Step Three - issue ITT and shortlist

Issue ITT to shortlist

The next task when you have shortlisted the suppliers is to notify them that they have been shortlisted and send them the full ITT and SOR package and notify them that they have 40 days to respond. This figure can be extended if it is a particularly complex ITT or if the timetable runs across a summer holiday period or the Christmas holidays etc. It is at your discretion provided you give them a minimum of 40 days.

As part of creating the SOR the team should have drawn up an evaluation grid that allows them to assign marks and weightings to the tendered responses to each section of the SOR. This should be completed and logged well before any responses are received back from the suppliers.

It can also be useful to send out with the ITT a compliance matrix. This comprises a long table with a row for every paragraph in the ITT and columns indicating whether the paragraph contains a mandatory or highly desirable or desirable requirement or whether it is just for information. Suppliers should be required to complete designated columns to indicate whether they are compliant with the requirement; non compliant or partially compliant. There should be a further section where they can explain how they are compliant or if they are partially compliant - explain what this means. If they are non compliant they should also state any mitigations, i.e. facility will be supported in next release of software or they can produce customised solution, etc.

This can simplify the response and marking process. The supplier must complete the matrix and then can use the matrix to refer to any background document that might contain a more detailed explanation of how they are planning to meet requirement plus background material explaining their approach to the project etc.

During the time allowed for suppliers to respond to the ITT if you have made provision for clarifications then you need to be geared up to respond to them. You should specify how suppliers should submit their clarifications (usually to a designated e-mail account) and when they are received they should be circulated to the team including any external consultant on a daily basis and a deadline agreed for responses. The individual clarifications should be anonymised and cumulated and a set of questions and clarifications issued out to the suppliers on at least a weekly basis. You need an end date after which no further clarifications will be issued.

Evaluate tenders and create short shortlist

When the full proposals come back in the team use the grid to mark the responses. If a consultancy is used they or the project manager can write a commentary on each supplier and response and use that to prompt a discussion. For each supplier the team should go through the proposal and pool their marks and agree a team mark for each section. They should also draw up a list of strengths and weaknesses and issues/questions.

The outcome should be a list of marks and comments for each supplier on the basis of which a short shortlist can be created of 2 - 3 suppliers.