• Contract Management Procurement

Introduction

In the world of public procurement and competitive bidding, a structured tender evaluation process ensures that organizations select the most qualified vendors while maintaining transparency and efficiency. Whether you are a procurement officer, business owner, or supplier, understanding the tendering process is crucial to making informed decisions. This guide will walk you through the key steps in bid evaluation, including technical evaluation, financial assessment, and contract award best practices.

Understanding the Tendering Process

A tendering process is a structured procurement method used by organizations and government agencies to solicit bids from suppliers. The goal is to ensure fair competition, obtain the best value for money, and select a vendor who meets all qualification criteria.

Key Stages of the Tender Evaluation Process

1. Tender Advertisement

This phase ensures transparency and encourages fair competition. The organizers ensure that all the relevant information is provided including deadline, eligibility criteria, terms of reference, how to apply and documentary requirements.

Key Activities:

• Tender Notice Publication – Advertise the tender via official procurement portals, newspapers, or company websites. Follow existing local and international procedures, laws and regulations. 
• Bid Submission Deadline – Set a strict submission timeline to ensure fairness. Usually 10 to 14 days minimum, but can be longer if the tender solicitation is more complex.

Best Practices:

• Use a centralized procurement portal for digital submissions.
• Clearly outline eligibility criteria and submission guidelines to prevent disqualification.

2. Pre-Bid Q/A Session

In order to provide interested parties with clarification regarding terms of reference, processes and evaluation criteria, a Q/A session is advised.

Key Activities:

• Pre-bid Meeting  – Conduct meetings to clarify requirements and address bidder queries.

Best Practices:

• Offer Q&A sessions before submission deadlines to avoid ambiguity.

3. Receive Submissions

Based on the application procedure recommended, receive applications on or before the deadline date mentioned in the advertisement. This may be done via email in some cases, or in rare cases through physically mailing the documents or submitting in person at the designated location. In recent times, there are online portals, where relevant documents and proposals are to be submitted.

Key Activities:

• Determine Mode of Receiving of Bids  – In-person, by mail, email or through an online portal.

Best Practices:

• Require vendors who want to submit bids against your advertised tender to register on an online portal where they have to submit all the necessary documents related to company registration, financial audits, and certifications. This will ensure that only qualified vendors can apply for the advertised tenders. 

4. Preliminary Screening (Based on Eligibility Criteria or Pre-Requisite Requirements)

As per the eligibility requirements  remove any bids that don’t follow the guidelines or requirements, like lacking certification or registrations.

Key Activities:

• Document Verification – Check bid security, signed forms, certifications, and legal compliance.
• Mandatory Criteria Compliance – Ensure bidders meet fundamental requirements like registration, experience, and financial stability.
• Bid Responsiveness Check – Verify adherence to format, deadlines, and required documentation.
• Rejection of Non-compliant Bids – Disqualify incomplete or non-responsive bids.

Best Practices:

• Automate compliance checks using e-procurement tools.
• Maintain a checklist-based approach for uniform evaluation.
• Allow minor corrections for non-material errors to avoid unnecessary disqualification.

5. Opening of Bids

As per the communicated process, once the pre-screening has been done and eligible bids have been received, organize an in-person, or online session where bids are opened to ensure transparency.

Key Activities:

• Online or In-person session  – Invite all successful vendors who qualified the pre-screening stage for this session. 
• Ensure Full Transparency  – Before opening of any bids, ensure that all participants agree that the process is transparent through signing of agreement.  

Best Practices:

• Ensure full participation from the qualified vendors
• Provide all the necessary information prior to the starting of the opening of the bids session.

6. Technical Evaluation

As per the evaluation criteria provided in the tender advertisement, evaluate the technical proposals submitted by vendors

Key Activities:

• Evaluation Against Specifications – Assess compliance with technical and functional requirements.
• Bidder Qualification Assessment – Review past experience, capacity, certifications, and project methodology.
• Scoring Based on Criteria – Use a weighted scoring system to grade technical proposals.
• Site Visits / Presentations (If Needed) – Validate bidder claims through demonstrations or inspections.
• Preparation of Technical Evaluation Report – Document results and shortlist technically qualified bidders.

Best Practices:

• Define clear evaluation criteria before tender issuance.
• Use a standardized technical scoring system (e.g., 100-point scale).
• Ensure independent review panels for transparency and fairness.
• Record evaluation justifications for future audits and dispute resolution.

7. Financial Evaluation

For the bids that qualified the technical evaluation, proceed with the financial evaluation and process the submissions as per the evaluation criteria

Key Activities:

• Price Analysis – Compare total costs, unit rates, taxes, warranties, and payment terms.
• Life Cycle Costing (If Applicable) – Consider long-term costs such as maintenance, training, and spare parts.
• Financial Scoring – Apply weightage (e.g., lowest price = highest score) to rank commercial offers.
• Identify the Lowest Evaluated Bidder / Best Value Proposal – Select based on cost and additional benefits.

Best Practices:

• Use weighted financial models instead of lowest-price-only selection.
• Consider total cost of ownership (TCO) rather than just initial cost.
• Conduct sensitivity analysis to assess price reasonability.

8. Clarification from Vendors

If there is clarity needed from any of the vendors who have submitted a bid, sometimes, a clarification via email is sought.

Key Activities:

• Seek Clarification – Either by phone or email seek clarifications from vendors on unclear aspects of their proposals.
• Ensure additional information does not alter core bid terms.

Best Practices:

• Ensure additional information does not alter core bid terms.
• This is done to confirm any parts of the proposal that may be ambiguous such as technical specifications, timelines, quoted price etc

9. Final Shortlisting

If a particular vendor, based on the qualification criteria and scoring has been deemed suitable, then proceed with the next phase, that is negotiations.

Key Activities:

• Selection of vendors – Notify the successful bidder formally.

Best Practices:

• Communicate the results to successful as well as unsuccessful vendors/bidders so that there are no confussions and everyone is aware of the results. 

10. Negotiations

In some cases, entities may engage shortlisted vendors in a final round of negotiations to determine payment cycles, deliverables and timelines.

Key Activities:

• Open Negotiation – Ensure a fair-handed approach to negotiations. 

Best Practices:

• Optimize contract terms while maintaining fairness.

11. Award of Contract

The final stage ensures smooth implementation of the awarded contract.

Key Activities:

• Issuance of Award Letter – Notify the successful bidder formally.
• Contract Signing – Finalize agreements and establish contract management mechanisms.
• Bidder Onboarding & Performance Monitoring – Ensure compliance with contractual obligations.
• Contract Execution & Compliance Audits – Regularly monitor quality, deadlines, and performance.

Best Practices:

• Establish KPIs for contract performance monitoring.
• Use digital contract management systems for tracking obligations.
• Implement penalty and incentive mechanisms for contractor performance.

Best Practices for a Successful Tender Evaluation

To optimize the procurement evaluation process, organizations should follow these best practices:

• Ensure transparency by following public procurement regulations
• Use predefined evaluation criteria to avoid bias in bid selection
• Conduct fair and structured negotiations with shortlisted bidders
• Perform due diligence to verify supplier credibility
• Maintain detailed documentation of the evaluation process for audit purposes

Technology Solutions for Tender Evaluation and Process

Technology plays a crucial role in streamlining the tendering process by automating workflows, enhancing transparency, and improving decision-making. Below is a comparison of leading software solutions that assist with tender evaluation and process:

Conclusion

A well-structured tender evaluation process helps organizations select the right vendors while ensuring fairness, cost-effectiveness, and compliance with procurement best practices. By following the steps outlined in this guide, businesses can improve their vendor selection process, minimize risks, and ensure successful project execution.

If you are involved in procurement, mastering these tender assessment criteria will streamline your decision-making and enhance operational efficiency.

Looking to become a certified procurement expert? Join the SCMDOJO Procurement Track and gain the skills and competencies needed to excel in your field!