Bid evaluation process

About this guide

This guide provides an overview of how the
South Australian Government evaluates tender responses, helping you understand the evaluation process and associated criteria in any bid assessment.

Woman conducting an evaluation on a desktop computer

All bids submitted by businesses are critically and objectively assessed.

The goal of the evaluation process is to achieve value for money using a fair, objective, and transparent process that ensures the most appropriate supplier is selected to meet the procurement objectives.

After you submit a bid for a tender, it will be evaluated with all other bids against the evaluation criteria to determine which bid best meets the requirements and provides value for money.

Steps in a common evaluation process

Each evaluation process is tailored to the procurement; however, most follow a similar series of steps to assess bids and identify the preferred supplier.

  • Once the tender closes, an evaluation team assesses all bids against the approved evaluation criteria and evaluation plan.

    To ensure a fair and transparent process, evaluation team members must declare and appropriately manage any actual, potential or perceived conflicts of interest.

  • During the evaluation process, agencies may ask suppliers to clarify information in their bid, carry out further checks, contact referees, shortlist suppliers or invite presentations to better understand the proposed solutions.

  • Following the evaluation, the evaluation team identifies the preferred supplier or suppliers and makes a recommendation for approval.

  • Once a decision has been made, all participating businesses are notified of the outcome and may request feedback on their bid.

Understanding evaluation criteria

Evaluation criteria are used to assess which bid best meets its requirements and provides value for money. The criteria are included in tender documentation and help suppliers understand how their response will be assessed.

  • Types of evaluation criteria:

    • Mandatory criteria - the minimum requirements a bid must meet to be considered further. Bids that do not meet these requirements may be excluded from the evaluation process.
    • Weighted criteria - assesses specific aspects of a bid which are given a weighting based on their relative importance to the procurement.
    • Non-weighted criteria - are not scored but may be used to identify risks, gather additional information, or assess value-add opportunities.

  • Evaluation criteria may assess a combination of quantitative (cost) and qualitative (non-cost) factors including:

    • bid price / whole-of-life cost
    • relevant experience and past performance
    • capability and capacity to deliver the intended outcomes
    • ability to comply with the specification and contractual terms and conditions
    • financial viability and risks.

Getting feedback on your bid

Feedback can help you understand how your bid was assessed and identify opportunities to improve future submissions.

Preparing a tender response can require a significant investment of time and resources. If your bid is unsuccessful, requesting feedback can help you prepare stronger responses in the future.

Feedback is usually provided through a debrief between you and the agency.

  • You will be notified in writing whether your bid has been successful or unsuccessful. The notification will include contact details if you would like to request a debrief.

    A debrief provides an opportunity to better understand the outcome of the procurement process and identify areas for improvement in future submissions. The procurement lead will discuss the strengths of your response, areas where it could have been improved, and how it performed against the published evaluation criteria.

    If you have specific questions you would like addressed, it is helpful to provide these to the contact person before the debrief.

    To protect confidentiality and maintain probity, information about other suppliers' submissions, pricing, evaluation results, commercially sensitive information and other confidential details cannot be disclosed. The discussion will focus on your submission and feedback that may assist you in future procurement opportunities.

  • A debrief includes:

    • an explanation of the selection process
    • a general indication of the competitiveness of your bid
    • the strengths of your bid and any areas for improvement
    • advice on how to improve the presentation of your capability and strengths
    • the opportunity to ask questions or raise any concerns.

  • A debrief does not cover:

    • general or specific comparisons of your bid to others
    • details of the successful supplier including their bid
    • commercial in confidence information
    • any debate around the evaluation process, or the selection of the successful supplier.

Supporting resources

Explore additional resources and guidance to learn more about the evaluation process.

Tender for success training

The Office of the Industry Advocate provides support for businesses in tendering. Review their courses and programs to improve tender submission success.

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Ready to tender

The Office of the Industry Advocate provides an online program to help you work through the SA government tendering process and your responses.

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Frequently asked questions

  • No. South Australian businesses are not automatically awarded government work. To be successful, you must demonstrate that you can deliver the required goods or services and provide value for money. The South Australian Government has policies designed to create opportunities for local businesses and workers, but suppliers still need to compete and meet the requirements of the procurement process.

  • No. While price is an important consideration, government does not automatically select the lowest-priced bid. Procurement decisions are based on the evaluation criteria published in the procurement documents. Suppliers should focus on demonstrating how their proposed solution meets the requirements and delivers value, rather than competing on price alone.

  • Mandatory requirements are the minimum requirements that suppliers must meet to be considered for a contract. If you do not meet a mandatory requirement, your response may not progress to the next stage of evaluation, regardless of how strong the rest of your submission is.

    If you are unsure whether you meet a mandatory requirement, do not assume it will not matter. Review the documents carefully and seek clarification from the contact person before the closing date if anything is unclear.

  • Insurance requirements vary depending on the nature of the goods or services being provided, the level of risk involved and the contract requirements.

    Common types of insurance may include public liability, professional indemnity, workers compensation and motor vehicle insurance where vehicles are used to deliver the contract.

    The procurement documents or contract will usually specify the types and minimum levels of insurance required. You may be asked to provide certificates of currency before a contract is awarded or before work commences.

    If you are considering responding to a procurement opportunity, check the insurance requirements early. If you do not currently hold the required insurance, speak with your insurer to understand whether it can be obtained and what the costs may be.

  • If your offer is unsuccessful, you should be advised of the outcome in writing and you may request feedback or a debrief. A debrief is intended to help you understand the quality of your response and areas for improvement for future opportunities.

  • Yes. An unsuccessful result on one procurement does not prevent you applying for future opportunities. Each procurement is assessed on its own requirements, evaluation criteria and approved process. Feedback from a debrief can help improve future responses.

Related resources

Explore related resources to learn more about procurement and working with the South Australian Government.

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