The evaluation process: make it easy for the evaluators.
Your proposal will be read by people with a scoring sheet, a deadline and a pile of other bids. Make their job easy and you improve your chances of winning.
Who scores your tender
A small panel evaluates every proposal against criteria set before the tender was advertised. Alongside procurement staff, it may include technical or financial specialists, depending on the contract. Using a panel keeps the evaluation fair and balanced.
How scoring works
Each evaluator first scores your answers on their own, against the rating scale in the tender. The panel then agrees a final score for each question, either by averaging the individual scores or by reaching a consensus through discussion. Government guidance prefers consensus, because it lets the panel debate each response’s strengths and weaknesses and explain its reasoning.
Scores must rest on what’s in your response, not on hearsay or personal opinion. Panels also keep a full written record to show every response received fair consideration. Evaluators can only score what you’ve put in front of them, so make it easy to find your answer and your proof.
If you don’t win, ask for a debrief
Agencies must offer every unsuccessful supplier a debrief, by phone, email, letter or meeting. It should explain why your proposal wasn’t successful and how it performed against the criteria, including its strengths and weaknesses. Ask as soon as you’re notified. Agencies must debrief within 30 business days of the contract being signed or of your request, whichever is earlier.
Keep your questions focused on improvement: where did we lose the most points, and what would have strengthened our answer? A defensive tone closes the conversation. For a larger tender, it’s worth asking for a meeting rather than a quick call.
A debrief is some of the most useful feedback you’ll get on your tendering. If you’d like help writing your debrief request or preparing your questions, get in touch.
Sources: New Zealand Government Procurement, Evaluating responses and Debriefing suppliers.