How your offer is evaluated

The evaluation process looks at which offers provide the best value for money and the best outcomes for Western Australia.

During the evaluation process, the evaluation panel will consider cost and non-cost factors and also any wider benefits your offer may provide for Western Australia. The sections below give a step by step summary of the evaluation process, and also outline how the contract is awarded, and how you will find out if you have been successful.

Evaluation criteria

Agencies consider cost and non-cost factors, and make a decision based on value.

To prepare the best offer, consider the following factors.

  • Lifecycle costs (for your goods) and whole of contract life costs (for your services). This includes costs associated with acquisition, delivery, distribution, holding, consumables, maintenance and disposal.
  • Technical merits of your goods or services, such as compliance with specifications, contractual terms and conditions and methods of assuring quality.
  • Your managerial and technical capabilities and compliance history.
  • Your financial viability and capacity to supply without risk of default.
  • How you can minimise other risk factors that may impact on lifecycle costs and value.

Wider benefits to Western Australia

The evaluation panel will also consider any wider benefits to Western Australia including:

  • If you are a local supplier or use local and small suppliers
  • If you are a supplier from regional Western Australia
  • If you promote an innovative local business environment and encourage the adoption of new technology
  • If you are addressing any environmental impacts of the purchase

 

Steps in the evaluation process

The following steps provide an overview of the evaluation process.
  1. An evaluation panel is organised. Panel members understand the goods or services required and the evaluation process.
  2. Offers are assessed for completeness and compliance. Offers that do not contain all the requested information may be excluded from evaluation.
  3. Each panel member assesses each offer against the stated selection requirements of the request.
  4. All members of the evaluation panel meet to agree the best value for money offers based on the selection requirements of the request. The most suitable suppliers may be contacted for more information. This could include due diligence checks, financial audits, inspections, presentations and interviews.
  5. The evaluation report recommends the preferred supplier.
  6. The State Tender Review Committee (for goods and services) or the Community Services Procurement Review Committee (for community services) endorse the evaluation report, if the total contract value is over $5 million dollars.
  7. An agency officer with appropriate authority approves the evaluation report recommendation.
  8. A contract is awarded to the successful supplier.
  9. Feedback is provided to unsuccessful suppliers upon request.

Making a decision

The evaluation panel prepares a report which recommends a supplier that provides the best value for money.

​If the total contract value is $5 million or above, the State Tender Review Committee (for goods and services) or the Community Services Procurement Review Committee (for community services) are to endorse the evaluation report.

These committees ensure that high value or high risk projects:

Contract award

What happens if you are successful or unsuccessful

​Once the appropriate review committee has endorsed the report, an authorised agency officer will approve the evaluation report.

If you are the successful supplier, you will receive an acceptance letter. This letter is the official legal acceptance of your offer and the award of the contract.

If you are unsuccessful, you will also be notified. The notice will include the name of the successful supplier and the total contract value.

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