3.3 Evaluate Bids
Bid evaluation is a key stage of the procurement process. The process should ensure that:
- the contract award decision is objective;
- the decision making process is fair, transparent and auditable;
- the purchaser can demonstrate best value in the tender process.
As a matter of good practice, no member of the evaluation panel should assess both the quality/technical elements and the commercial elements of the bid. Often technical aspects of a bid are completely evaluated and scored prior to the financial bid submissions being opened.
Some generic “do’s” and “don’ts” related to bid evaluation:
Do
- Make note of areas that are unclear for clarification with the bidder
- Read the submission at face value and score on the basis of the information provided
- Score tenders independently and discuss any irregularities at a bid evaluation meeting
- Ensure full justification for scoring is provided for each question to assist with debriefing
Don’t
- ‘Read between the lines’ or make assumptions
- Collude with other panel members to agree scoring collectively
- Make changes to the evaluation criteria during the process - the criteria MUST be the same as that published in the bid invitation documentation.
A consideration of part of bid evaluation is the determination of whether the bids received are compliant with key aspects of the BIS. To assist with this a bid compliance matrix is often prepared, a sample of which is below. Depending on agreed evaluation criteria and the severity of the non-compliance, non-compliant bids may be excluded from further evaluation. Once the compliance of the bids is generally confirmed, the remainder of the formal bid evaluation can proceed.