Quotations and tenders

The evaluation process is fair and equitable.

Most economical advantageous tender

This is the method by which costs and quality are brought into consideration. Lowest price is not always the best option and tenders will be evaluated to determine which offers the most economically advantageous tender.

Scoring or evaluation matrix

Tenders are scored comparatively against each other and a weighted evaluation matrix is devised for each tender exercise. Comments and scores are recorded on the evaluation matrix which shows how each tender compares against the award criteria. Consequently, this will also show relative comparisons between tenderers.

Interviews/presentations

Tenderers may be invited for interviews at which they are encouraged to make presentations in support of their bids.This gives the organisation and the council the opportunity to ensure that every aspect of the tender had been understood.  It also allows the organisation to ask the tenderer further questions and the evaluation panel to ask the tenderer clarification questions.

Approval and reporting mechanism

The decision to award a contract to a particular organisation does not always finish with the officers involved in the tender evaluation. Often, a recommendation will be made to a project board, or there will be a report to a council committee. At any stage the tender process is open to scrutiny by our Internal Audit section.

Debrief

All unsuccessful tenderers will be advised as to why their bid was unsuccessful. Further feedback may be requested if an organisation wishes to improve its future tenders.