Understanding the Procurement Documentation

Procurement documents are often comprised of four sections:

  1. Conditions of Quotation/Tender (including the criteria that will be used to evaluate your bid);
  2. Specification;
  3. Conditions of Contract; and
  4. Response Schedules.

The purpose of these documents and the type of content that can be expected in each of these areas are described in the following table:



Examples of content

Conditions of Quotation / Tender

Sets out the terms under which a submission will be accepted for evaluation and other important information

  • Applicable Conditions for Participation (mandatory requirements)
  • Evaluation criteria and any relevant weightings
  • Closing date, time and place to lodge quotes
  • Agency contact details
  • Pricing requirements (eg whether prices should include or exclude GST)
  • Pre-quote/pre-tender briefing information
  • Relevant government policies and principles including those relating to debriefing and complaints


Provides a comprehensive description of what is required

  • Functional requirements
  • Technical requirements
  • Performance requirements

Conditions of Contract

Sets out the contractual terms that will be used

  • Information on your rights and obligations
  • Information on the Government's rights and obligations

Response Schedules

To be completed by the bidder to provide the information specified

  • Information provided by the bidders to indicate their compliance with functional, technical, quality and contractual requirements, including a summary of costs where appropriate


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