Tender Evaluation
Tender evaluation (tarjousten arviointi) is the process by which a contracting authority assesses submitted tenders against published criteria. In Finnish public procurement, the evaluation must follow the criteria and methodology set out in the procurement documents, ensuring equal and transparent treatment of all bidders.
Definition
Tender evaluation is the systematic assessment of tenders received in a procurement procedure. The evaluation typically follows a structured process: first, verifying compliance with formal requirements; second, assessing the bidder's suitability (or verifying ESPD declarations); third, checking that the tender meets mandatory technical requirements; and finally, scoring the tender against the published award criteria. The evaluation must be conducted using only the criteria and weightings published in the procurement documents. The evaluation process must be documented to ensure traceability and enable judicial review. It is governed by the award criteria provisions in Sections 93-98 of the Public Procurement Act (1397/2016).
Practical Example
A contracting authority receives 8 tenders for a consulting assignment. It first checks formal compliance (all 8 pass), then verifies suitability requirements (7 pass). Of the 7, all meet the mandatory requirements. The evaluation committee scores each tender on quality criteria (60% weight) and price (40% weight) using the published scoring model, and ranks them by total score.
Common Mistake
Bidders sometimes assume that past relationships or reputation will influence evaluation. In public procurement, only the published criteria and the content of the written tender can be considered. Anything not in the tender document cannot improve the score.
Frequently Asked Questions
Can a contracting authority ask for clarifications during evaluation?
Yes, the contracting authority may ask bidders to clarify or supplement their tenders, provided this does not change the substance of the tender and all bidders are treated equally. Clarification requests cannot be used to allow a bidder to submit missing mandatory documents after the deadline.
How is the evaluation documented?
The contracting authority must prepare an evaluation report documenting the evaluation process, including the scores and justifications for each tender on each criterion. This documentation is essential for transparency and may be reviewed by unsuccessful bidders or the Market Court in case of an appeal.
Related Terms
Request for Proposals
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Procurement Correction
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Most Economically Advantageous Tender
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