department of finance community services procurement guidelines for conducting briefings a briefing is a useful method of pro


DEPARTMENT OF FINANCE
Community SERVICES PROCUREMENT
Guidelines for CONDUCTING Briefings
A briefing is a useful method of providing information about a Request
with potential respondents. Briefings may be mandatory or
non-mandatory, and may be conducted prior to the Request being
advertised (pre-tender briefing) or after the Request is advertised
(tender briefings).
PURPOSE AND TIMING OF BRIEFING
Briefings including site visits may be required for potential service
agreements that are either complex, high-risk, high-value, unique in
nature or where the site plays an important role in service scoping,
design and delivery. Care should be taken not to divulge any
commercially confidential information concerning the operating
procedures of any current service provider(s) during the site visit.
The number of personnel visiting the site should be limited and each
visit should be conducted using a checklist of areas to view and
report on. Site visits should be conducted allowing sufficient time to
make the site visits useful.
Pre-tender briefing
A pre-tender briefing is conducted after sector consultation and prior
to the Request being released or advertised on Tenders WA. Pre-tender
briefings are also useful to reinforce the information provided in an
Early Tender Advice posted on Tenders WA.
Pre-tender briefings provide an opportunity for Public Authorities to
discuss issues such as the potential market for the service, the
benefits and potential risks of the service, and obtain feedback from
the community sector. It is also an opportunity to talk through the
proposed Request document, including the proposed service description,
service scope, expected service deliverables, service outcomes and
critical dates in the tendering process.
Tender briefing
A tender briefing is conducted after a Request is advertised on
Tenders WA. If tender briefings are mandatory, then attendance at
briefings must be included as a Mandatory Requirement in the Community
Services Request document.
Tender briefings provide an opportunity for Public Authorities to
discuss the Request document, including the service agreement details,
the community outcomes sought, the specification, and the qualitative
criteria against which offers will be evaluated. Tender briefings also
provide potential respondents with the opportunity to ask questions
about the Request, and provide a mechanism for Public Authorities to
embrace the Partnership Principles of the Delivering Community
Services in Partnership (DCSP) Policy.
Offers from respondents that do not attend a mandatory
pre-tender/tender briefing cannot be considered, and so careful
consideration should be given to making a tender briefing mandatory
due to the serious ramifications for respondents who fail to or are
unable to attend.
Mandatory briefings are the preferred method where a briefing is
determined to be essential to assist respondents in completing their
offers.
PLANNING FOR A PRE-TENDER/TENDER BRIEFING
Based on the information provided above, the Public Authority must
decide in the planning stages of the procurement if a pre-tender or a
tender briefing has any relevance or will be of benefit to potential
respondents.
Pre-tender briefing
Once the Public Authority has decided to hold a pre-tender briefing,
the details of the briefing session can be advertised on Tenders WA,
together with an agenda and any necessary supporting reading material
for potential respondents to read prior to attending the pre-tender
briefing session. Potential respondents can also be emailed an
invitation to attend.
Tender briefing
Once the Public Authority has decided to hold a mandatory or
non-mandatory tender briefing, the details of the briefing session
should be inserted into Part A, Section 4.2 Briefing, of the Request
document, and posted in the relevant section on Tenders WA (if
applicable).
CHOOSING THE DATE
Pre-tender briefing
When conducting a pre-tender briefing, ensure sufficient time has been
allocated for potential respondents to make arrangements to attend the
session, particularly for respondents located in regional areas.
Public Authorities must also allow sufficient time following the
pre-tender briefing sessions to provide respondents with the
opportunity to clarify any issues with the contact person and also to
enable Public Authorities to make any amendments to the Request prior
to it being advertised.
Tender briefing
When conducting a tender briefing, ensure sufficient time has been
allocated for potential respondents to familiarise themselves with the
Request document and make arrangements to attend the briefing session,
particularly respondents who are located in regional areas. Public
Authorities should also allow adequate time following the briefing
session to provide respondents with the opportunity to clarify any
issues with the contact person prior to the closing of the tender, as
well as amend their offer if required.
ARRANGEMENTS FOR THE PRE-TENDER/TENDER BRIEFING
In preparation for the briefing, ensure that you have organised the
following:
*
A convenient venue, with particular consideration for respondents
located in regional areas.
*
Nominated a person to take RSVPs (usually by email).
*
An Agenda or Session Plan to help you focus on how you want the
briefing session to proceed. If your request has a Technical
Enquiries contact person and a General Enquiries contact person,
it is useful to have both contact persons at the briefing.
*
Ensure that the room is an adequate size with sufficient seating.
It is advisable to allow for two persons from each organisation in
case more turn up on the day.
*
Arrange for, and test any presentation aides that you intend on
using, e.g. projector, laptop, speakers, etc.
*
Arrange for someone to take notes/minutes for the duration of the
briefing.
*
Inform Reception of the briefing, i.e. date and time, the room it
will be held in, how many visitors are expected and who to notify
when the visitors arrive.
CONDUCTING A PRE-TENDER OR TENDER BRIEFING
At the briefing ensure that the following occurs:
1.
A record of attendees has been taken in the format included at
Appendix A.
NOTE: For a mandatory tender briefing, attendees must be informed that
in order for their offer to be considered valid, they must register
under the legal entity (name) they intend to submit their offer. This
is particularly relevant for consortium offers. Failure to comply will
result in a respondent's offer not being considered.
2.
For a pre-tender briefing session, discuss the relevance of any
material provided earlier, and present information relating to the
upcoming Request.
3.
For a tender briefing session, explain the layout and information
provided in the Request document, including the reason for calling
the briefing; e.g. capacity to meet strict specification
requirements and/or timeframes, unusual number of special
conditions, etc.
4.
Record all questions and answers from the pre-tender or tender
briefing.
After the briefing:
1.
Any amendment or clarification of an issue should be circulated to
all eligible potential respondents via a formal written addendum
or communication.
2.
All questions received post briefing should be directed to the
relevant contact person named in the Request document. Any
information that is provided post briefing should be general in
nature or for clarification purposes only. If a respondent raises
a specific issue that is likely to give them an advantage over
other respondents, that information should be circulated in a
formal written addendum and made available to all respondents.
3.
A formal written addendum can also be uploaded to Tenders WA to be
circulated to potential respondents who have downloaded the
Request from Tenders WA.
ADDITIONAL CONSIDERATIONS
*
Public Authorities must conduct its procurement activities with
high standards of probity and accountability;
*
For pre-tender briefings, it may be beneficial to request that
potential respondents prepare a list of questions based on the
materials distributed pre-briefing (this can assist to determine
whether the upcoming Request will be of interest to a provider);
*
After questions are submitted at briefing sessions, the Public
Authority officers involved in the procurement process should meet
to discuss and prepare responses to the questions; and
*
The proceedings of the briefing should always be fully documented.
Appendix A
PRE-TENDER OR TENDER BRIEFING
ATTENDANCE REGISTER
Request Number: (agency number)
ITEM DESCRIPTION
NAME OF REQUEST
To be held on (Date and Time) at (location)
Potential respondents to complete attendance register details on
arrival. Please print.
Company Name
Address
Attendee Name
Email address
Signature
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Page 4 of 4 FINANCE: September 2013

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