TENDERING PROCEDURES & CHECK LIST

TENDERING PROCEDURES & CHECK LIST

Purpose:

The steps listed below is the flow for the tendering process and
is to be used as a Check list to ensure the tendering procedures have
been actioned in accordance with the NSW Department of Health Purchasing
Supply Manual.

Tendering For:

_____________________________________________

Contract Custodian:

_____________________________________________

Tendering and Evaluation

Step	Action	Process	Initial
1	Gain approval to call for Tenders and ensure funds are available from your Continuum Director or as per the delegation manual	Continuum Director· General Manager· SWSAHS
2	Contact Corporate Services Manager or nominate Tender Officer	Corporate Services Manager 1725 Tender: Officer:
3	Prepare Tender Document and Specifications	P&S; Manual Reference 3.5, 3.39 to 3.40
4	Gain approval of completed document	Continuum Director. General Manager. SWSAHS
5	Make arrangement for the Tender Box: Standard Location	P&S; Manual Reference 3.7. 3.42· On site. Area secretariat.
6	Prepare and Place Advertisement Nominate Contact Person	P&S; Manual Reference 3.7.3.42 Contact Person:
7	Establish and document the criteria and method of evaluation	P&S; Manual Reference3.4, 3.36
8	Nominated Contact Person to maintain a register of enquires	Register to have Name, Address, Contact No', Date inquiry made, and date documentation sent out.

The Tender procedures listed under steps 1 to 8 have been
actioned in accordance with the NSW Department of Health Purchasing and
supply Manual. Tender Officer/Custodian Signature:

___________________________/_______________________

Step	Action	Process	Initial
9	Nominate a Tender Review Officer or Committee	P&S; Manual Reference 3.14 to 3.16 & 3.52 to 3.54 Delegated Tender Review Officer/Committee:
10	Organise a Tender Opening Committee of no less than 3 members. Tender opening to take place no later than 1 working day after tender closing· Complete and Sign schedule of tender which is to remain with the Tenders Documents for the evaluation process	P&S; Manual Reference 3.10 to 3.11, 3.45 Members: 1. __________________ 2. __________________ 3. __________________ 4. __________________ Opening Date: _____/_____/____
11	Organise an Evaluation Committee of no less than 3 Members· Evaluation to take place no later than 1 working day after the tender opening· Schedule of tenders to be completed and signed· Tender Evaluation Recommendations have been prepared and documented· All to be passed to the Process review officer.	P&S; Manual Reference 3.11 to 3.14, 3.48 to 3.50 1. __________________ 2. __________________ 3. __________________ 4. __________________ Evaluation Date: _____/_____/____

The Tender procedures listed under steps 9 to 11 have been actioned in
accordance with the NSW Department of Health Purchasing and supply Manual.
Tender Officer/Custodian Signature:

___________________________________ Date____________________

Process Review

Step

Action

Process

Initial

Tender Process Review

P&S; Manual Reference 3.14 to 3.16 & 3.52 to 3.541.

Has approval to incur expenditure been obtained.
Was the tendering process carried out correctly.
Was there adequate expertise on the evaluation committee.
Has the evaluation been documented
Does the prepared recommendation make sense and are the reasons for the decision sound.

Forward all documentation with the recommendation to the approving authority as per the delegations manual

P&S; Manual Reference 3.16.6

Approving Authority.

The Tender procedures listed under steps 1 to 11 have been actioned in
accordance with the NSW Department of Health Purchasing and supply Manual.
Review Officer Signature:

_________________________________/ Date_______________

Notifications

Step	Action	Process	Initial
14	Advising successful tenderer	P&S; Manual Reference 6.16 & 3.54 to 3.55· Advise sent in writing within 2 working days of receiving all completed and authorised documentation. Advisement to include full description of the offer being accepted
15	Receiving acceptance from tenderer	Organise to have documentation signed. Send out notice to unsuccessful Tenderers
16	Advising unsuccessful tenderers	Advise to be sent in writing within 2 working days of receiving the acceptance notice from the Tenderer. Details to be limited to the facts of the unsuccessful tender, Name of the successful Tenderer and the Price.
17	Records and performance reporting	All records and documentation completed and filed. New contract now in the organisations supplier performance reporting system

The Tender procedures listed under steps 1 to 17 have been actioned in
accordance with the NSW Department of Health Purchasing and supply Manual.
General Manager/ Service Director Signature:

__________________________/ Date __________________

[Tender Agreements] - [Attachement 1]