Page 126 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

• 3 Exceeded

If, for example, a supplier fails to score a 2 in any criteria public officials and stakeholders can
choose to exclude them.

A supplier can also be excluded if:

• they can’t start work by the latest start date stated in the requirements;

• their fees exceed the maximum budget published with the requirements;
• they are unable to accept minimum terms and conditions.

Public officials and stakeholders should keep a record of how they shortlisted suppliers, along with
any e-mails they send. They should invite the shortlisted suppliers to take part in further evaluation.
Table 20: Dos and don’ts-Answer supplier questions
Methods can include:
Do Don’t
• written proposals;
ask the supplier to explain what they do not reveal commercially sensitive
• presentations; information when you answer a supplier
mean if you don’t understand the question
• interviews or tests. question, for example the supplier’s price for
publish all the questions that have been the work
asked and the answers online
Public officials and stakeholders should notify unsuccessful suppliers in writing, explaining why
they have not been shortlisted.
use a group e-mail account so that the
whole procurement team has access to supplier
questions
Dos and don'ts
Table 21: Dos and don’ts – Shortlisting suppliers
Table 21: Dos and don’ts – Shortlisting suppliers

Do Don’t
score suppliers using a clear points do not use shortlisting to limit
system and apply it to all suppliers competition or favour suppliers you have
worked with previously
keep a record of how you shortlisted
suppliers, along with any e-mails you send

notify unsuccessful suppliers by e-mail

Table 22: Dos and don’ts-Evaluate suppliers
4.3.2 Evaluate suppliers

Do
Assess the shortlisted suppliers using clear and fair criteria. Don’t
evaluate suppliers using a diverse do not choose a supplier based on a
team made up of people from across your personal preference for a certain technology
organization or brand

score suppliers against the same criteria do not allow supplier proposals to be
you published with the opportunity
112 Procurement guidelines for smart sustainable cities | May 2023 changed or modified during the evaluation
stage
keep a record of how you have reached
your decisions do not award a contract if there are no
suitable suppliers

Procurement guidelines for smart sustainable cities | May 2023 7