Information meetings for respondents/proponents are conducted according to the following protocol:
■ Any information meetings for respondents/proponents are announced to all respondents/proponents in writing;
■ Respondents/proponents are provided a reasonable period of time to make travel arrangement;
■ Respondents/proponents are required to sign up or register their intent to attend the information meeting;
■ Information presented by the Service Delivery Ministry, the Program Ministry or SIO in the information meeting shall be consistent with the RFQ/RFP. Information presented by the Service Delivery Ministry, the Program Ministry or SIO in the information meeting constitutes official communication with respondents/proponents;
■ Information presented or exchanged during the information meeting is documented and disseminated to all respondents/proponents via the electronic data room (see 6.24);
■ The Fairness Auditor will review the transcripts of the questions and answers for the information meeting; and
■ The Process Consultant will draft the summary of the information meeting to be distributed to respondents/proponents via the electronic data room.
A separate meeting(s) may be held for the proponents with utility companies, municipalities and other stakeholders. The utility companies, municipalities and other stakeholders will be asked to present their key requirements for the Project. The same protocol as the information sessions shall be followed.
Proponents may be allowed to contact utility companies, municipalities and stakeholders on their own and pose their questions directly. Information directly provided by utility companies/ municipalities/stakeholders is not binding on the Service Delivery Ministry, the Program Ministry or SIO.