5.6 Pre-Market Intelligence

(i)        Proposed procurement exercises which are considered large, or perhaps a 'first-time' attempt at acquisition, might benefit from discussions with and visits to potential suppliers and if appropriate, reference sites. Such visits provide opportunities for informing budgets, clarifying and discussing the requirement more fully before technical and other specifications, which could form part of the quotation or tender document, are set. Costs associated with such 'intelligence gathering' visits must be met fully by RoS.

(ii)      At the outset, it must be made clear to each supplier/contractor visited that such meetings/visits are undertaken on a 'without prejudice' basis, i.e. no preferential treatment, in any resulting quotation or tendering exercise, can be expected. Where practicable, it is advisable to alert and meet with all potential sources of supply so that each receives an equal opportunity.

(iii)     It is considered good practice and in RoS’s interest, to retain a file of notes for each such market testing exercise.