Interactive tender processes

Shortly after the release of the RFP, the Procuring Agency may elect to conduct a single briefing with all shortlisted bidders, outlining content and the intent of the RFP, providing guidance on key project issues and emphasising key messages.

Governments should also use an interactive tender process that involves holding a series of individual interactive workshops with shortlisted bidders during the RFP bid phase.

An interactive tender process provides shortlisted bidders with an opportunity to discuss the development of their concepts and designs and to seek clarification and feedback in the context of the government's output requirements, before lodging proposals. The workshops will also minimise the risk of any misunderstanding of the government's requirements.

The objective is to improve the quality of bid submissions and ultimately deliver better outcomes for the public, through clear communication of the government's requirements to ultimately influence the overall quality of proposals received from shortlisted bidders.

An interactive tender process typically involves a series of presentations and workshops, usually numbering between three and 10 per shortlisted bidder.  The workshops are resource-intensive.  Each will normally involve representatives of both the project team and a shortlisted bidder.  The workshops are held with individual bidders to enable open communication of the individual intellectual property.

An interactive tender process is appropriate where there is a high level of interface risk between the government (as operators) and the private sector infrastructure providers and / or where there is a potential for misinterpretation of the RFP requirements. A good example is in social infrastructure projects, where generally the infrastructure is designed and constructed by the private sector but substantially operated and managed by the public sector. In this instance, it is in both the government's and bidder's interests to ensure that the proposed design appropriately addresses the functionality requirements.

The RFP should specify the procedures, timetable and protocols for the interactive tender process. Protocols or ground rules for the workshops should be established and provided to shortlisted before the workshops. Shortlisted bidders should notify government in writing of their acceptance of the procedures and protocols.

Further guidance on the detail of the interactive tender process is provided in Section 14 and interactive tender protocols are in Appendix E.