18.1. The method of evaluating tenders, i.e., in accordance with either Contract Procedure 18.2 or 18.3. below, must be indicated in the invitation to tender.
18.2. Price Evaluation
18.2.1. The invitation to tender will specify the quality and performance criteria to be met by all tenderers. The evaluation process will assume that all such criteria will be complied with by the tenderer. If tenderers indicate to the contrary, the tender will be disqualified.
18.2.2. Comparative evaluation will thereafter be on price.
18.2.3. Where there are more than three tenders, the Director will check the three lowest price tenders for arithmetical accuracy and compliance with the requirements of the invitation to tender. Where there are up to three tenders, the Director will check all tenders.
18.2.4. Where the lowest price tender is discovered on evaluation not to be acceptable, the reasons for rejection must be documented and retained. The next tender in competitive order will then be considered.
18.2.5. Any resulting contract will be awarded to the tenderer submitting the most advantageous tender, which fully complies with the specification.
18.3. Evaluation On Price And Comparative Quality
18.3.1. The criteria to be used in the evaluation will :-
- be pre-determined and listed in the invitation to tender documentation in order of importance
- be strictly observed at all times throughout the tender process.
- reflect the principles of Best Value.
- include price.
- consider, where applicable, whole-life costing, particularly in the case of capital equipment where the full cost of maintenance, decommissioning and disposal should be taken into account.
- be capable of objective assessment.
- be weighted according to their respective importance.
- include, where applicable, the quality of the tenderers' proposals to transfer staff under the Transfer of Undertakings (Protection of Employment) (TUPE) Regulations 1981.
- avoid discrimination or perceived discrimination contrary to the Council's Equality Policy.
- take account, where relevant, of the ability of the tenderer to respond to changes in legislation, or other external factors, during the period of the contract.
- include Health and Safety and employment policies.
- have regard to environmental criteria and impacts and also sustainability.
18.3.2. A scoring model must be included in the invitation to tender, which will indicate the factors and relative weightings to be taken into account in evaluating tenders.
18.3.3. The contract will be awarded to the tenderer obtaining the highest overall score (i.e., the most advantageous tender) from the evaluation process.
18.3.4. The evaluation must be carried out by a panel consisting of at least three Officers of appropriate seniority, supported by Officers from the Central Services Directorate.
18.4. Where a Post Tender Amendments Procedure has been used in accordance with Contract Procedure 9.5, all tenderers will be invited to submit their best and final offers at the conclusion of the process, under the same procedure as for the receipt and opening of tenders in Contract Procedures 14 and 15. In this case, the best and final offers will be evaluated by revisiting the above objective scoring process and revising scores as appropriate.
