Invitation to tender/request to provide service

During this stage, the appointing party carries out a number of steps to define requirements and select the lead appointed party. These steps are quite similar to the ISO 19650-2 process.

Decide the type of activity providing information.

During this step, the appointing party decides, based on the trigger event (see examples under Clause A3 ISO 19650-3), which scenario is appropriate for the appointment (during the operational phase). See Figure 4 EN ISO 19650-3 for more details related to this step (additionally, Section 7.1 of this guide).

Establish the appointing party’s exchange information requirements (EIR)

One of the most important documents during project delivery is the Exchange Information Requirement document. EIR for the operation phase is the same (in principle) as EIR for the delivery of assets phase, which is aligned with ISO 19650-2. EIR (ISO 19650-3) is defined by the appointing party and is related to the appointment or a trigger event. The EIR document needs to establish a number of requirements related to trigger event project delivery.

EIR document will define a number of items; please see below for examples:

• Project details, responsibilities and timelines.

• Information formats, i.e. exchange formats, versions etc.

• The level of information need.

• Methods and procedures.

• Work Plan, i.e. Collaboration procedures.

• Other related information.

It is imperative to develop and provide the  EIR document to all stakeholders.

Refer to section EIR in the Delivery phase of the assets guide

Assemble reference information and shared resources.

Following the preparation of available resources, the appointing party is to provide these for decision support of/for the potential lead appointed party.

Any sharing of this information should be delivered through a CDE solution and workflow.

More considerations can be found under clause 5.2.3 of EN ISO 19650-3.

Establish response requirements and evaluation criteria.

The previous steps indicated the appointed party should develop the minimum criteria for the potential lead appointed party. This should enable the potential lead appointing party to response to tender submission requirements and evaluation criteria.

Additional considerations can be found under clause 5.2.4 of EN ISO 19650-3.

Compile information for the invitation to tender/request to provide service.

The final step is to compile submissions and select a service provider – lead appointed party. Additional consideration can be found under Clause 5.2.5 of I.S. EN ISO 19650-3.