Page 125 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

The evaluation process needs to be fair, open and transparent. Suppliers should be assessed using
a clear scoring scheme and the winning supplier announced publicly.

Public officials and stakeholders should make sure that they:

• evaluate suppliers as a team, composed of all stakeholders who will be involved in the use of
the product/service;

• balance the level of evaluation to the value or complexity of the work;

• avoid any bias affecting the evaluation; and
• keep a record of every stage of the evaluation and award process.

4.3.1 Shortlist suppliers

Use shortlisting to ensure that the right suppliers get through to the evaluation stage.

Why it's important

Shortlisting can be used to ensure that only suppliers who meet minimum standards get through to
the evaluation stage. While using shortlisting can help speed up the procurement process, it must
not be used to limit competition. Public officials and stakeholders may choose to take all suppliers
through to the evaluation stage.

What it means

How many suppliers, public officials and stakeholders choose to shortlist depends on their needs.
In general, public officials and stakeholders should aim to evaluate at least three or more suppliers.

Use some or all of these criteria to shortlist interested suppliers:

• proof of skills and experience;

• accreditation to any technical standards required;
• evidence of financial standing – for example, the supplier’s turnover and profit margins should
be proportionate to the value of the contract.

Any criteria public officials and stakeholders choose must be applied to all suppliers and scored
objectively. A rating system can be used such as:

• 0 Not met or no evidence
• 1 Partially met

• 2 Met

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