Awarding the service agreement

The award of the service agreement to the successful respondent is the time where unsuccessful respondents have to be notified of the outcome of the procurement process. The letter must include the following details:   

• the request outcome, including the request number and title
• the successful service provider
• the service agreement term
• the total price for the term of the service agreement
• an offer for a debrief

When an unsuccessful respondent asks for a debrief, those undertaking it should prepare by reviewing the unsuccessful offer and information on how it was assessed from the evaluation report.   

The Unsuccessful Offer for Request Process letter template is available at Community services templates and guides.  

Where the awarded service agreement price is greater than $50,000 (including GST and indexation), an agency has to publish the service agreement details on Tenders WA after the successful and unsuccessful respondents have been notified.   

An agency does not have to publish service agreement details if the Accountable Authority thinks that the release of the details presents a significant operational risk, such as the potential to compromise security.  

​The point of a debrief session is to help unsuccessful respondents understand how they can make more competitive offers in future. A debrief also helps by giving potential respondents a better understanding of the agency and can be a useful opportunity to get information about a respondent’s areas of interest that can help in future procurements.   

When an unsuccessful respondent asks for a debrief, it should be a discussion of the unsuccessful respondent’s offer against the evaluation criteria only. To keep the confidentiality of commercial information, it should not include a direct comparison with other respondents.   

Debriefs can help to promote good relations within the Community Services sector and can be held via face-to-face interviews, by telephone or video conference.