goods_and_service_procurement_practice_guide.doc

A briefing for potential suppliers can be held to

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A briefing for potential suppliers can be held to provide them with an overview of the Request and what is being sought. The briefing also provides an opportunity for potential suppliers to clarify issues before the Request’s closing date. If attending a briefing session is mandatory for suppliers, this should be clearly stated as a pre-qualification requirement. The legal entity recorded in the attendance register must match the name of the entity submitting the offer. Refer to Appendix – Guidelines for Tender Briefings/Site Inspections for more information. Record all enquiries from potential suppliers. Where the enquiry requires a change to the Request, issue an addendum to the potential suppliers. Where potential suppliers seek clarification, this process should be managed in such a way as to not give one potential supplier an unfair advantage. Refer to Appendix – Technical Enquiries Contact Person for more information 24 Ver. December 2017
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Receive and record offers An authorised officer should be responsible for the tender opening process. Offers must be held in a secure location. During the opening process it is recommended that at least two officers should be present. The procedures for the receipt, opening and registration of offers must safeguard their security and confidentiality. Be mindful of probity issues associated with late offers. Contact Tendering Services on [email protected] or (08) 6551 2345 for further information and advice on best practice in the tender opening process. Retain all relevant documentation and information, particularly the offers themselves, on file in a secure and confidential manner for audit purposes and to protect the interests of suppliers. It is worth remembering at this point the legislation relating to record management practices, including the Financial Management Act (2006), Freedom of Information Act (1992) and the State Records Act (2000). Evaluate offers Now that the responses have been received, it is time to evaluate the offers. It is time to convene the evaluation panel and review the offers. Finance has developed templates to assist with the process. The Finance member of the evaluation panel will facilitate the process. The Finance evaluation handbook template provides a format and methodology for rating the responses according to the selection criteria. The evaluation handbook should be prepared and the evaluation methodology and scoring agreed to by the evaluation panel before the Request’s closing date. Following completion of the tender evaluation process, prepare an evaluation and recommendation report recording the reasons for the evaluation panel’s recommendation. Reasons for the recommendation, and for the passing over of any lower priced offers, must be clearly documented and supported. The report should be a complete account of the evaluation and must be able to stand up to independent scrutiny.
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