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ANNEX A to
DEFFORM 47B EU
ITT EVALUATION CRITERIA AND PROCESS
1. Overall
1.1. This document details the tender evaluation process that will be implemented to
select the winning bidder for this requirement. Evaluation will be conducted by an
internally appointed assessment team which undertake an objective assessment of
areas of strength, weakness and risk, and provides a clear and transparent audit
trail to support the robust evaluation process.
1.2. The objective of the ITT is to select the most economically advantageous tender as
specified in the OJEU notice Ref: 2012/S 71-118106 dated 10 April 2012. The
evaluation criteria, which have been developed by Defence Clothing’s subject matter
experts, comprises a question set designed to test the Tenderer’s proposals to
specifically meet this requirement for the supply, design and development of Knitted
Garments in the estimated volume, to time and quality. The selection will be based
upon a formal evaluation of the written submission and the technical assessment of
the Tender Samples. The response to each question will be scored against a
confidence level based entirely on the Tenderer’s response and the supporting
evidence provided. A weighting has been attributed to each question according to its
importance and criticality in providing confidence in regards to the Tenderer’s
capability in these areas. Tenderers that achieve a confidence score of 70% or
above will proceed to the Reverse Auction wherein the most economically
advantageous tender will be chosen. It is imperative that a full ITT response is
provided including a response to all questions in the Evaluation Question Set.
Failure to comply with any aspect of this requirement may render the Tenderer’s
submission non-compliant. A compliance check list is included at Annex H to
DEFFORM 47B EU (Edn 12/09) for ease of reference.
2. Written Submission
2.1. The Tenderer’s response to this ITT including the question set posed at will be
assessed by a team comprising the Authority's subject matter experts. The
evaluation team will assess the responses to each question including any additional
material that is referenced within the response and will record their scores
independently. A score will be assigned to each question response ranging from
‘High Confidence' to 'Major Concerns'. Evaluators will also detail the rationale for
allocation of each score.
2.2. The Evaluators' scores will be made available to a Moderator who will compare the
scores and rationale. In the event of any significant differences between the
individual scores within the Evaluation Team the Moderator will review the source
details and assign an overall score for the question. The score entered by the
Moderator will then be converted to a numerical value and combined with the
question weight to produce an overall Confidence score.
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2.3. The numerical conversion of assessments will be as follows:
Level
Score
High Confidence
100
Confidence
70
Concerns
40
Major Concerns
0
2.4. The weight of each question as follows:
Question
Weight
Commercial (5/100)
{Com 01} Value for Money
5%
Management (15/100)
{Man 01} Risk Management
10%
{Man 02} Providing Management Information
5%
Technical (30/100)
{Tec 01} Tender Samples
n/a*
{Tec 02} Outsize Garments
10%
{Tec 03} Quality Plan
20%
Capacity (50/100)
{Cap 01} Manufacturing Capacity
20%
{Cap 02} The Supply Chain
10%
{Cap 03} Demand Lead Times
10%
{Cap 04} Fluctuation in Demand
10%
Total
100%
* denotes Pass or Fail (Please Refer to 4.7 ‘Scoring’ of Section 4 ‘Tender Sample Evaluation’)
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2.5. Tenderers are invited to note that the scoring of ‘Tec 03 Quality Plan’ will be
constructed separately to the scheme outlined at 2.3 above. The Tenderer will be
required to complete a Quality Plan in accordance with AQAP 2105. The evaluation
form shall consist of 36 sections which will be marked as follows
Level
Mark
Top Answer
10
Good Answer
8
Fair Answer
5
Poor Answer
0
2.5.1. The cumulative scoring of the assessed sections would therefore be
expressed in terms of confidence as follows:
Level
Score
High Confidence
300 to 360
Confidence
230 to 299
Concerns
160 to 229
Major Concerns
0 to 159
2.5.2. However after completion of the marking process the confidence levels will be
harmonised to bring the relative scores achieved into line with the category
values as expressed at 2.3 in order to ensure conformity with the overall
marking scheme.
2.6. On conclusion of the evaluation, the Senior Commercial Officer, will review the
findings of the Moderator to ensure that there is consistency in the allocation of
scores across all submissions.
3. Lead Time Response
3.1. Tenderers are to note the requirement to offer a lead time and monthly delivery rate
for each line item. This offer must be one to which the Tenderer can adhere as this
will be contractually binding and will form the basis against which the delivery KPI
will be measured. Tenderers are therefore required to provide their proposed lead
times in Annex A to Schedule 1, the Schedule of Requirements. Any Tender that
has a lead-time of more than 12 weeks for Outsize Garments and therefore does not
meet the Authority’s requirement will be deemed non-compliant and consequently
will not proceed to the Reverse Auction.
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4. Tender Sample Evaluation
4.1. Tenderers shall provide samples in accordance with paragraph 45 of DEFFORM 47
B EU (Edn 12/09). Each of the 2 required samples shall be assessed by the
Authority using the sample specific assessment tables at Annex C to DEFFORM
47B EU (Edn 12/09). Each sample that meets the essential acceptable criteria will
be further evaluated and scored accordingly. Failure to meet the minimum pass
mark of 80% on any of the samples will render the submission non-compliant and
the Tenderer will not proceed to the Reverse Auction.
4.2. Components: Components are not being issued. Tenderers are expected to use
the specified components, but deviations/alternatives will be accepted where
difficulty in sourcing is experienced, provided the deviation is noted and remedial
action explained.
4.3. Sizes: The Tender Samples are to be made in the sizes indicated in the relevant
Marking Table.
4.4. Documentation: The Tender Samples must be accompanied by documentation
which details deviations in relation to components with reasons for the deviation and
proposals to correct those deviations when in production. Failure to provide this will
result in a zero mark for that component.’
4.4.1. All documentation included with the sample must have the company name on
the front page only.
4.5. Receipt of Tender Samples and Documentation
4.5.1. No samples will be opened until the Tender Return Date. Any documentation
accompanying the Tender Samples will have company details removed and
substituted with a label showing only a company code.
4.5.2. Only the Commercial Manager will know the company/company code identity.
4.6. Assessment
4.6.1. The coded Samples (together with any deviation documentation) will be
assessed by Authority’s technical staff. The assessment will be in accordance
with the details given in the Marking Tables (Annex C to DEFFORM 47B EU
(Edn 12/09)).
4.6.2. The Marking Tables give details of the features that will be assessed on the
Tender Samples. The assessment falls into 4 sections:
4.7. Scoring
4.7.1. If ANY Tender Sample is deemed unacceptable ALL Tender Samples will be
deemed unacceptable and the tender will be rejected.
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4.7.2. Tenderers should note that a mark of 1 in any criteria or an overall score of
less than 80% will render the tender sample non-compliant. Marks of between 1
and 5 will be awarded as detailed on the Technical Marking Matrix (Annex C to
DEFFORM 47B EU (Edn 12/09).
4.7.3. For passed samples, the ITT sample score for each sample will be given the
weighting shown in Annex C to DEFFORM 47B EU (Edn 12/09) to give the final
result.
5. Final Selection for Reverse Auction
5.1. Tenders that achieve a confidence score of less than 70% will not proceed to the
Reverse Auction as they would not be deemed to have provided an adequate
confidence level in their ability to fully meet the requirement. If no bids score 70% or
more, the Authority reserves the right, at its absolute discretion, to re-run the
tendering process. Tenderers should also note that the Authority requires full
compliance with its Terms and Conditions of Contract including agreement to the
provision of a parent company or bank guarantee within ten calendar days of the
announcement of the Authority’s intention to award a contract by accepting a tender.
Failure to meet these criteria will result in immediate disqualification from the Tender
process.
6. Reverse Auction Notional Price Advantaging.
6.1. In compliance with the OJEU notice Ref: 2012/S 71/118106 it is the Authority’s
intention to recognise the level of confidence offered by the relative scores of the
Tenders that have met the minimum confidence score of 70%. This will be put into
effect by applying a notional price discount to bids that score between 70% and
100% on a sliding scale relative to the level of costed risk that the Authority may be
required to fund. On this basis, a tender that scored the maximum confidence score
would be awarded the maximum notional discount of 5% in the Reverse Auction
whilst a tender that scored the minimum confidence score of 70% would receive no
discount. Those scoring between this range would be allocated a percentage
notional discount relative to their score (e.g. a confidence score of 90% would be
awarded a notional discount of 3.3334%). Every 5% scored over 70% would
therefore earn an additional 0.8334% notional discount as shown in the table below:
Points
Notional
Discount
Score
66.50
70%
0.0000%
71.25
75%
0.8334%
76.00
80%
1.6666%
80.75
85%
2.5000%
85.50
90%
3.3334%
90.25
95%
4.1666%
95.00
100%
5.0000%
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6.2. The pricing model at the Reverse auction will be based on the best estimate of
quantities for the items detailed in Annex A to the Schedule of Requirements.
6.2.1. Once the winning tenderer has been selected and an announcement made of
the Authority’s intention to award a contract, there will be a standstill period of
ten days, as required by the Public Contract Regulations 2006.
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