Prior to the actual meetings, the following preparatory steps shall be undertaken by the Work Team:
a) The dates and venue for the clarification meetings shall be agreed and communicated to the bidders.
b) Venue and related arrangements put in place.
c) Clarification questions may be prepared by the evaluation panel in advance, sent to the bidders no less than ten (10) business days prior to negotiation(s), and split into technical, commercial and financial, and legal questions, as appropriate.
d) The evaluation panel shall make the arrangements for conducting the clarification meetings, who shall attend the meetings and the organization of the teams including technical, commercial and financial, and legal clarification teams comprised of the relevant experts and appoint a leader for each relevant team.
e) The evaluation panel shall identify each clarification question as one of high, medium or low importance, especially with respect to the legal clarifications in relation to the project agreements and other legal documentation.
f) The evaluation panel shall prepare a template for use during the clarification meeting. The template, as a minimum, shall contain details of the specific reference to the bid document, the clarification question, the preferred position of the evaluation panel and the response from the bidder (recorded during the clarification meetings) and a signature area capturing the sign offs from both parties.