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​​Setting up the evaluation panel

The evaluation panel will judge the proposals received against the set criteria and decide on a shortlist or preferred provider. The panel should be 3–5 people.​

Using a panel makes sure the proposals received are given an objective and fair evaluation.

The evaluation team is usually 3–5 people and may include technical specialists, cultural, financial or legal expertise depending on the project requirements.

You can also appoint experts to give the panel advice on particular aspects of proposals — these experts don't need to be members of the panel.

Ensure each panel member:

  • understands the skills, knowledge and expertise required to ensure a robust evaluation
  • is available to participate over the evaluation process timeline
  • completes a conflict of interest declaration and signs a confidentiality agreement
  • does not discuss any part of the process with colleagues or anyone else.

Managing conflicts of interest

Responsibilities of panel members

As well as assessing the offers and attending panel meetings, panel members may be involved in:

  • developing selection criteria and weighting
  • communicating with suppliers, attending presentations or carrying out reference checks
  • helping to prepare the evaluation report
  • attending debriefing meetings.