4.5 Short-list bidders

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

The short-listed bidders generally include two or 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 short list of more than three parties. However, a short list of more than three can potentially lead to some short-listed 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 short list of fewer than three bidders may be considered appropriate.

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

As a pre-condition to short-listing, 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 short-listed. These debriefs can assist all parties in their response to future projects.