E.2.3 Workshops

An interactive process typically involves a series of workshops or meetings held separately with each bidder. As a general rule, a number of workshops are held with each bidder. The workshops cover:

• technical workshop(s) dealing primarily with design issues which can also be broken up into stages (i.e. master-plan, concept design and detailed design);

• service specification workshop(s); and

• commercial clarification session(s), which are intended to discuss key commercial issues and the government's intention behind the commercial positions.

The structure of an ITP will depend on the complexity of the project. The agenda and format of the workshops will be a balance between the requirements of government and the bidders. The general principle is that the onus is on the bidders to identify the issues they wish to discuss. However, there will be instances where government will wish to obtain information from bidders to ensure they are appropriately addressing a key project issue. In this instance, the government project team should inform the bidders of the issue and the proposed timing of the discussion.

The use of meeting agendas is strongly recommended. The government team should require bid teams to pre-circulate agendas. This enables teams to be aware of the issues in advance and ensure the appropriate representatives will be available.