How tenders are evaluated: what buyers look for

The usual stages

Most evaluations follow the same shape. The tender document states the exact criteria, so always read it.

• Opening: bids are opened and recorded
• Preliminary (mandatory) check: missing a mandatory document or requirement can end a bid here
• Technical evaluation: bids are scored against the stated criteria
• Financial evaluation: prices are compared
• Award recommendation and approval

Mandatory requirements decide first

Many bids are lost before scoring because a required document is missing, unsigned, expired or in the wrong form. Treat every mandatory item as pass or fail.

Scoring is against the document, not opinion

Evaluators score only against the criteria and weights in the tender document. Answer each criterion directly, in the order given, and point to evidence.

Price

Price matters, but the lowest price is not always the winner: where scoring is used, the combined technical and financial score decides. Price realistically so you can deliver.

Write to be scored

Make it easy to give you marks: use the headings from the tender, give clear methods and timelines, show relevant past work with proof, and name the people who will do the work.

If you think it was unfair

Procuring entities must inform bidders of the outcome and there are formal review routes with strict time limits. Check the official procurement authority's guidance quickly if you plan to challenge a result.

Buyers: evaluating a tender?

If you run your own private or NGO tender, we offer a free evaluation scorecard spreadsheet with weights, ranking and a conflict-of-interest sheet.