Page 128 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

Table 20: Dos and don’ts-Answer supplier questions
Don’t
Do
ask the supplier to explain what they do not reveal commercially sensitive
mean if you don’t understand the question information when you answer a supplier
question, for example the supplier’s price for
publish all the questions that have been the work
asked and the answers online

use a group e-mail account so that the
whole procurement team has access to supplier
If public officials and stakeholders evaluate and are still unable to find a suitable supplier, they do
questions
not have to award a contract. They must tell all remaining suppliers that they:
Table 21: Dos and don’ts – Shortlisting suppliers
• have not found one that meets their needs; and
Do Don’t
• are not going to award a contract.
score suppliers using a clear points do not use shortlisting to limit
Public officials and stakeholders may choose to review what they need and then publish new
competition or favour suppliers you have
system and apply it to all suppliers
requirements. They should keep a record of how decisions are made, including the evaluation
worked with previously

keep a record of how you shortlisted
team’s individual and agreed scores, and any communication they have had with suppliers.
suppliers, along with any e-mails you send
Dos and don'ts
notify unsuccessful suppliers by e-mail

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

Do 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 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

4.3.3 Award the contract

Inform successful and unsuccessful suppliers and begin the contracting process.

Why it's important

When awarding a contract public officials and stakeholders should:
Procurement guidelines for smart sustainable cities | May 2023 7
• tell the winning supplier of their intention to award a contract;

• publicize the decision on their website and in the media; and
• notify and give feedback to unsuccessful suppliers.

This helps public officials and stakeholders ensure that:

• they are clear with the supplier on how and what they will deliver;

114 Procurement guidelines for smart sustainable cities | May 2023