By Darian Macey, May 12 2025
Building a fairer, clearer and more consistent tender environment for Defence infrastructure
Thank you to everyone who contributed to Roundtable 1: Tender Transparency and Panel Selection Processes on 8 May 2025. The depth of insight, honest reflection, and shared commitment to progress made this session an encouraging step forward for the Defence infrastructure sector.
It’s clear this isn’t just a one-off discussion. We’re part of a growing community of like-minded professionals who believe that tendering processes in Defence can—and should—be more transparent, predictable, and fair. The feedback gathered at the session has now been consolidated into a draft report, available below.
Recommendations
| No. | Problem | Recommendation | Category |
|---|---|---|---|
| 1 | Post-tender silence | Provide regular post-tender updates to all bidders (e.g. monthly status emails) | Quick Win |
| 2 | No or delayed debriefs | Ensure every bidder receives a timely debrief (within 2 weeks of award) | Quick Win |
| 3 | Vague feedback | Include clear, specific feedback in all debriefs—avoid generic responses and provide recordings | Quick Win |
| 4 | Sudden changes to timelines | Notify bidders promptly when tender timelines change | Quick Win |
| 5 | Poor visibility of pipeline | Improve the use and accuracy of the Planned Procurement section on AusTender | Quick Win |
| 6 | Limited industry engagement | Host quarterly industry briefings to update on upcoming work and pipeline | Quick Win |
| 7 | Over-cautious probity interpretations | Clarify what can be shared in debriefs under Commonwealth Procurement Rules (CPRs) | Quick Win |
| 8 | Lack of consistency across Defence teams | Showcase Defence teams and PMCAs already demonstrating best practice in communication | Quick Win |
| 9 | Closed panels limit access | Introduce annual or rolling refresh of panel arrangements to allow new entrants | Strategic Reform |
| 10 | High cost of bidding | Provide stipends for shortlisted bidders in high-value tenders to offset costs | Strategic Reform |
| 11 | Inconsistent debrief quality | Implement training programs for PMCAs and Defence project teams on debrief delivery | Strategic Reform |
| 12 | Misaligned evaluation methods | Review evaluation frameworks to ensure alignment with contract type and value goals | Strategic Reform |
| 13 | Undefined ‘value for money’ | Clearly define “value for money” in each RFT, tailored to project outcomes | Strategic Reform |
| 14 | Late elimination of non-competitive bids | Notify non-competitive bidders early in the evaluation process where feasible | Strategic Reform |
| 15 | Tender congestion and poor timing | Coordinate release of tenders to avoid bottlenecks and improve industry capacity planning | Strategic Reform |
| 16 | No feedback loop for Defence teams | Use short bidder surveys post-tender to monitor communication standards and improve accountability | Strategic Reform |
Report Available Now
The report includes:
- 16 industry-generated recommendations for SEG
- Annotated Miro boards capturing the full conversation
- Insights into the real-world impacts of current procurement practices
Listen to the Podcast
Prefer to digest the report on the move? Listen to our latest podcast episode:
Hot Buttons: Transparency in Procurement
Mastering Defence Infrastructure podcast series
Join the Forum Discussion
We’ve opened a dedicated forum for DECNet Pro members to discuss the report, share experiences, and suggest refinements.
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Join DECNet Pro for full access to reports, roundtables, and forums.
Roundtable 2: Indigenous Participation and Procurement
Join us for the follow-up session on 12 June, where we’ll provide a platform for open and constructive dialogue aimed at enhancing transparency and collaboration between Defence and Indigenous businesses. Attendees will explore current procurement policies, assess recent outcomes, and identify practical recommendations to improve future practices.
Thanks again for your contribution—and for being part of something genuinely constructive.
Author: Darian Macey
Darian is a former Engineering Officer with the RAE with tertiary qualifications in Engineering and Project Management. He is a leading practitioner within Australia's NSI sector with previous employment in Government, project management and building contractor organisations.
