How offers are evaluated

Outlines the process undertaken by the Department of Finance to assess works-related tenders (or offers).

After you submit an offer for a Finance works-related tender, it will be evaluated with other offers to determine which one provides the best value for money. The evaluation process is usually described in the request and may involve:

  • checking that the offers meet the requirements of the request
  • evaluating offers against any qualitative criteria (see below)
  • applying price preferences to eligible tenders
  • comparing the qualitative assessment to the submitted price/s (if price preferences are applied, this will use the adjusted price)
  • completing a business risk assessment for shortlisted respondent/s to ensure they have the financial capacity to fulfil the contract (applies to construction contracts over a set value only)
  • checking outstanding state tax obligations (applies to construction contracts over a set value only)
  • ensuring all respondents are kept informed throughout the process (see below)

Business risk assessments and outstanding tax obligation checks are also performed as part of the Builders Prequalification Scheme. 

Evaluation panels

Evaluation panels are used where qualitative criteria are included in a request.

Panels have at least two voting members whose role it is to:

  • identify the offer that best represents value for money
  • ensure the assessment is done fairly and in line with the details within the request
  • ensure compliance with procurement policies and principles
  • ensure the requirements of the request are evaluated in a way that can be measured and documented
  • recommend a contract is awarded and to which bidder. 

Consultants, for example architects or quantity surveyors, may be used to provide technical advice throughout the evaluation process but will generally be non-voting panel members.

Evaluating qualitative criteria

Evaluation panel member considerations when evaluating qualitative criteria.

When evaluating responses to qualitative criteria, panel members consider:

  • how well you understood the qualitative requirement
  • your demonstrated capability in relation to the qualitative requirement
  • the confidence the panel has that you will be able to meet the qualitative requirement

Panel members will review your offer independently before meeting to reach a consensus for each criterion.

Keeping you informed

Contractors will be kept informed of the progress of their tender submission (or offer) at key stages of the evaluation process.

These key stages include:

  • when, or if, your offer is deemed non-conforming
  • when your offer is undergoing further assessment
  • when the tender is placed on hold
  • when your offer is no longer undergoing further assessment
  • when you are the preferred tenderer
  • when the contract is awarded (also applies to consultants)

You can also seek feedback should your offer be unsuccessful, and we encourage you to do so. The contact person will be listed in the tender outcome letter.

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