3.2. Prepare the request for tender

The request for tender (RFT) outlines the purpose of the evaluation, roles and responsibilities of the evaluator and contractual requirements.

It should include:

  • background
  • purpose, objectives and rationale for the evaluation
  • intended uses of the evaluation
  • key evaluation questions
  • methodology
  • roles and responsibilities of evaluators and stakeholders
  • reporting requirements
  • timelines.

Steps for the development of the request for tender:[1]

  1. Clarify who will provide direct input, review and approve the RFT.
  2. Decide whether the evaluation will be conducted internally, externally or by a mixed team of evaluators.
  3. Determine the selection criteria for the external evaluator(s). What will be ‘essential’ and what will be considered ‘desirable’?
  4. Clarify if the evaluation design will be included in the RFT. Select from these two options:
    1. the RFT clearly states the methodology that the evaluator will need to use
    2. the RFT requests the external evaluator to design the evaluation and select the most appropriate methodology. It is important to specify in the RFT the values and principles that need to be upheld.
  5. Draft the RFT
  6. Obtain feedback from relevant stakeholders
  7. Obtain sign-off from senior management

Territory Government procurement framework must be followed when commissioning a program evaluation. A panel contract for commissioning professional services is currently under development including RFT templates appropriate for program evaluation.

[1] BetterEvaluation: Manager's guide to evaluation – 3. Develop the Terms of Reference (ToR)

Last updated: 14 December 2020

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