A written quote can follow a simple or a more complex process. You should consider which one is appropriate for your procurement between $50,000 and $250,000.
However, whichever process you decide, the following guidelines give you a snapshot of the process.
Developing the Request and inviting suppliers
Show moreOnce you get the approval to make the procurement, you fill in the Request for Quote template. This document includes describing the good or service required, the time frame of the contract, contract extension options and price basis. Your KPIs and reporting requirements are also included in the Request for Quote.
Your agency can approach two to five suppliers, depending on the size of the market, with the Request to Quote template.
If you are purchasing for the regions, make sure you give regional suppliers the opportunity to put in a bid.
Otherwise, you can release the quote publically through Tenders WA.
On TendersWA choose:
- ‘Restricted’ if you only want invited suppliers to respond
- ‘Invited’ if you want the quote advertised to registered Tenders WA suppliers
- ‘Supplier Notification’ which makes sure your request is read by the broadest number of suppliers who may be able to supply what you require
It’s important you select Electronic Tender Lodgement (ETL) especially when using the written quote template package, as this is the only way these written quotes can be submitted.
Evaluating the quotations
Show moreWhen evaluating bids valued between $50,000 up to $250,000 you need to establish an evaluation panel of at least two voting members.
Evaluation panel members should have the skills and experience relevant to goods or services being purchased. If you have non-public servants offering technical advice or specialist expertise they have no voting rights and are known as ‘advisors’.
Before the panel meets you need to give them the Evaluation Handbook. The panel review this information individually against the evaluation criteria included in the Request for Quote.
The evaluation panel must:
- assess the bids for best value for money
- follow the predetermined evaluation methodology
- adhere to the State Supply Commission and other government procurement policies, and
- evaluate in a way that can be measured and documented
You should then invite the panel to meet and decide on who is going to be awarded the contract.
Your agency’s Accountable Authority or delegate makes the final decision on which supplier will be awarded the contract.
Providing feedback
Show moreWhen you send the Unsuccessful Letter to the other suppliers, you should give the successful supplier's name and total contract value or total estimated contract value of the goods and/or service.
If the supplier wants more information, you must give a debrief.
Your discussion should only be reviewing their unsuccessful bid against the evaluation criteria.
Managing the contact
Show moreIf you will not be managing the contract yourself, you should seek to involve the intended contract manager from the procurement planning and contract development phases where possible.
You need a clear understanding of the primary objectives and the risks involved from the beginning to the end of your procurement contract. Your management plan should include:
- risk management
- monitoring your key performance indicators (KPIs) as stated in the Request for Quote
- plan of action if you are not meeting your KPIs
- arranging independent audits for high risk contracts