Evaluation Panel Minutes / Report Project <project name>

Evaluation Panel Minutes / Report

Project <project name>

Template instructions

These minutes can be adapted to suit your procurement activity.

Evaluation summary

Item	Response
Contract title:
Agency:
Scope of purchase:	Brief overview of the goods or services being purchased/provided.
Estimated cost (before tender) :	Estimated cost or cost range before going to market.
Contract term:	Initial: Extension options:
Recommended or preferred supplier/s:	Name/s of recommended or preferred supplier/s. Refer to recommendation.
Total contract value:	$ The contract value is based on estimated spending at this stage, but may change depending on budget and business demands.
Price basis:	Fixed for [term]. or Fixed for initial [number] months/years. Spending under this contract is not capped or fixed.
Expected contract start date:
Issues to be resolved:	YES/NO. [If ‘YES’ refer to Issues to be Resolved.]
Contract Management Plan:	Attached/Under development.

Procurement – driving better value for money

Evaluation panel minutes

Panel participants

Name	Title and agency	Role (Chair, voting/non-voting, adviser)

Refer to Appendix for Instructions to Evaluation Panel and Guide to Scoring.

Summary of responses

Suppliers that submitted tenders

Supplier	Address	Passed mandatory conditions stage?
		Yes No
		Yes No
		Yes No
		Yes No
		Yes No
		Yes No
		Yes No
		Yes No
		Yes No
		Yes No

Summary of evaluation: Stage 1

Shortlisted suppliers – qualitative score and price summary

Refer to Appendix for details of evaluation, including full panel commentary

Suppliers excluded from shortlist:

Procurement – driving better value for money

Summary of evaluation: Stage 2 – following due diligence

Recommendation

[Supplier name(s)] [is/are] the evaluation panel’s recommended/preferred supplier/s for this contract.

The basis for this decision is:

[Complete for each supplier]

Qualitative

[Discuss]

Price

[Discuss]

In summary, [Supplier name (s)] [is/are] best suited to meet our requirements for achieving best value for money.

Issues to be resolved

Procurement Plan & probity practices

We confirm that the approved Procurement Plan and probity practices have been followed.

Procurement – driving better value for money

Endorsement by the evaluation panel

Appendix

Template instructions

Items for the appendix can be adapted to suit your project.

Items to attach:

Evaluation: Mandatory Conditions

Tender Criteria Evaluation Forms

Guide to Scoring

Instructions to Evaluatio