5.22 The dialogue continues until the contracting authority can identify the solution or solutions capable of meeting their requirements. The contracting authority must declare when the dialogue is concluded and inform participants of this fact. Where the procurement is concluded in successive stages, the conclusion of the dialogue can occur after submission, clarification and evaluation of initial tender responses and as a reduction in the number of tenderers as a result of that evaluation (i.e. prior to the final formal round of tendering.)
5.23 The dialogue phase is not dissimilar to the FITN and ITN phases previously used under the competitive negotiated procedure.
5.24 It is vital that the dialogue continues until the contracting body has clearly identified and specified its detailed requirements, the solution(s) capable of meeting its needs and this, the basis upon which final tenders should be submitted. It must be confident that the remaining participants have sufficient information/clarity to be able to submit fully developed and "final" tenders as the next stage only permits "fine tuning" as discussed below.
5.25 The procuring body must formally declare when the dialogue has been concluded and to notify those participants remaining that this has occurred. For audit trail purposes, it is recommended that this declaration is notified in writing to all participants.