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Evaluation of tenders

Offers will generally be evaluated via a three (3) gate evaluation process.

An alternate evaluation methodology for a specific procurement may be utilised by the City where it is considered advantageous to do so; and any publicly available information may be taken into consideration when conducting evaluation of tenders.

Due diligence criteria

These are designed to enable the City to filter offers that do not conform to the invitation to offer requirements or pose unacceptable risk. Due diligence criteria allows the City to assess the risk of an offer, at any of the gates, to determine whether an offer is acceptable to continue in the evaluation process.

Gate 1: Mandatory criteria

These are formed, in terms of minimum specified requirements, to allow the City to filter out those submissions that do not conform to the mandatory requirements that are specified in the invitation to offer documentation. Non-conforming offers (which don’t meet the mandatory criteria requirements) will not be further evaluated.

Gate 2: Capability scoring criteria

These are formed to allow the City to select capable offers based on a combination of capability (80 per cent) and local benefits criteria weightings (20 per cent minimum). The City will assign a relative score out of 5 for each capability criterion. Each scoring criterion also has a percentage weighting allocated to it to represent its relative importance and worth in the selection process (out of 100 per cent).

Gate 3: Value for money criteria

Offers are selected based on pricing criteria with the best value pricing submission(s) chosen.

An optional total cost of ownership (TCO) / pricing gate may be added when considered advantageous to do so, and considers both qualitative and quantitative criteria relative to each other. A fourth evaluation gate will include a weighted combination of capability and TCO to determine the most advantageous offer.

Supplier briefings/site inspections

At the discretion of the City, where included in the invitation to offer documentation, supplier briefings/site inspections may be held as part of the invitation to offer process and will include all suppliers wishing to respond to an offer. The purpose of the supplier briefing is to present to potential suppliers information about the specifications, conditions of offer and conditions of contracts and then provide the opportunity for attendees to ask further questions of clarification, which will be documented along with the responses and issued as addenda to all registered suppliers.

Changes to offers prior to offer period closing

These will be done by way of on addendum. All addendum will be forwarded to all tenderers by way of LGTenderbox. Where appropriate, the tender period may be extended when an addendum is issued at the discretion of the Chief Procurement Officer. All queries should be addressed only to the Contact Officer listed within the tender documentation.

Action by the City after receiving tenders

After the close of the tender date, the City may without limitation to any other action open to it:

Request clarifications

If so requested by City, the supplier must submit by the date and time specified information in clarification regarding their submission. Failure to provide the requested information may result in the offer being deemed non-conforming and it will not be evaluated further.

Invitation to change offers

The City’s Procurement Policy and Contract Manual provide that the City may invite all suppliers who submitted an offer to change their offers where there is a change in the invitation to offer documentation. This is during the period of the close offer but before any offer is recommended for acceptance. Should the change have resulted in alternative suppliers submitting an offer, consideration will be given to withdrawing the invitation to offer and readvertising.

Enter into post tender negotiations

The City may negotiate with suppliers after the close of offers when it has expressly reserved the right in the conditions of offer. Only suppliers who proceed to gate 3 may be invited to enter into negotiations. The commencement of negotiations with one or more supplier is not an indication that a particular supplier's response has been unsuccessful or successful. All negotiations will be handled with probity and the equality of opportunity will be maintained throughout the negotiations.

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