditions and responsibilities are reviewed with relevant personnel to ensure satisfactory completion of contract.
- Contract completion is authorised in writing to confirm completed services have been undertaken according to contract objectives and specifications.
- Contractor performance/level of service is evaluated against agreed benchmark.