INTERVIEWING SUPPLIERS

This step usually occurs after the initial evaluation. The interview may, in fact, be a presentation, a demonstration of software, or a question and answer session.

During these sessions, information is obtained to clarify the supplier's proposal but not to modify the proposal. These sessions are not an opportunity for the purchaser to change the requirements or the RFP terms, or for the supplier to submit major modifications. They are not a negotiation session. (Negotiation is often part of Best and Final Offers. See Section 8.8.)

Sometimes, the sessions are simply to clarify information and to permit the evaluators to complete the scoring of the written RFP. Other times, these sessions are scored as a separate part of the evaluation. Whether or not a score is assigned, a face-to-face encounter with supplier personnel or a demonstration of a system often results in significant changes in scoring.

Presentations provide an opportunity to meet the supplier personnel, to assess their professional and inter-personal skills, and to clarify the proposal. Often, face-to-face presentations add an important dimension to the evaluation process. Sometimes, the presentations provide critical information not readily available or easily determined from a written proposal. For example, the project manager from one of the vendors may, in discussing the details of the proposal, demonstrate a depth of knowledge and experience that far exceeds the description in the proposal. Alternatively, presentations provide some suppliers the opportunity to show how little they know about certain specific aspects of the project.

The Procurement Officer should prepare an agenda for the presentation outlining the objectives of the presentation and any specific requirements.  All shortlisted proponents should be given a copy of the agenda far enough in advance to allow them to prepare properly.  A set of evaluation criteria should be prepared (prior to issuing the RFP) in order to evaluate the presentations (if a score is assigned to them).

Some jurisdictions revise or finalize the scores based on the information and clarifications provided during the vendor presentations. In some jurisdictions, the presentation itself is given a score. Other jurisdictions only score the presentation when presentation skills are an important factor in the work; for example, if you are selecting a communications firm to present a new project to the public.

Notes should be taken during the presentations, and/or written responses obtained from the proponents.  The notes may become part of the documentation supporting the final selection decision. In some jurisdictions, the sessions are recorded.

Here is the advice offered in Guidelines from B.C.:[i]

Presentations and short-lists

If the intent is to create a short-list and invite proponents who make the list to deliver a presentation this should be clearly explained and should match information already provided to proponents in the section on “Evaluation and Selection”.  Proponents must be made aware in the Request for Proposal whether:

a)          an additional set of marks is available for presentations;

b)          marks for the presentation form part of the original 100%; or

c)           presentations will be used to support the evaluation of the information contained in the proposal.

Here's how these face-to-face encounters are structured in several different jurisdictions.

Clarification Meetings

Massachusetts' procedures manual discusses several key aspects of clarification meetings:[ii]

If a procuring department requires a clarification of a particular section of a response from a bidder, the procuring department must provide the same opportunity for clarification of the identified response section to all bidders that submitted responses. Sometimes this opportunity is provided during oral presentations when bidders can be asked specific questions about their responses. If oral presentations are not conducted, all bidders who submitted responses must be provided with notice of an opportunity to clarify the identified section in the RFR.

This situation may arise when a review of responses reveals that a section of the RFR was unclear and several bidders misunderstood what was intended. Ambiguities are usually identified during the RFR inquiry period, but if there was no inquiry period, or if the ambiguity was not identified during the inquiry period, the PMT may choose to amend the RFR to clarify the section and all bidders who submitted responses should be given the opportunity to revise their responses on that section of the RFR. A department will not be expected to go through the extra work to clarify the RFR if only one bidder misunderstood the RFR or if the ambiguity is not a material element of the procurement.

No correction or clarifications of response prices, terms and conditions or the submission of supplemental information prejudicial to the interests of other bidders or to fair competition shall be permitted. Departments and PMTs must be careful to protect the integrity of the competitive procurement process by treating all bidders fairly and equally during the procurement process.

Oral Presentations

Utah's guidelines for structuring presentations help to ensure that all suppliers are treated fairly:[iii]

12. Oral Presentations

To properly evaluate many service procurements, an offeror's proposal may need to be clarified. Oral presentations are then scheduled to answer questions by evaluation committee members. The offeror's original proposal cannot be changed in any aspect at the oral presentation. The oral presentation is only to allow offeror's to clarify portions of their proposal.

Once again, the discussion from Massachusetts is easy-to-understand and provides some insight into the value of these sessions:[iv]

Oral Presentations or Demonstrations

Oral presentations are an optional phase of the evaluation process. Oral presentations provide an opportunity for bidders to highlight the strengths and unique aspects of their responses and provide answers to questions regarding their responses. If a department intends to offer the opportunity to give oral presentations as part of the evaluation process to some or all of the bidders, it should clearly state so in the RFR.

Oral presentations are generally scheduled after the initial determination by the department of which responses met the minimum submission requirements. If they choose, departments have the option to limit the invitation to make oral presentations to the top ranked bidders only.

Departments are responsible for conducting oral presentations in a manner that is fair. The time allotments and format should be the same for all presenters; however the location, dates and times for presentations are at the discretion of the department. The oral presentation is not an opportunity for bidders to submit new information or modify an already submitted response; rather, the purpose is to clarify issues that would enable departments to better understand and evaluate responses. Oral presentations and demonstrations are particularly helpful in bidder evaluations when the RFR is for complex services, a large information technology procurement or when a solution-based RFR has been issued.

The Procurement Team Leader may waive the location and other requirements of an oral presentation upon the written request of a bidder due to special hardships, such as a bidder with disabilities or limited resources. In these circumstances the PMT may conduct oral presentations through an alternative written or electronic medium (e.g., telephone, video conference, TTY or Internet). A bidder’s failure to agree to an oral presentation may result in disqualification from further consideration. Oral presentations may be recorded manually or electronically by the department as a matter of public record.

Demonstrations

The text which follows is an excellent example of a description of the demonstration phase as contained in an RFP:[v]

Demonstration

At the conclusion of the oral interviews a time and location will be arranged for the live system demonstration(s) . The offerors with the highest ratings after the oral interviews will advance to the third and final phase of the evaluation process. This demonstration must take place in Anchorage within 10 working days after the interview data.

The selected finalist(s) will present a two (2) day demonstration of their system in action. The demonstration will consist of three steps:

The points to be awarded for each section based on the following evaluation criteria:

A. Day one.                                                                                          300 points

Structured examples of system transactions will be performed. The specific steps to be performed will be provided by SEF. The vendor will be required to perform a set of transactions. Batch processing will be run, and a bill produced. No deviation from the structured performance will be allowed at this time. Questions from state observers will be held to a minimum. The points will be awarded based on the following criteria:

- can the software perform the assigned tasks                         100 points

- how well the task is performed by the software                    100 points

- subjective assessment of general overall

   system; ease of use, logic in formats and design.                100 points

B. Day two.                                                                                          100 points

Prepared Demonstration by the Vendor. The vendor will be given 90 minutes to demonstrate key features of their applications in any format they desire. No questions from state observers will be allowed during this phase.

Points to be awarded on the basis of how well demonstrated features apply to this RFP's requirements and the state's need in facilities and equipment management.

C. Day two.                                                                                          300 points

Question and Answer period, with hands on use of system by state observers. State personnel may address questions to the vendor at this time relating to function of specific application features. The availability of multiple terminals during this phase is desirable.

In order to minimally impact the on-going work of DOT&PF employees, the demonstration shall take place in an environment outside the DOT&PF facilities. The vendor shall schedule the demonstration in Anchorage. The vendor shall make all necessary preparations in advance. The vendor should plan on up to 30 observers and should ensure adequate seating and viewing capabilities.

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