2-37.1 Discussions

Discussions are held when the purchase/SCM team needs to generate further information and facts regarding proposed terms and conditions, and clarify any possible misunderstandings with a supplier. The CO is responsible for leading discussions. Discussions during the implementation of the proposal evaluation strategy are held to:

• Allow for the clarification of matters contained in a proposal that raise questions regarding acceptability or proposal evaluation score.
• Address suspected mistakes or questionable assumptions.

During the evaluation process, including during oral presentations, discussions may be held with any supplier to clear up misunderstandings or uncertainties or to gain a better understanding of the supplier’s proposal (including price) in order to obtain a more informed comparison of the relative value of individual proposals.

After proposal comparisons have been made, further discussions may be held to address any outstanding matters. Suppliers whose offers are the subject of discussion at any stage must be given sufficient time to revise their proposals in light of those discussions.

By this point in the Evaluate Proposals task of USPS Supplying Practices Process Step 2: Evaluate Sources, the proposal evaluation team has determined and eliminated from consideration those suppliers that have submitted proposals with risks that cannot be mitigated and/or do not have the necessary technical and financial capabilities.

Before entering into discussions, the purchase/SCM team must:

• Have comprehensive knowledge of the supplier.
• Have thorough knowledge of the goods or services to be supplied.
• Understand the client’s need and requirements.
• Understand the supplier’s capabilities.
• Analyze involved costs and prices.