4.5  Shortlist Bidders

Based on the evaluation process, the evaluation team will choose a shortlist of bidders who are invited to participate in the formal bidding process, known as the RFP phase.

The shortlisted bidders generally include three parties to ensure there is adequate competition and the risk of a party withdrawing is covered.  Certain instances (such as the presence of related parties bidding or a specific need to increase competitive tension) may require a shortlist of more than three parties.  However, a shortlist of more that three can potentially lead to some shortlisted bidders losing interest, as the chance of success may not warrant the significant investment of time and resources in preparing a bid.  In instances where there are only a limited number of private sector parties capable of bidding, a shortlist of fewer than three bidders may be considered appropriate.

Approval or endorsement of the proposed shortlist should be sought before notifying EOI respondents.

As a pre-condition to shortlisting, bidders should be required to execute a probity and process deed or similar document which outlines the probity, confidentiality, security and other processes applicable to the RFP phase.

The probity and process deed should be issued either as part of the invitation for EOIs, or to those parties that submit an EOI, immediately following receipt of their EOI.

The opportunity for a debrief should be provided for the parties not shortlisted.  These debriefs can assist all parties in their response to future projects.