Page 119 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

• the payment approach being used, for example fixed price, time and materials or outcomes-
based;
• any incentive schemes being used;

• expected contract length;

• how suppliers can submit questions and when they should expect a response.

Public officials and stakeholders should also think about including:

• the results of their early market engagement;

• information on working arrangements, for example if remote working is preferred;

• handover details, for example if a new supplier is expected to work alongside an existing
supplier at the start of a project;
• any security clearance the supplier must have when they start work;

• invoicing procedures and payment timings.

When writing their requirements, public officials and stakeholders should not:

• demand excessively high technical standards or experience levels – this may reduce competition
and exclude smaller suppliers;
• use jargon or overly technical language – if this has to be used, it must be explained;

• use gender-specific language – for example using male pronouns such as “he/him” when
referring to a supplier instead of “they”.

Dos and don'ts
Table 17: Dos and don’ts-Write requirements
Table 17: Dos and don’ts-Write requirements

Do Don’t
explain why the work is being carried do not write requirements that you know
out and who it is for can only be delivered by a particular supplier

be clear about the skills or experience
you require

use plain language and avoid jargon or
gender-specific language
Table 18: Dos and don’ts-Write evaluation criteria
4.2.2 Write evaluation criteria

Don’t
Do
Write clear evaluation criteria so that suppliers understand how they will be selected.
explain why the work is being carried do not write requirements that you know
out and for whom can only be delivered by a particular supplier
Procurement guidelines for smart sustainable cities | May 2023 105
be clear about the skills or experience
you require

use plain language and avoid jargon or
gender-specific language
Table 19: Dos and don’ts-Advertise the opportunity

Do Don’t
advertise opportunities widely, do not restrict or remove any
including internationally information unless it is legitimately confidential
or commercially sensitive
make all procurement information
available, free of charge

allow suppliers enough time between
you advertising the opportunity to bid
submission

6 Procurement guidelines for smart sustainable cities | May 2023