It is important to recognise 2 potential risks in this process:
1. The potential to compromise the procurement process.
2. The validity of the information obtained as a more positive picture than is true may be offered.
On the first it is important to take appropriate legal advice on the process. When inviting individuals or organisations to take part it should be made clear that the exercise does not form part of a formal procurement and is without prejudice to any future negotiations. Participants should also be assured that any information shared will be treated in strict confidence. On the second it is simply something to be aware of.
Before proceeding the approach to be taken should be contained in a formal paper to be approved by the appropriate Project Board. A typical approach will be:
1. Identify objectives - what is wanted from the process.
2. Identify those whose participation will be sought - and why.
3. Identify the specific question areas to be covered.
4. Outline who will undertake the exploration.
5. Whether it will be by correspondence and/or interview/site visit.