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Module 4 -16
Tendering & Procurement

16.1 What is the process of procurement and tendering?
16.2 What are the procedures for procurement?
16.3 What is procurement documentation?
16.4 What is the process of evaluation?
16.5 What are the rules of fair procurement?
Further Guidance

Key Questions:

Why carry out procurement?
What does procurement entail?
How does procurement achieve poverty reduction objectives?

Related Tools:

4 Collecting Information
6 Defining Objectives

Implementation – Tendering & Procurement

16.4 What is the process of evaluation?

A one-stage proposal evaluation uses two initial screens

  • Proposals are evaluated for their mandatory requirements. If any of these requirements have not been met, the potential partner can be eliminated from the shortlist.
  • Proposals that do not adequately and clearly demonstrate financial or managerial capability or previous experience can also be eliminated, further reducing the shortlist.

Once the proposals have been through these two screens, a shortlist will have been created. The proposals that remain can then be evaluated based on the criteria set out in the RFP.

In a two-stage proposal evaluation, all of the submissions will have been received from participants who have already been shortlisted through the RFEI or RFQ process. As such, all proposals will be evaluated. Members of the project team may score the projects individually, and then aggregate the scores, or they may score each project together by consensus.

As in the case of the one-stage proposal evaluation, a specific number of the highest ranked submissions will be shortlisted to receive a Request for Proposals.

As a matter of courtesy to potential partners eliminated in the RFEI or RFQ process, meetings with unsuccessful proponents should be held on request to discuss why they were not shortlisted. This session is important as it provides access and answers to questions for unsuccessful applicants, as well as providing them with a better understanding of the process for the next time the local government issues a RFEI or RFQ. It will also improve the quality of submissions received by the local government in the future, as more participants will have a greater understanding of the process and its requirements.

Developing evaluation criteria

Evaluation criteria vary depending on the type of project and end users. They can include the following:

  • understanding of the needs of the local government;
  • previous experience of the bidder;
  • legality of the proposed solution;
  • commitment of the proposed partner to achieving a solution that will benefit all parties;
  • likelihood that the bidder can achieve the proposed solution;
  • management capacity of the bidder;
  • financial stability of the bidder;
  • municipal priorities and policies; and
  • proposed solutions for dealing with labour unions and local government employees affected by the arrangement.



  S T A R T P A G E  
  Module 1 - Before PPPs  
  01-Starting Out  
  02-Strategic Planning  
  Module 2 - Preparation Stage  
  03-Planning & Organising  
  04-Collecting Information  
  Module 3 - PPP Development Stage  
  05-Identifying Constraints  
  06-Defining Objectives  
  07-Defing Parameters (Scope)  
  08-Establishing Principles  
  09-Identifying Partners  
  10-Establishing Partnership  
  11-Selecting Options  
  12-Financing (Investment)  
  13-Financing (Cost Recovery)  
  14-Preparing Business Plans  
  15-Regulating the PPP  
  Module 4 - Implementation  
  16-Tendering & Procurement  
  17-Negotiating & Contracting  
  18-Managing PPPs  
  19-Monitoring & Evaluation  
  20-Managing Conflict  
  21-Capacity Development  
  Contact Information