Checklist for tendering by 8gEqZN7

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									PROCUREMENT CHECKLIST FOR TENDERING

Project_____________________________________________________
☺ = Standard templates available
Template                                                Completed
            Action                                                  Comment
available                                               Yes/No/NA
            Existing supply arrangements reviewed
            for suitability
            Business Case (including project scope
☺           or equivalent) prepared
            Initial Procurement Plan discussed with
            manager
            Tender Evaluation Panel established
            Conflict/confidentiality declarations
☺           signed by all evaluators
            Product/service specifications identified
            Evaluation Guidelines – first draft
☺           developed
            Procurement Plan prepared (including
☺           specifications and proposed tendering
            approach) – approved
            Tender process selected
            For RFQ process ONLY

☺           RFQ document prepared
            RFQ released to selected respondents
            RFQ closed
            RFQ responses reviewed and assessed
            Recommendation to select written and
☺           signed of by delegated authority
            Respondents informed of outcome via
☺           letter
            Finance section informed of outcome for
            registering
            For RFI processes ONLY

☺           RFI document prepared
            RFI approved for release by delegated
☺           authority
            RFI advertised (via LG Tenders/GETS, if
            appropriate) and issued
☺           RFI Closing Register prepared
            RFI Closing Date provided to Contracts
            Administrator.
            RFI closed and signed in
            RFI outcome reported and approved by
☺           delegated authority
            For ROI processes ONLY


                                                    1
☺   ROI document prepared
    ROI (incl. evaluation criteria) approved
☺   for release by delegated authority

    ROI advertised (via LG Tenders/GETS)
    and issued
☺   ROI Closing Register prepared
    ROI Closing Date provided to Contracts
    Administrator.
    ROI closed and signed in

☺   ROI evaluated
    ROI shortlist signed off by delegated
☺   authority
    Shortlisted and non-shortlisted tenderers
☺   advised and informed of next stage
    FOR RFP/RFT processes

☺   RFP/RFT document prepared.
    RFP/RFT (including evaluation criteria)
☺   approved for release by delegated
    authority.
    RFP/RFT advertised (if not conducting a
    multi-stage tender).
    RFP/RFT issued.

☺   RFP/RFT Closing Register prepared.
    RFP/RFT Closing Date provided to
    Contracts Administrator.
    RFP/RFT closed and signed in.

☺   RFP/RFT initial evaluation.
    RFP/RFT site visits/presentations
    conducted (if required – all documented).
    RFP/RFT final evaluation.
    RFP/RFT outcome recommendation
☺   written and signed off by delegated
    authority
    Contract approved by appropriate
    delegated authority (attach sign-off sheet
    and this checklist).
    Contract terms negotiated (negotiations
    must be documented and only carried
☺   out if previously included in tender
    documentation).
    Tenderers informed of outcome, and
☺   those unsuccessful offered debriefs.
    Contract signed by both parties.
    Original contract sent to Information
    Management for filing.
    Contract entered into Tauranga City
☺   Council Contracts Register.



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