3.23 A significant benefit of the Dialogue process is that it can be tailored to suit individual projects. During this review, HM Treasury has encountered many cleverly constructed and innovative delivery methods; however we are also aware of suboptimal approaches.
3.24 Examples of bad practice include excessive requests for submissions from bidders, public sector teams ill prepared for bidder meetings, the public sector holding meetings for meetings sake, incomplete documentation issued to bidders and unexplained delays to timetables.
3.25 The most common abuse of the Dialogue section of the procedure is by those contracting authorities that have not completed enough pre-procurement preparation. Such authorities see Dialogue as an opportunity for 'free consultation' with the market and a chance to develop their specifications rather than the true aim of Dialogue which is to clarify and refine solutions.
3.26 Strict adherence to a sensible timetable was the most common proposed recommendation tabled by both public and private sector during our roundtable events.
3.27 Procurement timetables should be developed allowing for a realistic schedule of meetings which incorporates time to address internal approval processes and allows sufficient time to revise documents based on outputs from Dialogue meetings. This will provide a procurement with a strong foundation capable of supporting both public and private sector requirements and expectations.
3.28 It was clear from our discussions that having the confidence to close Dialogue is as valuable as any traditional negotiating skill. While contracting authorities are wary of the options available to them post close of Dialogue, prolonging discussions and asking for increasingly detailed information is rarely beneficial and often costly to all parties.
3.29 HM Treasury recommends projects should establish their own procedures for closing Dialogue before entering procurement. Taking the time to establish the level of detail and assurance required in advance of entering Dialogue will avoid costly overruns and impromptu requests for further information.