Tender Preparation

Tender Preparation Process

This crib sheet will describe the importance an appointing party plays in
the information procurement process. It will describe the options an
appointing party has to help them fulfil their information management
responsibilities.

Tender Preparation Stages

The tender preparation phase is broken down into three stages.

The information procurement process is initiated for each and every appointment during
the delivery phase, but only the invitation to tender is repeated for each appointment.

The pre-appointment activities and tender response requirements should only be

required to be undertaken once at the start of each project.

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 Pre-Appointment Activities
Before an invitation to tender can be prepared and issued, the appointing party must:

Tender Response Requirements

When establishing tender response requirements, the appointing party should consider
the following tender response criteria:

Invitation to Tender
When preparing an invitation to tender, the appointing party should undertake the
following activities:

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 Responsibility Assignment
The reality is that not all appointing parties will have the capability or capacity to
undertake all of the activities they are responsible for. If this is the case, then
appointing parties have two choices:

To assist appointing parties, an information management responsibility assignment

matrix is a useful way of allocating responsibility for each activity.

A simple matrix, such as the one shown, can be used to identify which party is:
responsible for undertaking the activity; accountable for ensuring the activity is
completed; consulted during the activity; and informed when the activity is completed.

Once complete, the information management responsibility assignment matrix can be

used to establish the scope of services for third-parties and appointed parties.

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