Project Selection Process S110

S110 - Short List for ITT

DEFINITION

Identify final list of vendors to receive the ITT.

SUMMARY

Finalise and confirm the list of vendors who will receive the Invitation to Tender (ITT).  The list should be agreed by the client organisation.  The vendors should be contacted to ensure that they are interested in receiving the invitation and are in a position to respond.

PATH PLANNING GUIDANCE

This process is normal practice.

DEPENDENCIES

Prerequisites (Finish-Finish):

• long lists (S030)
• advertising (S020) - (if applicable)
• pre-qualification (S050) - (if applicable)

Dependent procedures (Finish-Start):

• issue of Invitation to Tender (ITT) - (S080)

RECEIVABLES

• list of vendors identified in previous processes

DELIVERABLES

• Final details of vendors to receive the Invitation to Tender (ITT)

TOOLS

• (none)

DETAILED DESCRIPTION OF TASKS

By this stage in the selection process there will normally be a defined list of vendors who are suitable to receive the Invitation to Tender (ITT).  The project team should check that the list is appropriate and that the vendors are interested in responding.

The following tasks might be appropriate:

• Check that an appropriate number of vendors has been achieved.  If not, apply some of the techniques listed in the earlier processes to attempt to reduce (or increase) the number of candidates accordingly.
• Check that all the vendors are interested in the opportunity and are apparently capable of meeting the organisation’s needs.  This is normally best achieved by a direct telephone conversation with a representative of the vendor.
• Obtain the basic details necessary to submit the Invitation to Tender (ITT), for example, the name and full address to send the documentation to at the vendor organisation.
• Finalise the list and gain agreement from the client organisation.