Develop response schedules

Why develop response schedules?

Response schedules are the forms that participants complete when submitting their offer. They are an integral part of the participant’s offer.

Response schedules provide much of the evidence and information required to evaluate offers against the stated evaluation criteria.

Response schedules may cover:

• how to describe the cost or fee
• lists of key staff to perform the service
• the method how the services will be delivered
• key dates or the delivery of the service
• use of subcontractors or suppliers
• insurance information
• health and safety information
• skills and experience
• responses to procurement-related policies
• financial information
• conflicts of interest and probity requirements

Well planned response schedules ensure that:

• each response schedule connects to an evaluation criterion
• evidence called for is relevant to the evaluation criteria
• supports the evaluation method described in the evaluation plan

Well-designed response schedules help mitigate some of the risks identified in Analyse risks.

How to develop response schedules

Step 1: Check if templates are available

Construction

For construction, use the template Request for tender conditions when using contracts for:

• Construct only, with VPS special conditions of contract for AS2124-1992
• Design and construct, with VPS special conditions of contract for AS4300-1995

For construction, use of the template Request for tender conditions is recommended for other form of contract.

Goods and services

Use of the template Invitation to supply documents is highly recommended.

See Develop an offer template for more information.

Step 2: Prepare initial draft

Prepare the initial draft, drawing on:

• Define the need
• Determine the procurement method
• Plan for evaluation
• Plan to engage suppliers

Template response schedules contain:

• Schedules that must be used
• Schedules recommended for use

Generally, response schedules can be amended to suit the procurement, unless the template indicates otherwise.

Step 3: Include procurement-related policies

Include model schedules for procurement-related policies when these policies apply. Some templates include these model schedules. For other templates, add the model schedules.

Draw on Plan for procurement-related policies.

Step 4: Consult with key stakeholders

Consult with the following:

• project sponsor
• subject matter specialists
• members of evaluation team, if known at the time

Step 5: Administrative approval

Seek administrative approval for the response schedules from the project sponsor.

Obtain this administrative approval before approaching the market.

Consider:

Manage probity and conflicts of interest

Manage probity – consider issues raised at Probity issues by stage and task.

Conflicts of interest can arise during this task. Identify, declare, and manage these.

Address Agency rules

Consult Agency procurement team for advice on meeting:

• procurement rules and policies
• Agency specific rules and policies

Follow Agency specific rules on when to seek an approval and who can give the approval.

Follow Agency specific rules for recording decisions and storing records.