4.4 Evaluation of EOI responses

Prior to the receipt of the EOI responses, a clear and transparent EOI evaluation plan should be developed and endorsed by the Probity Practitioner and approved by the Project Steering Committee. The Probity Practitioner is independent of the Project Steering Committee and is responsible for monitoring the bidding process at critical stages, such as the receipt of EOI responses, and is responsible for assessing and reporting whether the process has been conducted to the required standards of probity.

The purpose of the EOI evaluation plan is to provide an evaluation framework to assist the evaluation panel in short-listing an appropriate number of bidders to participate in the RFP phase of the tender process. In particular, an evaluation plan should detail:

• the objectives of the evaluation process;

• an appropriate evaluation team structure, including protocols on interaction with specialist advisors and bidders during the evaluation process;

• an evaluation methodology that covers how proposals will be assessed and the relative importance of particular evaluation criteria; and

• a clearly documented approvals process, including the role of government and the Project Steering Committee.

As part of the evaluation, bidders may also be invited to an interview, or to give presentations of their proposals to the evaluation panel and separately to the Project Steering Committee.

The evaluation will outline a process that is fair and equitable so that EOI responses are objectively evaluated in accordance with the criteria set out in the document.

EOI responses will be evaluated by an appropriately qualified evaluation panel chaired by the Project Director. External financial, legal and technical advisors will usually support the panel.

Further information on key aspects to consider in evaluating EOI responses is found in Section 13.