E.3.2  Preparation by the project team

The project team should dedicate sufficient time and resources to preparing for the interactive process.  As discussed earlier, the team should ensure that all members have an adequate understanding of the process, its objectives and their roles.  This is important for establishing a level of confidence and for planning and scheduling resources.

•  To the extent that the bidder would like to discuss the RFP and its requirements, rather than a bidder's proposed solution, the project team should consider its position on the agenda items and prepare a consolidated position that takes account of the views of all team members.

•  To the extent that the bidder would like to discuss aspects of its proposal, the team should be clear that, following the presentation of material by a bidder, additional time may be required to consider a response.  As discussed below, this time may be taken on the same day (e.g. using a 'break-out' session) or through a scheduled follow-up meeting.  The project team will need to form a view on the positive and negative feedback, with the supporting rationale, to be provided to the bidder.

From an administrative perspective, the public sector team should ensure that sufficient time is set aside for workshops so there is adequate time for discussion and feedback (rather than providing time for presentations only).