Who prepares the tender report and what does it include?

A tender report is a document that summarizes the results of a tendering process and provides a detailed evaluation of the bids received from potential contractors or suppliers. It is usually prepared by the procurement team or the project team responsible for managing the tendering process, which will review and evaluate all the bids received and will then prepare the tender report.

The tender report will typically include:

  • The background of the contract and the reason why the tendering process was initiated.
  • A clear and detailed description of the work to be performed, including the scope of the contract.
  • The pre-qualification criteria that were used to evaluate and select the bidders.
  • The criteria used to evaluate the bids and the method used to weight the different factors.
  • Reasons for rejecting any unsuccessful tenders, and an explanation of why these bids were not considered suitable.
  • A clear and detailed explanation of the reasons for the recommendation, including an assessment of the strengths and weaknesses of each bid.
  • Any post-tender negotiations that took place and the outcome of these negotiations.
  • A comparison with the pre-tender estimate, and an explanation of any significant variations.
  • An analysis of any potential implications for the project and any recommendations for further action.

Its purpose is to provide a clear and comprehensive evaluation of the bids received, and to help the client or owner make an informed decision about which bid to accept. The tender report should be objective, transparent and should be based on the criteria set out in the tender documents. It’s also usually reviewed and approved by the client before a final decision is made.

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