CLASSIFICATION- IF REQUIRED

CFI-ID/OUT/2018/[AF]

ADMINISTRATIVE INSTRUCTION:AZ [INSERT]

[PROJECT NUMBER AND TITLE] TENDER EVALUATION BOARD[INSERT DATE OF BOARD]

References:

  1. [PROJECT NUMBER AND TITLE] [CONTRACT (i.e. Head Contractor Contract HC-1-2003)] Tender Documents
  2. Project Development and Delivery Plan (PDDP) approved [DATE]

[MODIFY AS REQUIRED]

IntroductiON

  1. Background. On the [DATE], Tenderer’s were invited to submit a Tender in accordance with Reference A for [PROJECT NUMBER AND NAME]. [INSERT PROJECT BACKGROUND RELEVANT TO THE PROJECT]
  1. Objective. The objective of the [PROJECT NUMBER AND NAME]Tender Evaluation Board (Board) is to select the best tender response in terms of compliance with the request documentation, compliance with policy requirements and overall value for money.
  1. Aim. The aim of this administrative instruction is to detail the administrative arrangements and evaluation strategy for the conduct of theBoardfor [PROJECT NUMBER AND NAME] in accordance with Reference B.

GENERAL

  1. Dates. The Tender is scheduled to close at the Queanbeyan Mail Centre at [TIME & DATE]and the Boardis to be conducted on[INSERT DATE OF BOARD].
  1. Key appointments. The composition of the Board is as follows: [MODIFY AS REQUIRED]

Board Membership / Name
1 / Board Chair / [NAME OF BOARD CHAIR]
2 / Board Member / [NAME OF BOARD MEMBER]
3 / PM/CA Board Representative / [NAME OF BOARD MEMBER]
4 / Independent Board Member / [NAME OF BOARD MEMBER]
6 / Probity Adviser / [NAME]
7 / Scribe / [NAME]
9 / Observer / [NAME]

BOARD EVALUATION STRATEGY

  1. Sequence of events. A preliminary sequence of events for the conduct of the Board is detailed at Annex A.
  1. Evaluation Protocol. Evaluation Protocolsforthe [PROJECT NUMBER AND NAME]Tender Evaluation Board have been completed in accordance withReference B and the Defence Estate Quality Management System and arecontained in Annex B. All Board members are required to read and familiarise themselves with the Evaluation Protocols prior to the commencement of the Board.
  1. Probity. The Probity Plan and Probity Protocols have been supplied by [PROBITY ADVISOR NAME AND COMPANY] and are attached as Enclosure 1 and Enclosure 2[REMOVE IF NOT ATTACHED].Board members are required to read the Probity Plan and Probity Protocols before commencing individual evaluations of the Request for Tender responses. Prior to the commencement of the Board, all Board members will be required to sign Conflict of Interest Declarations and Deeds of Confidentiality.
  1. Evaluation Criteria and Weightings. The [PROJECT NUMBER AND NAME]Tender Evaluation Criteria and Weightings are consistent with the request documentation in Reference A and referenced as an Annex to Reference B. A copy of the Evaluation Criteria and Weightings is attached as Annex C.
  1. Tender Response Scoring Sheets. Board members are to record detailed comments in relation to each weighted evaluation criterion and record a score using the Ten Point Evaluation Scoring and Risk Guide contained in Appendix A of Annex B. Each Board member is to record a whole number score for each weighted evaluation criterion. Copies of the tender response scoring sheets are attached as Annex D.
  1. Individual evaluation of Tenders. Guidance on the order in which Board Members are to evaluate Tender submissions will be provided by the Chair upon release to the Board.

ADMINISTRATION[AMEND AS REQUIRED]

  1. Venue. The Board will be conducted in the[LOCATION OF BOARD].
  1. Carparking. [DETAILS OF CARPARKING ARRANGEMENTS].
  1. Dress. Board members are to be dressed in neat civilian attire.
  1. Rationing. [INSERT DETAILS OF RATIONING ARRANGEMENTS IF APPLICABLE].
  1. Accommodation. Board participants requiring accommodation in Canberra are requested to stay at [INSERT DETAILS OF LOCATION IF APPLICABLE].
  1. Travel Budget Calculators.Defence employed personnel travelling from interstate to attend the Board are to submit a travel budget calculator to the Project Director[NAME, EMAIL AND PHONE NUMBER]for funds availability and travel approval. Travel is to be acquitted against the Cost Centre Code[CCC APPLICABLE TO RELEVANT DIRECTORATE].[REMOVE IF NOT APPLICABLE]
  1. Enquiries. If you have any pre-Board enquiries, you may contact[CONTACT NAME, EMAIL AND PHONE NUMBER].

CONCLUSION

  1. The successful conduct of the Board is a critical step to engaging a [HC, MC DSC etc] required for project development and delivery of projects [PROJECT NAME AND NUMBER]. The Board will ensure a final recommendation for a preferred Tenderer is based on best value for money. In determining the relative value for money of each submission, the Board shall have considered the technical merit, contract price, and as applicable the Tenderer’s Commercial position together with any risks associated with the submission.

[PD NAME]

[RANK IF APPLICABLE]

Project Director – [DIRECTORATE]

Capital Facilities and Infrastructure Branch

Tel: [PHONE NUMBER]

[DATE]

Annexes:

  1. Preliminary Schedule of Events
  2. Evaluation Protocols for [AZXXX][HC, MC, DSC etc]
  3. Evaluation Criterion and Weightings for [AZXXX][HC, MC, DSC etc]
  4. Scoring Sheets for [AZXXX][HC, MC, DSC etc]

Enclosures:

  1. Probity Plan – [PROBITY ADVISOR COMPANY]
  2. Probity Protocols – [PROBITY ADVISOR COMPANY]

Distribution:INSERT BOARD COMPOSITION IN THE TABLE BELOW AS PER REFERENCE A

Board Membership / Name
2 / Board Member / [NAME OF BOARD MEMBER]
3 / PM/CA Board Representative / [NAME OF BOARD MEMBER]
4 / Independent Board Member / [NAME OF BOARD MEMBER]
6 / Probity Adviser / [NAME]
7 / Scribe / [NAME]
9 / Observer / [NAME]

CLASSIFICATION- IF REQUIRED

A-1

Preliminary Sequence of Events

Date / Time / Activity / Responsibility
[DATE] / 1200h / Tenders Close / Tender Co-ordinator
[DATE] / Conformance Check on Tender submissions / [NAME]
[DATE] / [TIME] / Tender submissions packaged and freighted to Board Members / [NAME]
[DATE] / Board Members review tender submissions and complete individual detailed notes / Board Members
[DATE] / [TIME] / Welcome and Introduction address / [BOARD CHAIR NAME]
[TIME] / Probity Brief / [PROBITY ADVISOR NAME]
[TIME] / Record individual raw scores againstProject Schedules. / Board Members
[TIME] / Consider any further Conformance Issues identified during individual evaluations / [BOARD CHAIR NAME]
[TIME] / Tenderer [NUMBER 1, 2, 3 etc] - Board Detailed discussion on Schedule A. Record Board Agreed Score (BAS). / [BOARD CHAIR NAME](Lead discussion)
[TIME] / Tenderer [NUMBER 1, 2, 3 etc] - Board Detailed discussion on Schedule B. Record BAS. / Alternate Board Member lead discussion
[TIME] / Tenderer [NUMBER 1, 2, 3 etc] - Board Detailed discussion on Schedule C. Record BAS. / Alternate Board Member lead discussion
[TIME] / Tenderer [NUMBER 1, 2, 3 etc] - Board Detailed discussion on Schedule D. Record BAS. / Alternate Board Member lead discussion
[TIME] / Comparative Assessment Stage. / Karl Reynolds (Lead)
[TIME] / Value For Money Assessment / Karl Reynolds (lead)

CLASSIFICATION- IF REQUIRED