Templates

Procurement Evaluation Pack

Evaluation criteria, scoring guides and BAFO frameworks for running probity-sound technology procurements.

$297 AUD

Who this is for

Project managers running a technology procurement for the first time
Procurement teams supporting a restricted tender for a complex technology acquisition
Technology leaders who need a structured, defensible vendor evaluation
Legal and governance teams supporting a procurement that needs to withstand audit scrutiny

The problem it solves

Technology procurement evaluations are frequently structured in ways that make them vulnerable to challenge. Scoring is inconsistent between evaluators. Judgements are not documented. The BAFO process is not properly recorded. Conflict of interest obligations are acknowledged but not managed.

A procurement that cannot survive scrutiny creates legal and reputational risk long after the contract is signed. A supplier who loses a poorly documented evaluation has grounds to challenge the outcome. An audit finding on procurement process can delay or unwind a contract that has already commenced.

This pack provides the structure for an evaluation that is consistent, well-documented and defensible, from the initial scoring through to the delegate approval recommendation.

What is included

RFP Evaluation Plan

A structured plan for managing the evaluation process from receipt of responses to recommendation, including timelines, panel structure and probity obligations.

Technical Evaluation Matrix

A weighted scoring matrix for assessing technical capability and solution fit, with evaluator guidance notes.

Commercial Evaluation Matrix

A weighted scoring matrix for assessing commercial terms, pricing structure and contract approach.

Supplier Clarification Register

A structured log for managing clarification questions and responses in a way that maintains probity and equal treatment.

BAFO Request Template

A structured request template for issuing a Best and Final Offer to shortlisted respondents, covering permitted scope of revision and evaluation approach.

Recommendation Report Structure

A template for the procurement recommendation report that supports the delegate approval decision.

Probity Checklist

A checklist of probity obligations for restricted tender processes, covering record-keeping, conflict of interest management and documentation requirements.

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What you can produce with it

A defensible, well-documented evaluation that will survive probity review
A BAFO process that is fair and consistently documented
A recommendation report that supports delegate approval
A procurement record that can withstand audit scrutiny

How to use it

Issue the RFP evaluation plan to panel members before evaluation begins. Set up the technical and commercial matrices with your criteria and weightings before responses are received. Complete the probity checklist as a live record throughout the process. If proceeding to BAFO, use the request template to issue the BAFO and document that stage properly. Use the recommendation report structure to prepare the delegate submission.

What this is not

Not legal advice on procurement obligations
Not a substitute for your organisation's procurement policy or legal review process
Not designed for low-value or simple procurements
Not a guarantee of probity compliance - that requires appropriate governance and oversight

Format and delivery

Microsoft Word templates (.docx) and Excel workbook (.xlsx). All documents are fully editable. Delivered via Lemon Squeezy after purchase.

Frequently asked questions

Is this suitable for Australian government procurement?

Yes. The probity checklist and evaluator guidance reflect Australian government procurement governance requirements, including the record-keeping and conflict of interest obligations common in Commonwealth and state agency procurement.

What if my organisation has its own evaluation template?

The frameworks can be adapted to work alongside existing procurement templates. The scoring logic, evaluator guidance and probity checklist are designed to complement rather than replace organisational templates.

Does this cover open tenders?

The pack is designed for restricted and select tender processes, but the evaluation frameworks adapt to open tenders. The weighted scorecard and BAFO frameworks work the same way regardless of how many respondents are in the pool.

Can I use this if I do not have a procurement specialist on the team?

Yes. The evaluator guidance notes are written for people who are not procurement specialists. They cover the obligations that matter, in plain language, without assuming prior procurement experience.