After the RFP have been issued, bidders will prepare detailed proposals responding to the requirements of the RFP. During this process, the government needs to define how and to what extent it will interact with bidders as they prepare their proposals. Rules on the channels and permissible topics for interaction with bidders are usually set in the RFP-important for transparency.
At a minimum, this interaction typically involves providing information to bidders, and responding to requests for clarification on the RFP. In some cases, the government may consider updating the RFP documents as a result. Typical channels for these types of communication include:
• Data room, which can be a physical or virtual space, where bidders can find all available information that is relevant to the project
• Question and Answer iterations, where bidders submit questions in writing and the implementing agency responds in writing to all bidders (ensuring that all bidders have access to the same information)
• Bidder's Conferences, where the implementing agency presents the project and respond to questions from bidders. Some governments impose limits on when clarifications can be sought, to avoid revealing information close to the bid deadline that could benefit some bidders over others.
The following provide more information and examples of these approaches to interaction with bidders:
• PPIAF's Toolkit for PPPs in Roads and Highways [#282] in its 'Concessions: Main Steps in competitive bidding' section, describes what technical information should be available in the data room
• The ADB PPP Handbook [#8, page 71] presents a sample data room index
• Australia's national PPP practitioners' guide [#16, pages 24-25] briefly describes the use of a data room, and a query process
• The Singapore PPP Handbook [#216, pages 61-62] presents the type of information that will be exchanged during the "feedback period" when the RFP has been issued
• In Colombia, Law 80 of 1993 [#50] states that, after distributing the RFP documents to pre-selected bidders, if any of the bidders requests it, the contracting agency should hold a meeting with bidders to clarify any questions they may have, and listen to their concerns and comments. Based on this meeting the contracting agency may incorporate changes to the tender documents or may extend the submission date up to six days.
As described in 'Negotiation with bidders: during bidding process' under 3.5.1: Deciding the Procurement Strategy, some governments use an 'interactive tender' or 'competitive dialogue' process, which involves more extensive engagement with bidders as they prepare their proposals. Under this type of process, bidders typically initially submit technical proposals, which are then the subject of feedback and discussion with the contracting authority, to refine the proposed solutions to meet the authority's needs, before submitting a final proposal. Some bidders may be dropped out of the process at different stages.
For more detail and guidance on this procedure according to EU regulations, see the Government of the United Kingdom's guidance on the use of competitive dialogue [#256]. Australia's National PPP Practitioners' Guide [#16, pages 70-71] describes how a similar, "interactive tender" process is typically used in Australia.