Produce your RFx documents and load them on GETS. It's good practice to include a copy of the contract and your timeframes for evaluating responses.
Make sure you:
You can use one of our standardised RFx templates that reflect good procurement practice and are designed for use across all government agencies.
It's good practice to attach a copy of the intended contract to the RFP. You can make it a condition of each potential supplier's response that they state whether or not they're prepared to be bound by the terms and conditions of the contract.
If your chosen evaluation model requires the evaluation panel to evaluate the non-price criteria without knowledge of pricing information, you can ask the supplier to submit their offer in two sealed envelopes, or for electronic submissions, in two separate templates:
You may want to ask potential suppliers how they deal with the following:
Make sure you've allowed enough time for suppliers or providers to respond to opportunities. The Government Rules of Sourcing (Rule 27 and Rule 31) set minimum time periods for each type of procurement process.
In your planning, consider how long it will take a provider to:
Be aware of active RFx from other agencies that might affect how much time suppliers have to respond.
It's good practice to include an excerpt from your timeline in the RFP so that suppliers have an indication of when offers will be evaluated and when they might expect to know the outcome. Don’t underestimate how long the overall process will take.
Choose the correct GETS code to ensure the right suppliers receive the notification – your procurement specialist can help with this.
If you're registered as a buyer on GETS, you can also search and confirm that known suppliers are registered on GETS.
To reach as many potential suppliers as possible, consider sending out a communication via other networks, such as NGO umbrella bodies. Make sure you point suppliers to the GETS advertisement, rather than sending the contract opportunity directly.