• Overview of the tendering process

    When an agency tenders, it releases a request document, setting out the agency’s needs and selection criteria. The request also offers a point of contact over time and forms the basis, amongst other documents, of any subsequent contract with Government.

    Each tender refers to the Request Conditions and Conditions of Contract. This document outlines contractual expectations and insurance requirements for potential suppliers.

    It is important that you complete and submit any requested documentation to Tendering Services by the deadline, as late tenders are not accepted.

    Government Procurement runs regular New to Quotes and Tenders seminars, as a guide for you to prepare your response.

    To help you with your tender, each step of the process is explained below:

    Preparing responses

    Writing and preparing a response can be time consuming. To help you decide whether it is worthwhile to submit a response, ask yourself:

    • Do you meet the pre-qualification and compliance requirements? 
    • Are you able to meet the qualitative requirements? 
    • Can you fulfil all of the requirements yourself, through sub-contracting arrangements or by establishing a consortium response?
    • Do you have the financial capacity to deliver the requirements of the Request? 
    • Is there an actual or potential conflict of interest that could prevent you from making a response? 
    • Do you already have the resources to do the job? 
    • Is it going to be viable? 
    • Is it within your capacity to do the work? 
    • Are you familiar with the government policies on purchasing?

    Addressing the selection requirements

    Selection requirements identify key areas of assessment and indicate the types of information that should be submitted with your offer. Requirements will vary depending on the work that is being requested.

    Request documents commonly have three types of selection requirements:

    Pre-qualification

    Assessed on a Yes/No basis rather than a numeric score, failure to meet any of the pre-qualification requirements will automatically eliminate your bid from further consideration.

    Compliance and disclosure

    Assessed on a Yes/No basis rather than a numeric score, failure to meet these requirements may eliminate your bid from further consideration.

    Qualitative

    Used to evaluate your ability to fulfil the Request successfully, these requirements are normally weighted.

    You will need to address all of the selection requirements and, where applicable, detail your claims against each requirement.

    Under the qualitative criteria, you may be asked to elaborate on:

    • experience
    • methodology 
    • capacity 
    • nominated personnel
    • pricing structure

    You may also be asked to attend a Tender briefing meeting to clarify details.

    Changes to Requests

    Occasionally, the Department of Finance may need to change some of the requirements of a Request. In these circumstances an addendum will be issued. If you have obtained a copy of the Request documents from the Tenders Office, the addendum will automatically be sent to you. If you obtained your documents through Tenders WA, you need to be registered as a business to ensure addenda reach you.

    Submitting Offers

    A Request Document will stipulate how to submit the tender in question. Options may include:

    • upload via the Tenders WA website
    • in person 
    • postal mail 

    It is your responsibility to ensure your offer is lodged on time. If it is not received in full by the nominated closing time and date, at the nominated location, it is classified as a late tender. Late tender submissions are set aside and cannot be considered, subject to the conditions stated in the Request for Tender documents.

    Tendering Services releases tender documentation and receives tender response submissions, and can assist with general enquiries relating to the tendering process.

    Tendering Services is located at:

    Optima Centre
    Ground floor, 16 Parkland Road
    OSBORNE PARK WA 6017


    Telephone: (08) 6551 2345
    Email address: tenderingservices@finance.wa.gov.au

    Hours of operation are from 8:30am to 4.30pm Monday to Friday.

    Changing your Offer

    Changes to your submitted offer are possible, provided they are resubmitted before the closing date. Please ensure you clearly mark the revised offer as a replacement for your previous offer.

    You may withdraw your offer at any time prior to its acceptance. Withdrawal requests must be made in writing. For information please refer to the Request Conditions and Conditions of Contract.

    Evaluation and award

    The Western Australian Government’s tender evaluation process is designed to be consistent and to ensure the best outcomes for the State are achieved. This evaluation process is based on the key principles of value for money and open and effective competition. More information about these principles is available from the State Supply Commission.

    Below is a basic overview of the steps involved in the tender evaluation process:

    1. An Evaluation Panel is convened.
    2. Tenders are submitted. 
    3. Offers are assessed for all of the requested information.
    4. Panel members assess each offer against the stated requirements.
    5. Members of the Evaluation Panel form a consensus on a shortlist of the best value for money offers. 
    6. Additional information may be requested from the respondents. 
    7. The preferred supplier(s) is/are selected. 
    8. An agency officer with appropriate financial authority approves the selection. 
    9. The relevant Tender Committee endorses the selection. 
    10. The contract is awarded to the successful respondent. 
    11. Feedback is provided to unsuccessful respondents upon request.

    For more information about the evaluation of tenders please refer to the Suppliers Guide to Goods and Services Tendering with Western Australian Government Agencies (PDF).

    Tender feedback

    Following the evaluation and award of tenders, respondents are informed of the successful supplier and the total price for the maximum contract duration. These details are also published on Tenders WA.

    Should you be unsuccessful, you can request a post-tender debriefing by the relevant agency. This debriefing addresses areas where you could have improved your offer, as analysed against the selection requirements. It does not include comparisons with any other respondent’s performance.

    Complaints and feedback

    If you have a concern about the tendering process, please raise it with the relevant agency as soon as possible. Your feedback assists in the future improvement of the contracting process and associated outcomes.

    If you are not satisfied with the agency’s response, you can refer the matter to the State Supply Commission, which may undertake an independent review of your complaint. Please note that if a complaint is raised after the contract has been awarded, the Commission cannot overturn the decision.

    For further information on the complaint handling process please contact the State Supply Commission.