Positive and negative feedback

A clear distinction also needs to be drawn between positive and negative feedback.  This is because positive and negative feedback send different but equally important messages. Negative feedback will be a catalyst for a bidder to re-consider their approach, while positive feedback is a signal that a bidder is 'on the right track' and can further develop its proposal.

•  Negative feedback is an expression of dissatisfaction or disapproval for reasons such as:

inconsistency with the project objectives and brief

For example, does the team consider that a proposal would fail to deliver some of the services sought, or has not appreciated the level of performance expected?  Alternatively, is the state comfortable with the proposed design?  These considerations will be particularly important for design and technical issues;

inconsistency with the public sector's operational philosophy

For example, does the team consider that a proposal would sufficiently support a public sector operator's approach to services delivery, now and in the future?  The functionality of the approach proposed by bidders is likely to be important here;

inconsistency with the preferred risk allocation

For example, is a bidder proposing an allocation that is materially different from the government's position?

inconsistency with the stated expectations of key stakeholders

For example, does the team consider a proposal adequately addressed, or is sufficiently sensitive to the concerns of stakeholders?  In government's view, is the Proposal likely to be acceptable to stakeholders?  Aesthetic design, visual impact, and community access to facilities are common issues in this regard for social infrastructure projects.

inconsistency with the public sector's affordability constraint

For example, is the proposal clearly beyond the constraint, given the team's awareness of underlying project costs for different degrees of functional amenity?  While the team will not have any bid price information before the submission of bids, a bidder may be proposing an expensive solution because of a misinterpretation of, or over-reaction to, requirements.

Negative feedback can be provided by:

•  for an aspect of design - indicate that the design does not meet certain parts of the brief or other requirements, including a discussion of the rationale for this view;

•  for an aspect of the functionality proposed - indicate that the level or type of functionality proposed is not considered sufficient to deliver the services to the required standards or would compromise or limit the achievement of other aspects of the brief or objectives;

•  for a proposed departure - indicate that the departure is not acceptable and the bidder is discouraged from submitting it as part of the proposal.

Positive feedback is an expression of satisfaction or affirmation for similar reasons:

•  consistency with the project objectives and brief;

•  consistency with the preferred risk allocation or operational philosophy;

•  consistency with the stated expectations of key stakeholders; and

•  consistency with the affordability constraint.

Positive feedback does not mean that one bidder's proposal is preferable to others.  Rather, it is a message that a particular approach appears, from the information provided, to be capable of delivering the services and achieving the outcomes of the project.  The subsequent evaluation process will determine which bid is ultimately the best.

Positive feedback can be provided by:

•  for an aspect of the proposed design - indicate that the Proposal conforms to the project team's interpretation of the brief and would be considered compliant if submitted, including discussion of the rationale for this view.  Further, it has strengths and (any identified weaknesses aside) is in line with expectations and desired outcomes;

•  for an aspect of design or functionality where the bidder is unsure of its compliance with the brief or unsure of its likely acceptance by government - indicate that such an aspect is considered compliant and consistent with expectations, including discussion of the rationale for this view; and

•  for a proposed departure - indication that, while government considers it a departure, it does not reject it and can see merit in it, and would be prepared to consider this as part of the evaluation, including discussion of the rationale for this view.

In each case, the feedback provided must be qualified by the level of knowledge about the bid that has been made available.