RFQ Evaluation Report

Government of Western Australia Department of Your Dept Name here

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Evaluation Report [RFQ Evaluation Report Template - $50,000 up to $250,000]

TITLE: [Insert Title Here]

QUOTATION NUMBER: [Insert the Quotation Number]

AGENCY: [Insert Agency Name Here]

Approved By:

[Insert Name and Title of Public Authority’s Accountable Officer or Delegate]

/ /201 RFQ EVALUATION REPORT

Table of Contents

1. SUMMARY 3

2. THE EVALUATION 4 2.1 EVALUATION PANEL MEMBERS 4 2.2 SUPPLIERS INVITED TO QUOTE OR ADVERTISEMENT DETAILS 4 2.3 QUALITATIVE SCORE AND PRICE SUMMARY TABLE 5

3. RECOMMENDATION 6 3.1 BASIS 6 3.2 REFEREE REPORTS [IF APPLICABLE] 6 3.3 ISSUES TO BE RESOLVED 6 3.4 COMPETITIVE NEUTRALITY 6

4. ENDORSEMENT BY EVALUATION PANEL 7

APPENDIX A – COMPARATIVE STATEMENT 8

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1. SUMMARY ITEM RESPONSE Contract Scope: [Provide a brief overview of what is to be purchased/provided] Contract Term: [Delete if not a period contract] Initial Term: [number of months or years] Extension options: [number and duration of options] Recommended or Preferred Respondent: [name of Recommended OR Preferred Respondent] See ‘Recommendation’ at Section 3 Total Contract Value: $[insert $ amount] (inc. GST) Price Basis: The Price is fixed for the Term OR The Price is fixed for the first year of the Term. On each anniversary of the Commencement Date, the Prices will be varied by the Consumer Price Index (Consumer Price Index, Australia (Cat No 6401.0): 1 All Groups, Index Numbers – Perth). Offer Validity Expiry Date: [Insert Date] [What is the date that the offer validity expiries on?] Anticipated Contract Commencement Date: [Insert Date] Approval for Exemption from the Minimum As permitted by the Open and Effective Competition Requirements of the Open and Effective policy, the [title of Accountable Authority] granted Competition Policy: [Delete if not applicable] approval on [date]: [Delete the following as appropria te] • of an exemption from the minimum requirement being [state the circumstance ie bona fide sole so urce of supply, registered ADE etc]; • to name a proprietary product; • to specify a contract term in excess of five years; • from the minimum open tender advertising period; and/or; • to not publish the contract award details on Tenders WA. Exemption recorded on the Agency’s Exemption Register: YES / NO Small Business? (<20 people) YES / NO Registered Australian Disability Enterprise? YES / NO (the ADE is listed as an approved ADE on the Australian Disability Enterprises website at www.ade.org.au/). Registered Aboriginal Business? YES / NO (the business is registered on the Aboriginal Business Directory WA at http://www.abdwa.com.au/).

2. THE EVALUATION

2.1 EVALUATION PANEL MEMBERS Voting/Non Voting Name Agency Position Title Member/Advisor Chairperson

Facilitator [If the evaluation panel contained a technical expert, identify that person and their role.]

2.2 SUPPLIERS INVITED TO QUOTE OR ADVERTISEMENT DETAILS [List in alphabetical order and ensure the names included reflect the correct legal entity. If unsure, check the Australian Securities and Investment Commission website at https://www.asic.gov.au or the Australian Business Number website at http://abr.business.gov.au/ a) If the Request for Quote was not advertised (ie faxed, emailed or used the Tenders WA’s Invited or Restricted invitation facilities) utilise the table below detailing who the Request for Quote was sent to and if they responded then delete the advertising options and amend heading 2.2 to Suppliers Invited To Quote. b) If it was advertised delete the table below, select the relevant advertising statement and amend heading 2.2 to Advertisement Details.] The following suppliers were invited to quote: Response Received Supplier’s Name and Location (Y/N) [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...) OR The RFQ was advertised on Tenders WA on (date) and/or in the (insert name of newspaper) on (date). Following the advertising of the Request for Quote the following Responses were received: Respondent’s Name Location [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...) [Name] (location eg Perth, NSW...)

[DRAFT/FINAL] EVALUATION REPORT – RFQ NO Page 4 of 9 FINANCE v 270716 RFQ EVALUATION REPORT 2.3 QUALITATIVE SCORE AND PRICE SUMMARY TABLE [Insert Respondent Qualitative Requirement Weighting Name] Raw Weighted Raw Weighted Raw Weighted Raw Weighted Raw Weighted /9 /91 %2 /9 /9 % /9 /9 % /9 /9 % /9 /9 % 1. [Insert [Insert Qualitative Weighting] Requirement from RFQ] % 2. % 3. % 4. %

Total Weighted Score (%) %

Qualitative Ranking

Price (inc GST)

Imported Content Impost [ For products only, delete if not applicable. Refer to the RFQ Products on how to apply the impost] Regional Price Preference [Delete if not applicable. Refer to the RFQ for how to apply regional price preferences]

Total Price (inc GST)

Price Ranking

1 To calculate the Weighted /9 score, multiply the Weighting % by the raw score and divide by 100. For example 20% weighting multiplied by the Raw Score of 8 = 160 then divide by 100 = 1.6. 2 To calculate the Weighted %, divide the Weighting % by 9 and then multiply by the Raw score. For example 20% weighting divided by 9 = 2.22 multiplied by the Raw Score of 8 =17.78% (rounded up). [DRAFT/FINAL] EVALUATION REPORT – RFQ NO Page 5 of 9 FINANCE v 270716 RFQ EVALUATION REPORT

3. RECOMMENDATION

3.1 BASIS [Name of Respondent] is the evaluation panel’s recommended or preferred Respondent. The basis for this decision is as follows: a) Quality (Briefly Discuss) b) Price (Briefly Discuss) In summary, [name of Respondent] is best suited to meet the Request requirements and represents Value for Money.

3.2 REFEREE REPORTS [IF APPLICABLE] The following table provides a summary of the referees contacted and their comments in relation to the recommended or preferred Respondent. Referee Contact Comments [Organisation and contact person] [Organisation and contact person] In summary, the referee reports supported the Evaluation Panel’s recommendation. [Or] [Provide further comments]

3.3 ISSUES TO BE RESOLVED No issues to be resolved. OR [State issues as applicable and provide detail]

3.4 COMPETITIVE NEUTRALITY [Delete if not applicable] The [name of tertiary institution or government organisation]provided a covering letter from the [title of the head of the institution / organisation] certifying that their offer had been calculated on a full commercial basis and [if appropriate] verified by an independent expert.

4. ENDORSEMENT BY EVALUATION PANEL

Name: ______DATE:_____/_____/201__

[DRAFT/FINAL] EVALUATION REPORT – RFQ NO Page 7 of 9 FINANCE v 270716 RFQ EVALUATION REPORT APPENDIX A – COMPARATIVE STATEMENT [DELETE IF NOT REQUIRED i.e. IF LOWEST PRICED OFFER RECOMMENDED OR IF SOLE RESPONDENT] COMPARATIVE STATEMENT – QUALITATIVE REQUIREMENTS AND PRICE A summary statement for each Respondent is provided below. The summaries have been prepared for the purposes of providing feedback to Respondents and as a brief overview of the principal issues used by the evaluation panel to reach a decision on the recommended or preferred Respondent. The summaries are not meant to cover all criteria and issues discussed by the evaluation panel.

[Insert Respondent Name] Total weighted score (%) [insert percentage]% Score ranking [insert ranking ie 1/5] Total price (inc GST) $[insert amount] Price ranking [insert ranking ie 3/5] Summary of the response to [provide a summary] the qualitative requirements [provide a summary of the Summary of the price price ie competitive, expensive etc] RECOMMENDED or NOT Outcome RECOMMENDED

Buy Local Reporting Requirements The below information is provided to assist public authorities with their annual Buy Local Reporting requirements [The Buy Local Reporting Requirements table is:  provided to assist agencies to record information necessary for completing the Buy Local questions on systems such as Tenders WA, and also to assist agencies to confirm the accuracy of Buy Local Reports at the end of each annual reporting period;  to be completed for each Request prior to the Evaluation Report being signed off;  designed to provide information for a single contract awarded to a single contractor. If there is more than 1 contract and/or 1 contractor, the table should be amended to suit.] Contract Title [Insert contract title] Request Number [Insert Request number] Contract Authority or Customer [Insert Contract Authority or Customer name] Total Contract Value (including ext. options) $[insert value] (inc. GST) [Insert total contract value as stated in the Summary on page 3] [Copy and paste this table, or insert extra Contract [insert 1, 2, 3...]. Supplier: [insert name] columns, for each contract and/or supplier] a) Is the Contractor a small business, Yes [OR] No employing less than 20 people? b) What is the Contract Delivery Point [Insert Perth, Gascoyne, Goldfields- Esperance, Great Southern, Kimberley, Mid West, Peel, Pilbara, South West, Wheatbelt] [If the Contract Delivery Point is not regional insert Perth] c) Value of Contract with this particular $[insert value] (inc. GST) [Insert value of the individual Contractor (including ext. options) contract with this suppier. If only 1 contract and supplier insert the total contract value] d) Where is the Contractor located for the [Insert region (Perth, Gascoyne, Goldfields- Esperance, Great purposes of this contract? Southern, Kimberley, Mid West, Peel, Pilbara, South West, Wheatbelt) or leave blank if lcoation is outside WA], [Insert state (or country if located outside Australia)] e) Is the Contractor a local business Yes [OR] No (according to page 46 of the Buy Local policy)? f) Was the contract awarded to a local, Yes [OR] No [OR delete options and leave blank if not a regional business located within the regional contract delivery point] Contract Prescribed Distance? (Regional based contracts only) g) Was the contract awarded as a direct Yes [OR] No [OR delete options and leave blank if not a result of applying a Regional Price regional contract delivery point] Preference? (Regional based contracts only) If yes, what was the total value of the $[insert value] (inc. GST) regional price preference that was applied?

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