E.2.3  Implementing the process

An interactive process typically involves a series of workshops or meetings held separately with each bidder.  As a general rule, a number (between three and 10) of workshops are held with each bidder. The workshops cover:

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

•  Service specification workshop(s).

•  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 interactive tender process 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 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.

The following guidance is provided:

•  Before all workshops the agenda should be agreed between the government team and the bidder.

•  The bidder should be able to set the agenda, subject to specific issues requested by government.

•  Where specific or detailed guidance is required sufficient information should be provided to enable the government team to consider the issues and be in a position to comment within the workshop.