Tender Process Checklist - Goods and Services



|OPEN TENDER PROCESS CHECKLIST |

|ALL GOODS OR SERVICES |

|Version 2 - July 2020 |

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|Title of Tender | |

|Tender number | |

|Prepared by | |

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This checklist will assist you in procuring goods and services (including leases or rentals of equipment) via an open tender process.

It provides an overview of the mandatory requirements an agency is required, by the Treasurer’s Instructions (TIs), to adopt during a procurement process.

It is important that this checklist be used in conjunction with the TIs, International Procurement Obligations (IPO) and Better Practice Guidelines (BPGs).

A covered procurement, where the provisions of a free trade agreement apply, is subject to the additional mandatory requirements of the IPO. Advice as to when an agency may need to consider these at various stages of the procurement process is provided throughout.

An agency may wish to:

• adapt the checklist to include agency specific requirements, additional steps or best practice processes;

• modify the checklist to reflect the TIs requirements for multi-staged procurement methods; or

• incorporate this checklist as part of their internal Procurement Review Committee approval process.

Additional information and resources, including a checklist appropriate for a quotation process, can be found on the Purchasing website, at purchasing..au.

|PLANNING |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|1.2 |Procedures are in place to ensure that |TI PP-3 | | | | |

| |tenderers are dealt with fairly, equitably | | | | | |

| |and impartially throughout the tender | | | | | |

| |process. | | | | | |

|1.3 |There is a process to identify and record all|TI PF-5 | | | | |

| |conflicts of interest, including details of | | | | | |

| |any actions taken to manage identified | | | | | |

| |conflicts. | | | | | |

|1.4 |An exemption from the requirement to |TI PF-2 | | | | |

| |disaggregate contracts or procurement |TI PP-3 | | | | |

| |opportunities is approved, where required. | | | | | |

|1.5 |Where appropriate, specific policies or |TI PF-2 | | | | |

| |processes are applied to the procurement in |TI PF-3 | | | | |

| |accordance with the requirements of the TIs. |TI PP-3 | | | | |

| |This may include policies relating to climate|TI FC-17 | | | | |

| |change and the environment, use of the TTCC | | | | | |

| |or the Tasmanian Wood Encouragement Policy. | | | | | |

| |More information on these policies is | | | | | |

| |detailed in the TIs or BPGs. | | | | | |

|1.6 |The Buy Local Policy is adhered to and a |TI PF-2 | | | | |

| |pre-procurement local impact assessment | | | | | |

| |prepared and approved. | | | | | |

|1.7 |A pre-procurement industry consultation |TI PF-2 | | | | |

| |report is prepared and approved, where | | | | | |

| |required. | | | | | |

| |The PPLIA template available on | | | | | |

| |purchasing..au can be used for | | | | | |

| |both 1.6 and 1.7. | | | | | |

|Covered procurements |

|1.8 |If the procurement is covered, the |IPO s1 | | | | |

| |requirements outlined in the IPO relating to |IPO s2 | | | | |

| |planning the procurement are addressed. These|IPO s3 | | | | |

| |may include: | | | | | |

| |general obligations; and | | | | | |

| |procurement methods. | | | | | |

|TENDER DOCUMENTATION |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|2.2 |The RFT documentation provides all the |TI PP-3 | | | | |

| |information necessary to enable potential | | | | | |

| |suppliers to prepare appropriate submissions.| | | | | |

|2.3 |There is at least one electronic option for |TI PP-3 | | | | |

| |the lodgement of submissions. | | | | | |

|2.4 |There is a common deadline for submission of |TI PP-3 | | | | |

| |responses. | | | | | |

|2.5 |The Economic and Social Benefits Test is |TI PF-2 | | | | |

| |included as an evaluation criterion with a | | | | | |

| |minimum weighting of at least 25% and | | | | | |

| |suppliers are requested to provide an | | | | | |

| |Economic and Social Benefits Statement as | | | | | |

| |part of their response. | | | | | |

|2.6 |The Crown Law templates (without material |TI PP-3 | | | | |

| |amendment) are used to prepare the RFT | | | | | |

| |documentation, or the RFT documentation is | | | | | |

| |approved by Crown Law. | | | | | |

|Covered procurements |

|2.7 |If the procurement is covered, the |IPO s2 | | | | |

| |requirements outlined in the IPO related to |IPO s4 | | | | |

| |tender documentation are addressed. These may|IPO s5 | | | | |

| |include: |IPO s6 | | | | |

| |procurement methods; |IPO s7 | | | | |

| |conditions of participation; |IPO s8 | | | | |

| |technical specifications; and |IPO s9 | | | | |

| |tender documentation. | | | | | |

|INVITING, RECEIVING, EVALUATING TENDERS |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|3.2 |At least two submissions are sought from |TI PF-2 | | | | |

| |Tasmanian businesses, where Tasmanian |TI PP-2 | | | | |

| |capability exists. | | | | | |

|3.3 |Details of businesses issued with the |TI PP-3 | | | | |

| |procurement documentation are recorded. | | | | | |

|3.4 |Where addenda are issued or changes are made |TI PP-3 | | | | |

| |to tender documentation, all participating | | | | | |

| |suppliers are provided with uniform | | | | | |

| |information. | | | | | |

|3.5 |There are processes to ensure information |TI C-1 | | | | |

| |provided by persons submitting tenders is | | | | | |

| |treated as confidential. | | | | | |

|3.6 |There is a secure facility for the receipt of |TI PP-3 | | | | |

| |the tenders at the designated lodgement | | | | | |

| |location. | | | | | |

|3.7 |The tender documentation is not opened until |TI PP-3 | | | | |

| |after the closing time of the tender. | | | | | |

|3.8 |The acceptance of a late tender is given |TI PP-3 | | | | |

| |appropriate consideration. | | | | | |

|3.9 |If a tenderer is provided with an opportunity |TI PP-3 | | | | |

| |to correct unintentional errors of form, the | | | | | |

| |same opportunity is provided to all tenderers.| | | | | |

|3.10 |A submission is not considered for evaluation |TI PP-3 | | | | |

| |unless conditions of participation, if they | | | | | |

| |have been established, are met. | | | | | |

|3.11 |If offers are received from an agency, |TI PF-2 | | | | |

| |statutory authority, GBE or SOC, the price | | | | | |

| |reflects full cost attribution (unless there | | | | | |

| |are no private sector suppliers). | | | | | |

|INVITING, RECEIVING, EVALUATING TENDERS |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|Covered procurements |

|3.13 |If the procurement is covered, the |IPO s6 | | | | |

| |requirements outlined in the IPO related to |IPO s8 | | | | |

| |inviting, receiving and evaluating tenders are|IPO s9 | | | | |

| |addressed. These may include: | | | | | |

| |notices of intended procurement; | | | | | |

| |tender documentation; and | | | | | |

| |the treatment of tenders. | | | | | |

|ACCEPTING A TENDER, CONTRACTS, UNSUCCESSFUL TENDERERS |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|4.2 |A Tasmanian Industry Participation Plan is |TI PF-2 | | | | |

| |prepared, approved and provided to Treasury |TI PP-3 | | | | |

| |for publication. | | | | | |

|4.3 |The Crown Law templates (without material |TI PP-3 | | | | |

| |amendment) are used to prepare the contract |TI C-1 | | | | |

| |documentation, or the contract documentation | | | | | |

| |is approved by Crown Law. | | | | | |

|4.4 |If required, there is approval for the |TI C-1 | | | | |

| |inclusion of a confidentiality provision in | | | | | |

| |the contract, pursuant to the Government’s | | | | | |

| |confidentiality policy. | | | | | |

|4.5 |The approval of a confidentiality provision |TI C-1 | | | | |

| |(see 4.4) is reported on our website. | | | | | |

|4.6 |All tenderers are advised of the outcome of |TI PP-3 | | | | |

| |the tender. | | | | | |

|4.7 |All required details of the contract awarded |TI PF-5 | | | | |

| |are displayed on the Tenders website within 10| | | | | |

| |days of the award of contract. | | | | | |

|4.8 |If valued at over $2 million, the contract, or|TI C-1 | | | | |

| |access information, is publicly available. | | | | | |

|4.9 |There are processes to ensure that all |TI FR-4 | | | | |

| |necessary reporting and auditing requirements |TI C-1 | | | | |

| |are met. | | | | | |

|4.10 |Debriefing interviews, if requested, are held.|TI PP-3 | | | | |

|Covered procurements |

|4.11 |If the procurement is covered, the |IPO s9 | | | | |

| |requirements outlined in the IPO related to |IPO s10 | | | | |

| |accepting a tender, contracts and unsuccessful| | | | | |

| |tenders are addressed. These may include: | | | | | |

| |awarding contracts; | | | | | |

| |post award information; and | | | | | |

| |disclosure. | | | | | |

|CHECKLIST FINALISATION |

|Officer responsible for Tender Process | |

| | |

| | |

|Date checklist finalised | |

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