What is a Request for
Preparing the Request
Instructions 1109, 1123, 1124 and 1401
What is a Request
A Request for Tender (RFT) is a document that
invites offers from suppliers to provide specified goods or
services. It is generally used when approaching the open market ie
for purchases valued at $250 000 or more.
The document must include all
information necessary to enable potential suppliers to prepare
appropriate submissions in response, relevant terms and conditions,
details of applicable Government policies, a clear description of
the goods or services required and any mandatory clauses required
by the Treasurer's Instructions.
A RFT generally consists of four parts:
Conditions of Tender
Conditions upon which the agency is prepared to receive and
evaluate tenders including relevant Government policy information
ie the Crown Contracts Confidentiality Policy;
Any relevant Conditions for Participation (mandatory participation
Evaluation criteria (and weightings if used); and
Advice on the closing date, time and place of lodgement and agency
For information on evaluation criteria and
conditions for participation, see Developing the Conditions for Participation, Evaluation Criteria
A comprehensive description of the
agency's requirements including the functional, performance
and technical requirements of the goods and/or services being
Information on preparing specifications is
located at Developing the Specification.
Conditions of Contract
The terms of the contract by which the
successful supplier and the agency will be bound.
Information on when a formal
agreement/contract should be used is located at Finalising a Contract.
Lists all the information that is required to
be provided by the supplier to ensure that relevant information is
provided in a comparable format with that supplied by other
The Tender Form may be expanded to specify the
format in which information is to be provided by the supplier.
There must be a clear link between the information requested in the
Tender Form and the evaluation criteria, specification and contract
requirements. Suppliers should be asked to provide all the
information needed to fully evaluate their offers. An expanded
Tender Form format is recommended as it assists:
suppliers to address all evaluation criteria, specification and
contract requirements; and
buyers to evaluate submissions because they have been presented in
a uniform format.
Either a Local SME Industry Impact Statement
template or a Tasmanian Industry Participation Plan template should
also be provided.
Request for Tender
The specification is generally prepared early
in the planning phase of the purchase - either before or at
the same time as the evaluation criteria are developed.
The Conditions of Tender, Conditions of
Contract and Tender Form are usually prepared once the
specification and evaluation criteria have been developed.
Request for Tender may be developed in conjunction with users of
the end product, the Evaluation Committee or, if necessary,
technical or procurement specialists.
When preparing the RFT documentation, note the
The Crown Solicitor must approve all Conditions of Tender and
Contract used to undertake a tender process. Template RFT
documentation has been developed by the Crown Solicitor. There are
eight different RFT templates available for the purchase of goods,
services and IT. These are available from the Resources section of this website. If this documentation is
used, further approval is generally not required provided there are
no material changes to the documentation. However, agencies should
review the documentation before it is issued to ensure that it
contains all relevant provisions required by the Government's
policies especially in relation to the Buy Local Policy
requirements, where applicable. Any material alterations must be
approved by the Crown Solicitor (Treasurer's
Instruction 1109). The Crown Solicitor should be consulted on
any special conditions of tender or contract that are required.
The inclusion of certain clauses in the Conditions of Tender and/or
the Contract are mandatory. Information on these is set out in the
Instructions 1109, 1119 and 1124.
The Conditions of Tender must include information on any conditions
for participation and the evaluation criteria and weightings (if
any) that will be applied.
The specification should clearly reflect the needs of the
The Government Information Technology Conditions (GITC) must be
used for all IT purchases (regardless of value) unless otherwise
provided for in the Treasurer's
Instruction 1123. For further information on the GITC,
including the Head Agreement, pro forma and example orders and
guidelines, and a list of GITC accredited suppliers, see The GITC.
Where procurement is impacted by a free trade
agreement, additional FTA requirements may apply. Further
information on the FTA requirements is available in the Free Trade Agreements Guideline.
As for all Government contracts,
confidentiality requirements in relation to the provisions of the
contract are not allowed for unless specifically approved by a Head
of Agency in accordance with Treasurer's Instruction 1401(4).
See Crown Contracts Confidentiality Policy for further