If the products are projected to cost over $100, 000, choosing to trial before going to tender is effectively only delaying the tender requirement.  Moving directly into the tender process will save time in the longer term, as the demonstrations and trial can be integrated into the tender process.  It also avoids the risk of stakeholders deciding on their preferred product during an early trial only to have the product ruled out during the tender process for technical or contractual reasons.

An eTender is not required for products costing less than $100 000.  See the ITS procurement page for information on how to proceed with a purchase under $100 000.

Pre-requisites: Requirements analysis, market scan, request for information, stakeholder panel.

eTender Pros

  • Any legal issues are identified and resolved or ruled out as a part of the tender response document;

  • Specific technical considerations are addressed and resolved or ruled out as a part of the tender response document;              

  • Stakeholders are less likely to become attached to one product only to find that it has been ruled out on technical or contractual grounds;                                      

  • Presentations can be arranged and the criteria specified as a part of the tender response document;  

  • Trial can be arranged with agreed support levels as a part of the tender response document;

  • Once the tender process is complete and a final decision has been made there is no further waiting period before signing the contract and piloting the product.                                 

eTender Cons

  • The tender preparation, legal review, and wait for closing date (responses received) adds approximately 2-3 months to the project timeline before stakeholders can trial the product.

Trial Pros

  • Stakeholders can trial the products much sooner in the project timeline.    

Trial Cons

  • The tender process may rule a product out despite stakeholder testing being positive.  This may create stakeholder confusion and disengagement;

  • Having trialled the product and made their own decisions, stakeholders have to wait until the tender process is over (2-3 months) before hearing the outcome.

Previous step: Stakeholder panel

Next Step: (1) eTender; or (2) Trial