Invitation To Tender: Tender Evaluation Report Template

Version 0.1

Table of Contents
1. Executive Summary................................................................................................................3 2. Purpose....................................................................................................................................4 3. Introduction.............................................................................................................................4 4. Background.............................................................................................................................4 5. Evaluation Process..................................................................................................................4 6. Evaluation Results...................................................................................................................5 7. Overall Score ..........................................................................................................................5 8. Recommendation....................................................................................................................6 9. Approval..................................................................................................................................6

Guidance note: The Evaluation Report summarises the Evaluation Process, providing a detailed analysis of the outcome. This report would normally include recommendations to the [Senior Responsible Officer, Project Board, Contracting Authority, CPD Director], and provide assurance that the Evaluation has been undertaken in accordance with the preapproved Evaluation Process and Methodology and present justification for the award of a Framework Agreement to selected Tenderers. Although the [Senior Responsible Officer, Project Board, Contracting Authority, CPD Director] may be content to approve the recommendations based on a review of the hard or soft copy report; you should (if requested) be prepared to present the Tender Evaluation Report to the person(s) or Board from whom you are seeking approval. This document is not designed to be prescriptive but rather provide useful direction for drafting your Tender Evaluation Report. Suggested wording and annexes should therefore only be used if considered appropriate to the specific procurement project. In particularly Section 6 onwards may need to be varied should an eAuction be used as part of the commercial evaluation process. Note that guidance notes are in blue typeface, example wording is in black typeface and required insertions are in [red italics].

1.Executive Summary
1.1. The procurement strategy for the project was to ensure that sufficient suitably
qualified Potential Providers were invited to tender to meet the requirements of [insert details of the names of the Contracting Authority and other collaborating organisations]. It was anticipated that a maximum number of [insert number] Framework Agreements would be awarded on a [insert direct award, single / multiple provider or re-opening of competition multiple provider] basis.

1.2. Following completion of the Pre-Qualification process, [insert number] Potential

Providers were selected to receive an Invitation to Tender. The ITT was issued on [insert date] to: [insert Potential Providers names].

1.3. A Tenderers Conference was held on [insert date] to enable Tenderers to seek
clarification relating to the requirement and ITT documentation.

1.4. [insert number, divided into Lots if applicable] Tender Responses were received at
[insert time] on [insert date].

1.5. Of those received [insert number, divided into Lots if applicable] Potential Providers
submitted a compliant Tender Response. [Insert number] responses were considered non-compliant for the following reasons - [insert name of Potential Provider and reason for non-compliance e.g. non-acceptance of the Framework Agreement Terms and Conditions].

1.6. A Tender Response was not received from [insert number] of the [insert number]
Potential Providers for the following reasons: [insert name of Potential Provider and reason given for not submitting a Tender Response].

1.7. Tenders were evaluated in accordance with the approved Evaluation Process and
Methodology. [The evaluation was undertaken using a traditional paper based evaluation OR The evaluation was undertaken using an electronic evaluation tool [insert name of tool e.g. AWARD]]. A copy of the Evaluation Process and Methodology documents are available on request from [insert title e.g. Project Manager, Evaluation Manager], [insert name, telephone and email contact details].

1.8. The results of the evaluation are as follows: [insert Tenderers names and scores] 1.9. On the basis of the results in 2.8 the Tender Evaluation Team recommends a
Framework Agreement be awarded to [insert Tenderers names] subject to any challenges during the Alcatel period.

1.10.

The Tender Evaluation Team seeks to obtain approval from the [Senior Responsible Officer, Project Board, Contracting Authority, CPD Director] to award a Framework Agreement to Tenderers identified in 2.9. Subject to approval, a standard Award Letter covering Alcatel will be issued to Successful Tenderers and a Unsuccessful Letter covering Alcatel will be issued to unsuccessful Tenderers.

1.11.

1.12.

Both successful and unsuccessful Tenderers will be provided with the opportunity to receive a debrief in accordance with the ITT Debriefing Guidance

2.Purpose
2.1. The purpose of this document is to present a recommendation to the [Senior
Responsible Officer, Project Board, Contracting Authority, CPD Director] for consideration and approval. The recommendation is based on the results of the Tender Evaluation carried out by the Tender Evaluation Team on the responses to the [xxx services / supplies / supplies and services] ITT.

3.Introduction
3.1. This report has been compiled on behalf of the [insert project title] Tender Evaluation
Team following the completion of the evaluation of responses to the Invitation To Tender (ITT) for [xxx services / supplies / supplies and services]. 3.2. This document contains information that is Commercial in Confidence and is not in the public domain. The contents of this document must not be disclosed or discussed with any third party.

3.3. An Executive Summary has been provided, supplemented with supporting [insert
information data, evidence]. Any further information or points of clarification should be addressed to the [insert persons details from 2.7].

4.Background
4.1. The [insert project title] project advertised under the [insert procedure e.g.
Restricted] procedure in the Official Journal of the European Union on [insert date] covers the [insert scope of the requirement including Lots if applicable].

4.2. The Contract Notice generated [XX] expressions of interest from a wide range of
Potential Providers.

4.3. Following evaluation of the Expressions of Interest the following [XX] Potential
Providers were short-listed to receive Invitation to Tender (ITT) documents: [insert short-list of Potential Providers]

5.Evaluation Process
Guidance note: an overview of each stage should be provided, dependent on which stages have been followed during the Evaluation Process. 5.1. Tender Receipt and Opening 5.2. Compliance Check 5.3. Qualitative and Commercial Evaluation 5.4. Tender Clarification

5.5. Moderation Meeting(s) 5.6. Tenderer Presentation / Clarification Meeting 5.7. Site Audit 5.8. eAuction

6.Evaluation Results
Guidance note: an overview of the outcome of the qualitative (e.g. technical, delivery, quality) and commercial (e.g. price, cost, risk, legal) evaluation should be provided, with reference to Annexes as appropriate. 6.1. Qualitative Results 6.2. Commercial Results Guidance note: The person(s) or Board responsible for approving the recommendations of the Evaluation Team must have access to a summary of each Tenderers Response. This may include but is not restricted to: Name of Tenderer Summary of their qualitative response Key points relating to the site audit Key points relating to the Tenderer presentation / clarification meeting Summary of their commercial response including financials (reference to eAuction outcome if applicable) and identification of any issues and risks. Confirmation or acceptance / non-acceptance of the Terms and Conditions Pros and cons of the overall response Award recommendation

This information should be sufficient to provide a comprehensive debrief on request from a successful or unsuccessful Tenderer. If the project has attracted a significant number of Tender Responses you may opt not to include this section within the main body of the Evaluation Report but rather attach it as an annex or even produce a separate document that is made available to the [Senior Responsible Officer, Project Board, Contracting Authority, CPD Director].

7.Overall Score
7.1. Following agreement of an overall score for each Tenderer and taking into
consideration all qualitative and commercial elements of the responses, a high level summary sheet was completed. This can be found at [insert Annex number / letter]. A full evaluation matrix is available on request from the [insert persons details from 2.7].

8.Recommendation
8.1. The recommendation of the Tender Evaluation Team is that a Framework
Agreement be awarded to: [insert name of Tenderer(s)], subject to any challenges during the Alcatel period. 8.2. Subject to approval, a standard Award Letter covering Alcatel will be issued to Successful Tenderers and a Unsuccessful Letter covering Alcatel will be issued to unsuccessful Tenderers. 8.3. Both successful and unsuccessful Tenderers will be provided with the opportunity to receive a debrief in accordance with the ITT Debriefing Guidance.

9.Approval
9.1. The Tender Evaluation Team seeks to obtain approval from the [Senior Responsible
Officer, Project Board, Contracting Authority, CPD Director] to award a Framework Agreement to the Tenderer(s) identified in 9.1.

Recommendation Supported: Signed: Date: Name: Title: