Tender evaluation board report

TENDER EVALUATION BOARD REPORT

[MINOR WORKS CONTRACT/MEDIUM WORKS CONTRACT CONSTRUCT ONLY/DESIGN AND CONSTRUCT] PROJECT NO: 00000 PROJECT NAME: Project Name, this should be same as the ATM.
PROJECT SPONSOR:	DEFENCE estate works program office
CONTRACTOR PRE-TENDER ESTIMATE:	$0,000,000 ex GST
PREFERRED TENDERER PRICE:	$0,000,000 ex GST
TOTAL PROJECT COST:	$0,000,000 ex GST
Tender Evaluation Board Recommendation The Tender Evaluation Board recommends that [Insert Company Pty Ltd, ABN No.] (VENDOR #000000) be awarded the [Minor Works Contract / Medium Works Contract / Major Works Contract] for [Insert Project Number] for a contract price of $0,000,000 ex GST.
Tender Evaluation Board Signature Blocks NAME NAME NAME CHAIRPERSON MEMBER MEMBER DATE DATE DATE
Tender Evaluation Board Approval I am satisfied that [Insert Company Pty Ltd] recommended for Contract Award of [Insert Project Number] meets the requirements of the project and the processes contained in the Evaluation Plan have been followed. …………………………………………………… D. Harley A/Director DEWPO Date:

Executive Summary

1. 
   This Tender Evaluation Board Report (TEBR) is for works to [insert project name and brief description].
   

2. 
   The Program Facilities Acquisition Strategy (PFAS) and Program Tender Plan (PTP) for this procurement was approved via [insert version number, approved on date]. The PFAS/PTP approved a procurement method via [select from the text - the Defence Panel / an Open Tender / a Prequalified Tender, a Limited Tender – Multiple, a Limited Tender – Sole Source, a Limited Tender – Indigenous Business Enterprise (IBE)]. In accordance with this approval a Request for Tender (RFT) for [insert project number] was released on [Austender/via email] on DD Month Year and closed on DD Month Year. A copy of the approved PFAS/PTP is included in Annexure A.
   

3. 
   The Tender Evaluation Board (“Board”) was held on DD Month Year after all Board Members had carried out an individual assessment of the registrations in accordance with the requirements of the approved PTP.
   

4. 
   The Board recommends that [Insert Company Pty Ltd] be awarded the [Minor Works Contract / Medium Works Contract / Major Works Contract] for [insert project number] for a contract price of $0,000,000 ex GST.
   

5. 
   The project was working to an agreed total capital budget of $0,000,000, which included all fees, construction and contingencies, but excluded GST. The project will require a budget increase of $0,000,000 to cover the difference between the estimated total project cost and the new total project cost.
   

Description of the Project

6. 
   The project scope of works is [insert detailed Scope of Works (from tendered scope of works or Design Report) including key risks or key items of the scope that were important to the evaluation].
   

7. 
   The expected delivery timeframe in the RFT was XX weeks.
   

8. 
   This project is/is not Sponsor Funded. {If sponsor funded, include the following, otherwise delete} This is in alignment with approved funding/additional funds will need to be sought. Expected split of funding across financial years is;
   

16/17	17/18	Total

9. 
   Adequate funding for the total project cost outlined in this report has been confirmed, and is attached to this report at Annexure B.
   

Request for Tender

10. 
    Listed within the pricing schedule of the Request for Tender was a Provisional Sum for [insert items] to the value of $0,000,000 ex GST. This provisional sum was included for [insert reasons] and will be required to be included in the Preferred Tender Price pricing received.
    

11. 
    As outlined in the tender documentation, an Industry Briefing/Site Visit was/or was not held for this project on [insert date, insert location]. [Insert number of] companies attended.
    

12. 
    During the Tender Period the following Requests for Information (RFI’s) were received. An outline of RFI’s is shown below, including the date received;
    

1. 
   [Insert brief description of RFI and date received ie. Questions regarding scope item ]
   
2. 
   [Insert brief description of RFI and date received ie. Questions regarding how to respond]
   
3. 
   [Insert brief description of RFI and date received ie. Request for time extension]
   

13. 
    The Board can confirm that [All or No. out of No.] were responded to via an Addendum on AusTender. Details of each Addendum published are outlined below. {If an RFI was not responded to, confirm reasons why ie. RFI was received after cut-off date and tenderer was told it would not be responded to}.
    

14. 
    During the tender period there were [insert number] Addenda issued. An outline of each Addendum is below;
    

1. 
   [Insert Addendum number, date released and one liner on what it featured – ie. RFI responses (a-c above), change to industry briefing date, change to closing date].
   

Selection Process

15. 
    The following companies [were invited to submit tenders (if Panel/limited approach]/submitted tenders:
    

1. 
   [Insert Company Name];
   
2. 
   [Insert Company Name];
   
3. 
   [Insert Company Name]; and
   
4. 
   [Insert Company Name].
   

16. 
    {If limited tender include the following, otherwise delete} Of the above the following companies submitted a Tender:
    

1. 
   [Insert Company Name];
   
2. 
   [Insert Company Name];
   
3. 
   [Insert Company Name]; and
   
4. 
   [Insert Company Name].
   

17. 
    Of the above, the following companies attended the Industry Briefing/Site Visit detailed in the Request for Tender section above:
    

1. 
   [Insert Company Name];
   
2. 
   [Insert Company Name];
   
3. 
   [Insert Company Name]; and
   
4. 
   [Insert Company Name].
   

Tender Receipt and Opening

18. 
    Tenders closed at AEST 12.00pm on DD Month Year [via AusTender or email address for Panel approaches], and were opened by the Tender Compliance Officer, who is not involved in assessment of the tenders. At the time of tenders closing [insert number] tender submittals were received before the tender closing time and date. {For limited or panel tenders, if applicable add, otherwise delete} Prior to closing of tenders, [insert number] advised they would not be submitting a tender / did not meet the closing tender period.
    

Tender Assessment

19. 
    The Board comprised the following members:
    

a. [Insert Name], [Insert Title], [Insert Company], (Chairperson);

b. [Insert Name], [Insert Title], [Insert Company], (Member); and

c. [Insert Name], [Insert Title], [Insert Company], (Member).

Disclosures

20. 
    Members of the Board stated that they had no “Conflict of Interest” in relation to the tenderers for this project.
    

Tender Assessment Procedure

21. 
    The Technical Worth evaluation criteria for the Tender were made available to Board Members prior to the meeting.
    

Conformance Check

22. 
    Prior to evaluation, a conformance check was conducted on the Tender submissions. [All or No. out of No.] Tenders were deemed to conform to the conditions of the Tender.
    

23. 
    The table below shows the mandatory Conditions of Participation and, with the Tender Compliance Officer confirmation submissions were received on time, forms the basis for the Board to determine if the tender submissions are compliant.
    

{cut and paste the completed conformance check from the Tender Evaluation Forms, a project example for a Medium Works Contract is shown below, noting “paste” as “picture”}

24. 
    {If there are non-conforming bids then include a paragraph on the review by the Chair and whether they were evaluated and the reasons. Do not amend the conformance table to represent the Chair’s view.} The Board Chair reviewed the associated non-conformance of Tenderer 1, Tenderer 2 and Tenderer 3 and confirmed that it did not meet the requirements under Cl 1.12 of the Conditions of Tender to allow the non-conformance to be waivered and hence the submissions could not be considered further.
    

Evaluation

25. 
    Stage one - Individual Assessments: Members of the Board independently completed individual score sheets for the tenders prior to the Board convening.
    

26. 
    Stage Two - Agreed Evaluation: Members of the Board confirmed that they did not require additional time to assess the tenders. The Board discussed the individual scores and agreed on the final tender scores. A value for money decision was then made taking into account the technical score and the tendered prices submitted by each tenderer.
    

Technical Scores

27. 
    The Technical Worth Scores are outlined below;
    

{cut and paste the completed tender evaluation dashboard, from the Tender Evaluation Forms, a project example for a Medium Works Contract is shown below, noting “paste” as “picture”}

Basis for Agreed Scores: An Overview of the Assessment

28. 
    Shown below is a summary of the Board comments;
    

1. 
   (Insert Tenderer Name) – {Insert Percentage Score}
   

The submission provided showed an understanding of the project and met the requirements to a good/very good/adequate standard. Key comments on each evaluation criteria are outlined below;
Workload and Proposed Resources
Task Appreciation and Methodology
Previous Performance
Program

2. 
   (Insert Tenderer Name) – {Insert Percentage Score}
   

The submission provided did not show an adequate understanding of the project and only just met the requirements. It is for this reason TENDERER is excluded from further consideration. Key comments on each evaluation criteria are outlined below;
Workload and Proposed Resources
Task Appreciation and Methodology
Previous Performance
Program

Tender Price Assessment

29. 
    The prices offered by each tenderer, in comparison to the pre-tender estimate, [delete this phrase if not applicable], excluding those that had an unsatisfactory technical worth and excluded from further consideration, in order of technical worth are summarised below:
    

Company	Lump Sum (ex PC Sum) (ex GST)	Technical Worth	Proposed Agreed Damages Rate (ex GST per day)
[insert name]	$000,000	0.0%
[insert name]	$000,000	0.0%
[insert name]	$000,000	0.0%
[insert name]	$000,000	0.0%
Pre-tender estimate

30. 
    {Insert commentary around pricing evaluation. Some notes could include;
    
    1. 
       Comparison to pre tender estimate
       
    2. 
       Tenderers who have not priced scope, or overpriced scope
       
    3. 
       Tenderers who will require clarifications
       
    4. 
       Commentary on Agreed damages rate
       
    5. 
       Tenderers being excluded due to price. }
       

Provisional Sum {delete section if not applicable}

31. 
    A Provisional Sum of $0,000,000 ex GST for XXXX was included in the Request for Tender.
    

All Tenderers included the provisional sum in their pricing/Tender X included a provisional sum for XXX in their lump sum. The provisional sums allowed by each tenderer, in comparison to the tendered provisional sum is outlined below;

Company	Provisional Sum (ex GST)
[insert name]	$000,000
[insert name]	$000,000
[insert name]	$000,000
[insert name]	$000,000
Provisional Sum included in Tender

Tender Risk Assessment

32. 
    After completing a risk assessment on each of the tenders, the risk profile of each tenderer, in order of technical worth is outlined below;
    

Company	Technical Worth	Price (ex GST)	Risk Rating
[insert name]	0.0%	$000,000
[insert name]	0.0%	$000,000
[insert name]	0.0%	$000,000
[insert name]	0.0%	$000,000

33. 
    {Insert details of tenderers who are excluded due to risk, if applicable}. {Insert commentary on risks if necessary}.
    

Interviews / Tender Clarifications

34. 
    Example Only; The Board sought clarification from (Tenderer Name) with regards to (insert brief detail of items). The responses received were acceptable to the Board. The clarification questions and responses are attached as Annexure B/C.
    

Referees Reports

35. 
    The Board did not consider it necessary to obtain referee reports to confirm information contained in submissions. Or A reference check was undertaken on the Preferred Tenderer. The outcome was satisfactory, with a copy of the report included in Annexure C/D.
    

Value for Money Assessment

36. 
    A Value for Money (VFM) assessment was undertaken by the board. VFM relates not only to the tendered price, but also to non-price factors such as fitness for purpose, reliability, timely delivery, life cycle costs, fair market prices, excess capability offered and effective warranties et al, and it must also be considerate of the Commonwealth Procurement Rules (CPRs).
    

37. 
    The tender provided by Company Name Pty Ltd was considered to represent the best value for money. Company Name Pty Ltd scored the highest technical worth score (at XX%) of the submissions and submitted the lowest price/was priced competitively (of $). Company Name Pty Ltd maintained a low/medium risk of delivery to Defence. They were $X above/below the pre-tender estimate. {Insert reasons why we are choosing the preferred tenderer, key technical elements}. It is for these reasons they are being recommended as the preferred tenderer.
    

38. 
    {In comparison, Company Name achieved a lower technical score, higher price etc. Exclude all other tenderers in a comparative assessment}. It is for this reason that Company name has not been considered further.
    

Cost Breakdown

39. 
    The breakdown for the proposed Phase 3/Phase 2 Project Budget is (exclusive of GST):
    

Item	Cost ex GST
Consultancy Fees	$0,000,000
Preferred Tenderer Price	$0,000,000
Augility Fees Phase 1	$0,000,000
Augility Fees Phase 2	$0,000,000
Augility Fees Phase 3	$0,000,000
Disbursements & Other	$0,000,000
Total	$0,000,000

Conclusion / Recommendations

40. 
    The Board recommends that, in accordance with the requirements of the Minor/Medium Works Contract the Contractor will submit bank guarantees/utilise retention.
    

41. 
    It is recommended that Company Name be awarded the contract based on their tender submission. The recommended project cost is:
    

Project Number:	{Insert Project Number}
Lump Sum (ex GST)	$0,000,000
Provisional Sum (ex GST)	$0,000,000
Preferred Tenderer Price (ex GST)	$0,000,000
Phase 3 Allocation ex GST	$0,000,000
PO Value ex GST	$0,000,000

42. 
    On DEWPO approval of the TEBR:
    

1. 
   We request DEWPO Procurement to raise a Purchase Order for $0,000,000 ex GST for 2017/18 financial year for:
   

Company Name: [Insert details]

ABN:         [Insert details]

Address:           [Insert details]

Contact: [Insert details]

Phone:          [Insert details]

Email:      [Insert details]

1. 
   Augility will present the [Minor Works Contract / Medium Works Contract / Major Works Contract] to the Director, Defence Estate Works Programme Office (DEWPO) for approval.
   

Annexures

1. 
   Approved PFAS/PTP
   

2. 
   Confirmation of Sponsor Funding
   

3. 
   Tender Clarification Responses
   

4. 
   Referees Report
   

Annexure A

Approved PFAS/PTP

Annexure B

Confirmation of Sponsor Funding

Annexure C
Tender Clarification Response
Annexure D
Referees Report

DEWPO V3 Updated July 2017 COMMERCIAL IN CONFIDENCE Page of