Evaluation, Supplier Selection and Contract Management Report 2022

Evaluation, Supplier Selection
and Contract Management

Table of Contents
Evaluation Plan..........................................................................................................................3
Introduction............................................................................................................................3
Aim.........................................................................................................................................3
Background.............................................................................................................................4
Probity and Accountability.....................................................................................................5
Procurement Methodology.....................................................................................................5
Evaluation Schedule...............................................................................................................6
Tender Evaluation..................................................................................................................6
Compliance Criteria................................................................................................................7
Selection criteria.....................................................................................................................7
Contract management.................................................................................................................8
Contract summery..................................................................................................................8
Key contacts detail.................................................................................................................9
Contract details...................................................................................................................9
Responsibility and roles.........................................................................................................9
Contract delivery..................................................................................................................10
Requirements....................................................................................................................10
KPIs..................................................................................................................................11
Performance management....................................................................................................11
Monitoring and reporting.....................................................................................................11
Underperformance................................................................................................................11
Annual review......................................................................................................................12
Renewable............................................................................................................................12
Issues management...............................................................................................................12
Dispute resolution.................................................................................................................12

Escalation.............................................................................................................................12
Claims...................................................................................................................................12
Risks assessment and management......................................................................................13
Communication....................................................................................................................14
Contract variations................................................................................................................14
Termination, contract close and translation..........................................................................14
Termination..........................................................................................................................14
Contract close.......................................................................................................................14
References................................................................................................................................15

Evaluation Plan
Introduction
The main purpose and objective of this evaluation plan is to support and help in the selection
of a facility management company (FMC) in managing the diverse set of activities associated
with building maintenance and support of a organisational building premises in Australia
beginning in 2020. The FMC would be responsible for the maintenance of building fabrics,
electrical, hydraulics and mechanical equipments along with the thorough up keeping of the
external parking areas and landscape of the building premises. The report would deal with the
creation of a Request for Proposal (RFQ) that would help the organisation in selecting the
ideal suited FMC that would eventually satisfy the purpose and business objective of the
Australian organisation. The RFQ process would be followed by the awarding of a business
contract to a chosen FMC and this evaluation plan would specify all the diverse information
pertaining to the contract such as quotation guidelines, selection and compliance criteria
conditions of participation, methodology of procurement and approach of communicating
with unsuccessful bidders.
Aim
The report would seek to find out a supplier with the proven capability and expertise to deal
with the maintenance and upkeep of the organisational facilities while at the same time not
creating any financial burden on the organisation. This would eventually help in ensuring a
win-win situation for both the organisation and the chosen FMC. The main aims and
outcomes of this evaluation process are stated below.
1) To ensure the best value for money for the organisation while awarding the contract to the
most appropriate FMC that has the proven capability and expertise to satisfy the business
needs of the organisation.
2) Ensuring a fair and transparent contractual tender process that is well documented and
continuously monitored.
3) Optimise the business productivity by minimising the cost associated with the sourcing
process.