What’s the role of a procurement evaluation panel member?

Posted on March 15th, 2016 by Karen Mackay-Smith

So you’ve been requested to participate in an evaluation panel for a procurement project… what happens next and what is your role in the process?
board meeting
Typically an evaluation panel comprises a chairperson with the support of a small group of staff from within the organisation.  It’s advisable for a panel to have three members for small projects and up to six or seven where there is high complexity, risk or value. The experience represented in the panel can range from senior executives to operational staff each bringing their own important perspective as a potential user of the solution.  The key is that the group has the collective experience to be able to identify the best outcome.

The normal activities that the evaluation panel are involved in include:

  • Reviewing and agreeing the statement of requirement and the corresponding evaluation plan prior to release of the tender to the market;
  • Reviewing and assessing the responses received, which could include testing the products offered (particularly appealing for a catering contract!);
  • Identifying areas which require clarification in a response from a vendor; and,
  • Endorsing the recommendations presented in the evaluation report.

Through a series of stages, the evaluation process and panel members will narrow the field of responses and deliver a recommendation. 

The roles and responsibilities of an evaluation team are normally explained in the first meeting, following which members are asked to sign a code of conduct. During the process, the evaluation panel will need to declare any conflicts of interest which may arise so that they can be managed.  Members will be reminded to respect the confidentiality of commercial information both during and after the process.  Above all and throughout the process, a panel member is required to act with honesty and fairness and to make recommendations that are accountable, transparent and supported by the records of the evaluation process.


Comments are closed.

Our Key Services

  • img04

    Consultation and Research

    Investigate and better understand critical issues through research, evaluation and stakeholder consultation.

  • img05

    Organisational Design

    Assess, review and redesign organisational structures, business processes and job roles.

  • img06

    Workforce and People Systems

    Enhance organisational capabilities through job design and analysis, training, performance assessment and skills development.

  • img07

    Change Management

    Manage and implement the technical and cultural aspects of organisational change with a program customised to your organisation.

  • img08

    Organisational Planning and Review

    Support your organisation to achieve its objectives by creating a structured strategic, business or marketing plan.

  • img09

    Procurement and Independent Expert Advice

    Engage an independent specialist to support procurement, change management and training projects and prepare reports and corporate publications.