Stage 1: compliance
A response can be set aside before anyone reads its answers. Common reasons: lodged late, a mandatory requirement not met, a required form missing or unsigned, or the price not in the buyer's schedule. Treat every mandatory item as a knock out.
Stage 2: weighted criteria
The request usually lists the criteria and often their weightings. A simple example:
| Criterion | Weighting |
|---|---|
| Price | 40% |
| Methodology | 25% |
| Relevant experience | 20% |
| Key personnel | 15% |
Example weightings, made up. Use the ones in your tender.
Spend your writing time in proportion to the weightings. If a criterion is worth a quarter of the score, it deserves a quarter of your effort.
Value for money, not lowest price
Australian Government procurement is built on value for money (Department of Finance). The cheapest price does not automatically win. A strong non price score can beat a lower price, and a very low price can raise questions about whether the work can be delivered.
Write so it is easy to score
- Use the buyer's headings and order
- Answer first, then the evidence
- Use numbers, names, past jobs and results
- Answer every part of every question
- Make gaps visible and explain how you will cover them
A typical scoring scale
| Score | What it usually means |
|---|---|
| 0 | No answer, or does not address the criterion |
| Low | Some relevant points, little evidence |
| Medium | Meets the requirement with some evidence |
| High | Fully meets it with strong, specific evidence and clear benefits |
Example scale. Buyers set their own, often 0 to 5 or 0 to 10.
How price is usually compared
Buyers compare price in different ways: the lowest price may get full marks with others scored in proportion, prices may be ranked, or price may be considered separately after the non price scores. The conditions of tender often explain the method. If they do not, it can be a good clarification question.
Questions
Does the lowest price win a tender?
Not necessarily. Most government tenders weigh price against quality, capability and risk to judge value for money.
Can I see how my tender was scored?
Many buyers offer a debrief after the outcome. Ask for one every time.
What is a marking guide?
The scale evaluators use to score each answer, often describing what a low, medium and high scoring answer looks like.
What is a weighted score?
A criterion's score multiplied by its weighting, so heavier criteria count more toward the total.
Do evaluators score each other's answers?
Panel members usually score on their own first, then meet to agree a consensus score.