Assemble the evaluation team

The evaluation team should have 3 or more people and may include:

• the procurement officer
• the procurement owner
• a technical expert such as an architect
• a school board member (this cannot be the same person as the procurement sponsor).

One evaluator is nominated as the team’s chairperson. It cannot be the procurement officer.

Do initial quality checks

The procurement officer and evaluation team’s chairperson do an initial quality check of all offers. Any that do not meet the tender requirements can be excluded with approval from the procurement sponsor.

For each offer, verify that:

• the supplier has completed all declarations
• it is compliant with the RFx process terms and conditions.

Evaluate offers

Use the evaluation process in the procurement plan to score each compliant offer.

After evaluating scores individually, the evaluators meet to moderate scores and determine a preferred supplier. This process is led by the evaluation chair with support of the procurement officer.

Due diligence

Complete due diligence checks on the preferred supplier and document your findings.

Due diligence checks can include:

• checking the supplier’s accreditation and staff’s qualifications
• credit checks and a review of the supplier’s financial information
• researching the supplier online
• contacting at least 2 of the supplier’s referees (these should be current or recent customers)
• asking other local schools if they have worked with the supplier and for their opinions.

Police vetting is mandatory for anyone who is likely to have unsupervised access to students at a school during normal school hours.

Police vets for schools and kura