5.3.2 Bid clarification and presentations

The magnitude of information supplied as part of a proposal is likely to generate a range of issues that require clarification with individual short-listed bidders. These questions or issues should be documented and reviewed by the Project Director before being forwarded to the short-listed bidder. The Short-listedshort-list bidder should provide responses in writing. A formal meeting to discuss the responses may be appropriate and this meeting should be confined to the issues already raised. Care needs to be taken not to convey information on any other proposal.

Depending on the nature of the project, it may be appropriate to invite short-listed bidders to make presentations on the key parts of their RFP responses. If this opportunity is made available, it must be extended to all short-listed bidders. Presentations should observe procedures set out in the probity plan and may take place only after all RFP responses have been lodged. This timing also provides the project team with some time to review the RFP responses and identify any issues that they would like short-listed bidders to clarify. The Probity Practitioner should receive advance notice of presentations.

These presentations should cover the key aspects of their RFP response and clarify matters identified in writing by the Project Director. This reduces the risk of misinterpretation and allows the project team to get a better feel for the basis on which the RFP response has been developed and understand specific aspects in more depth before the detailed evaluation process begins.