Selecting the Winning Tender

Fairness and Transparency

It is important for the Project Team to decide as a group how the selection will proceed: they may mark the tenders individually, then discuss and agree the final scoring, or they may jointly allocate scores to each tender.  Decisions and reasoning must be recorded.

The simplest way to assess each of the tenders is to rate them against the weightings allocated to the selection criteria (see Specification of Requirements).  As an example, if "Equipment Performance" carried a total weighting of 40%, then the firm which offered the best option in terms of the performance specification should receive a score equal or close to the maximum for this, with the firm in second place receiving a lower score dependent on how their performance was rated in relation to the spec.  By methodically working through the criteria for each tender submitted, the end result should be a set of total scores for the suppliers expressed as percentages, leading to a logical and transparent selection.  When it comes to prices Procurement use a standard formula to allocate scores. 

Note:

We may not use any reason that was not detailed within the selection criteria to either make an award or reject any submission.

The scores allocated by the Project Team are to be recorded along with narrative detailing the reasoning behind the decisions, and the results are to be forwarded to Procurement.