Government agencies subscribe to an open tender process when purchasing goods and services valued above $150,000. Open tendering offers a framework and selection process that is accountable, consistent and objective.
A Request for Tender document is advertised via TendersWA. Interested suppliers present government with an Offer by addressing the selection requirements. An evaluation panel then assesses each Offer against these requirements and a preferred supplier is chosen. Following the endorsement of the tender committee, the contract is awarded to the successful respondent.
Each step of the tendering process is explained below.
Obtaining Request for Tender documentation
Preparing Responses
Addressing the Selection Requirements
Changes to Requests
Submitting Offers
Changing your Offer
Evaluation and Award
Tender Feedback
Complaints and Feedback
Tenders WA is the online portal for all Western Australian government tenders. A Request for Tender is usually advertised online for a minimum of 10 working days, and may also be advertised in the West Australian, The Australian or in regional newspapers.
Request for Tender documentation can be obtained by:
- Downloading from Tenders WA.
- Calling the Tenders Office and asking for it to be mailed to you.
- Visiting the Tenders Office and collecting in person.
The New to Quotes and Tenders Seminar is run regularly to assist potential respondents in preparing their responses.
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Writing and preparing a response can be time consuming. To help you decide whether it is worthwhile to submit a response, you may wish to consider the following:
- 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?
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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 proposed.
Request documents commonly detail 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 successfully fulfil the Request, these requirements are normally weighted.
In order to respond more effectively you will need to address all of the selection requirements and, where applicable, detail your claims against each requirement.
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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 ‘potential respondent’ to ensure addendums reach you.
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Tender submissions are generally lodged:
- in person
- postal mail
- facsimile.
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.
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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 General Conditions of Contract found in the Request for Tender documents.
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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:
- An Evaluation Panel is convened.
- Tenders are submitted.
- Offers are assessed for all of the requested information.
- Panel members assess each offer against the stated requirements.
- Members of the Evaluation Panel form a consensus on a shortlist of the best value for money offers.
- Additional information may be requested from the respondents.
- The preferred supplier(s) is/are selected.
- An agency officer with appropriate financial authority approves the selection.
- The relevant Tender Committee endorses the selection.
- The contract is awarded to the successful respondent.
- Feedback is provided to unsuccessful respondents.
For more information about the evaluation of tenders please refer to the Suppliers Guide to Goods and Services Tendering with Western Australian Government Agencies .
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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, a full post-tender debriefing by the relevant agency is available upon request. 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.
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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.
Once the State Supply Commission completes the complaint review process, all parties are notified of the decision in writing.
For further information on the complaint handling process please contact the State Supply Commission.
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