Evaluation committee

An evaluation committee is a group of officials or appointed evaluators assigned by the contracting authority to review and assess submitted bids. This committee operates after the bid opening and examines each bid against the specified award and selection criteria. Members score or rank offers and collectively recommend—or sometimes decide—the winning tender. The committee’s role is central to ensuring that the procurement process adheres to fairness, transparency, and the rules outlined in the tender.

Within the EU procurement framework, the formation of an evaluation committee is mandatory for most tender procedures—except for minor procurements (e.g., single-tender cases under a certain threshold). The committee typically comprises a chairperson, a secretary, and an odd number of voting evaluators to ensure balanced decisions. All members must sign declarations of impartiality and confidentiality prior to their duties. Evaluation committees must also properly document evaluations, maintain confidentiality throughout the process, and record scores and decisions for audit and reporting purposes.

In practice, the evaluation committee ensures that tenders are assessed objectively and rigorously. By following structured evaluation grids, scoring systems, and clear documentation practices, the committee helps uphold procurement integrity and defends against challenges. Their work culminates in a formal evaluation report that records justifications, scores, and recommendations—forming the foundation for the contracting authority’s award decision and ensuring compliance with legal and procedural standards.