Communication between the Work Team and private parties during the RFQ and RFP phases of a project is to be fully structured and controlled.
All communication during the RFQ and RFP phase shall comply with the provisions of this Manual and applicable law, as well as the Procurement Plan and any communications specified in the RFQ and RFP documents.
For example, the RFQ and RFP documents may:
a) state that prior to bidding the Work Team will hold pre-bid conferences to allow bidders to ask questions and seek clarification on elements of the project or RFQ and RFP and/or build interest in potential bidders and financiers;
b) identify any meetings that will occur between shortlisted bidders and the Work Team prior to bidding; and/or
c) specify negotiation(s) that will occur between the Work Team and a preferred bidder will occur after evaluation.
Unless specified in the RFQ and RFP documents, there shall be no other communication between or amongst the Work Team, Entity, or officials of the Kingdom and bidders regarding the RFQ and RFP or project.
All parties to the RFQ and RFP must commit in writing to using only the communication mechanisms authorized by the RFQ and RFP documents and that they shall refrain from discussing the project or RFQ and RFP outside of formal RFQ and RFP events and maintain confidentiality related to RFQ and RFP information.