As a default position, all verbal information provided by Respondents to the State in any ITP Workshops will be treated as commercially-sensitive and confidential and will not be disclosed to any other Respondent or third party.
Video and audio recordings of ITP Workshops may only be taken with the prior consent of the State Representative and the Probity Advisor.
Respondent materials presented during an ITP Workshop are generally retained by the Respondents at the conclusion of ITP Workshops. Materials may only be left with the State with the prior consent of the State Representative and only for a specified period to assist the State in providing feedback to Respondents. The State will:
- store any Respondent materials securely; and
- securely dispose, destroy or return the materials to the relevant Respondent.
The State reserves the right to correct any errors in the RFP identified through the ITP Workshops and to provide non-confidential guidance or feedback to all Respondents.
Feedback - General Guidance:The core of an interactive process is providing direct and specific feedback to Respondents on the aspects of their Proposal development presented to the State. It is emphasised that the purpose of feedback is to provide clarity to Respondents on the State's requirements and expectations. The purpose is not to prescribe the content of Proposals or lead Respondents to a particular solution. In principle, all feedback provided should be as specific as possible, and be accompanied by clear rationale. Feedback to Respondents (both positive and negative) should ideally go beyond simply pointing out references to the RFP (though these references are important for establishing a consistent logic and context for the State's feedback). The State project team may elect to take questions on notice and provide a subsequent written response to the Respondent through the Q&A Facility. It is recommended that all State and Respondent questions and answers are minuted by the State in the form of the ITP Workshop Record in Appendix 5 (Form of ITP Workshop Record) to this ITP Plan, with a copy provided by the State to the relevant Respondent in a timely. The formal written confirmation of the State's feedback on key issues is to be concise and accurately reflect the comments made by State representatives during an ITP Workshop. Similarly, where the State Representative agrees to receive a document from a Respondent during an ITP Workshop, this should be minuted along with details of its return to the Respondent etc. Such material should not be copied or scanned while held by the State and must be stored securely whilst in the State's possession. |