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QUOTATION EOI/RFP/RFT PROCESS CHECKLISTGOODS AND/OR SERVICES

Title of Procuremet !!!!!!!!!!!!!!!!!!!!!!!!!!!

Procuremet Num"er !!!!!!!!!!!!!!!!!!!!!!!!!!!

Pre#$re% "& !!!!!!!!!!!!!!!!!!!!!!!!!!!

Po'itio $% cot$ctum"er !!!!!!!!!!!!!!!!!!!!!!!!!!!

This checklist applies to procurements undertaken by a Request for Quotation process andspecifically for goods and services by EOI/RF/RFT!

($%$tor& re)uiremet' $re "ol%e%*

"on#bolded checklist items are indicative of procurement good practice!

ALL STAGES

C+ec,li't item - N N/A Commet'

$ A%e)u$te $% $##ro#ri$terecor%' $re m$it$ie%t+rou.+out t+e #rocuremet#roce'' $% #roi%e 'ufficietiform$tio to e$"le $ $u%it or

i%e#e%et reie0

PLANNING THE PURCHASE

C+ec,li't item - N N/A Commet'

1 A##ro#ri$te $##ro$l tou%ert$,e #urc+$'e 0$'o"t$ie% from +e$% of 2u%.etCetre

3 A##ro#ri$te #roce%ure' $re i

#l$ce to e'ure t+$t 'u##lier''u"mitti. EOI/EFT/RFP $re%e$lt 0it+ f$irl& $% e)uit$"l&%uri. t+e )uot$tio #roce''

% &n estimate of the cost of thegoods/service has been developedand funding is available

' & procurement plan has beendeveloped

( )arket research and consultationhas been undertaken

* The specification has been defined

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C+ec,li't item - N N/A Commet'

4 T+e '#ecific$tio %oe' otre'trict com#etitio5 reflect "i$'to $& "r$%5 or $ct $' $ "$rrierto t+e co'i%er$tio of $&

$lter$tie' $% $%%re''e' $luefor moe& co'i%er$tio'

+

$, &n evaluation and probity plan hasbeen developed

$$ &n evaluation committee has beenestablished and members arefamiliar -ith procurementprocesses

61 Cofi%eti$lit& $% coflict of

itere't %ocumet' +$e "eeo"t$ie% from $ll mem"er' of t+ee$lu$tio committee

$. olicies are in place to deal -ithpotential conflicts of interest

$% Evaluation criteria -eighting andan evaluation methodology havebeen defined

$' The evaluation criteria has beenbased on the specifications

$( & risk assessment andmanagement plan has beendeveloped

$* & contract management plan hasbeen commenced

$0 & probity advisor has beenappointed

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PREPARING THE DOCU(ENTATION

C+ec,li't item - N N/A Commet'

17 T+e EOI/RFP/RFT

%ocumet$tio #roi%e' $ll t+eiform$tio ece''$r& to e$"le#oteti$l 'u##lier' to #re#$re$##ro#ri$te 'u"mi''io' ire'#o'e

The EOI/RF/RFT contains #

1a2 a clear description of goodsand/or services to be procured

1b2 all conditions for participation

1c2 details of the evaluation criteria

to be used in the assessment ofquotations the evaluationmethodology and any -eightingsto be used in the assessment

1d2 details of the information thatshould be provided by suppliers

1e2 all other relevant terms andconditions of the quotation

1f2 details of any applicable 3T&4policies and principles

1g2 3T&4 contact details

1h2 details of the specified closingtime date and place of lodgement5

1i2 advice on the treatment of latequotations5

162 pricing requirements 1eg7 priceto be e8clusive of 94T2!

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INVITING OFFERS

C+ec,li't item - N N/A Commet'

:% 4ufficient time has been provided

to allo- suppliers to prepare aquotation

:' ;opies of the Request for Quotation documentation havebeen sent to identified businesses

18 Det$il' of "u'ie''e' i''ue%0it+ t+e RFQ +$e "eerecor%e%

:* &ny e8tension of the time limit forsuppliers applied equally to allsuppliers

14 If $%%e%$ 0ere i''ue%5 it 0$'i''ue% to $ll 'u##lier' re)ue'te%to )uote

:+ &ll suppliers to -hom addenda-as issued -ere requested toconfirm receipt of the addenda

., If addenda -ere issued sufficienttime -as provided to allo- personsrequested to quote to amend theirquotation

RECEIVING OFFERS

C+ec,li't item - N N/A Commet'

36 F$ir $% im#$rti$l #roce%ure'0ere i #l$ce i rel$tio toreceii. $% o#ei. of)uot$tio'

1a2 Quotations -ere held in securelocation prior to the closing time forquotes

1b2 &ll quotes received -eremarked -ith the time and date ofreceipt and recorded in anappropriate schedule or register

1c2 &ll quotation forms andquotation schedule pages -eresigned in the appropriate manner!

.: The procedures for any latequotations have been follo-ed!

33 9+ere #oteti$l 'u##lier' +$e"ee #roi%e% 0it+ $o##ortuit& to correct

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C+ec,li't item - N N/A Commet'

uitetio$l error' of form"et0ee t+e o#ei. of'u"mi''io' $% $& %eci'io5t+e '$me o##ortuit& 0$'#roi%e% to $ll #$rtici#$ti.#oteti$l 'u##lier'

3: Iform$tio #roi%e% "er'o' 'u"mitti. )uot$tio'i' tre$te% $' cofi%eti$l

.'

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C+ec,li't item - N N/A Commet'

1b2 is fully capable of undertakingthe contract5 and

1c2 -hose submission isdetermined to be the lo-est price

the best value or the mostadvantageous in accordance -iththe essential requirements andevaluation criteria specified in thenotice of tender and the RFTdocumentation

%' &n Evaluation Report has beencompleted and signed by allmembers of the Evaluation;ommittee

%( ;onfirmation has been soughtregarding the availability of funds

for the actual cost of thegoods/services

REVIE9 CO((ITTEE

&t this stage for procurements valued at =$,,,,, or more the final Evaluation 4ummary Reportsigned by the Tender &ssessment ;ommittee needs to be endorsed by the Tender >oard!

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ACCEPTING A QUOTATION5 FINALISING A CONTRACT $% UNSUCCESSFUL OFFERS

C+ec,li't item - N N/A Commet'

%* For procurements valued at=$,,,,, or more a submission-as made to the Tender >oardusing the appropriate formsseeking endorsement of theprocurement process

:4 For #rocuremet' $lue% $t