What is a verification interview?

A verification interview is an important part of the tender process and takes place after a preliminary award is made, but before a final award is made. The purpose of this interview is to verify the information provided by the winning bidder in the offer and check that it matches the requirements of the tender. In many cases, this involves validating technical and financial data, discussing implementation plans and clarifying certain parts of the bid. A well-prepared verification is essential to avoid possible misunderstandings and future problems.

In this article, we discuss exactly what a verification interview is, why it is important within the procurement process, and what steps companies can take to best prepare.

What is a verification interview?

A verification interview is a formal conversation between the contracting authority and the winning bidder after the preliminary award of a contract. The purpose of this interview is to check the accuracy and completeness of the information submitted. Although in principle the winning tenderer has already been selected, the outcome of the verification interview can have a major impact on the further course of the tender. If it turns out that the information is incorrect or does not meet the specified requirements, the contracting authority may decide to withdraw the award and award the contract to another party.

The verification interview also allows the contracting officer to discuss any outstanding questions and ensure that both parties are on the same page before signing the contract.

Why is a verification interview important?

2.1. Ensuring transparency and fairness

One of the main reasons a verification interview is held is to ensure transparency and fairness in the procurement process. The verification interview allows the contracting authority to verify that the winning bidder actually meets all requirements. This prevents unexpected problems from arising later in the project, such as incorrect technical specifications or financial irregularities.

2.2. Preventing misunderstandings

The verification interview also helps clarify any misunderstandings between the contracting authority and the winning bidder. These can range from technical details to schedules and implementation procedures. Discussing these issues early can significantly reduce the risk of errors or disagreements during project implementation.

2.3. Validation of crucial information

During a verification interview, specific information, such as project plans, technical specifications, and financial data, is carefully reviewed. This is especially important for larger and more complex projects, where even small errors can have major consequences. It is important that the contracting authority can rely on the information provided in the bid.

Steps in the process of a verification interview

3.1. Preparation for the verification interview

For both the contracting authority and the winning bidder, thorough preparation for the verification interview is essential. This includes reviewing the submitted bid, award criteria and any additional documentation. It is very important for the winning bidder to have all relevant documents at hand, such as technical specifications, detailed cost statements and implementation plans. Any ambiguities in the bid should be identified before the interview so that they can be discussed during the verification interview.

In addition, the contracting authority should draw up a list of questions or issues that need to be discussed in more detail. These may relate to technical aspects, capabilities of the bidder, or specific project risks.

3.2. The conversation itself

The verification interview usually takes the form of a meeting at which representatives of both the contracting authority and the winning bidder are present. During this meeting, the key elements of the bid are reviewed, such as the technical specifications, the planned implementation and the financing of the project.

In addition, the verification interview is an opportunity for the contracting authority to evaluate the capacity of the winning bidder. This includes not only assessing the technical and financial resources, but also the bidder's ability to deliver the project on time and on budget.

3.3. Documentation of the verification interview

After the verification interview, a report is usually prepared that records all points discussed, conclusions and any action items. This document is shared with both parties and is an important reference document for the further implementation of the project. It is essential that both the contracting authority and the winning bidder agree to the contents of the report so that there are no ambiguities about the next steps.

Common challenges in verification interviews

4.1. Incomplete or unclear information.

One of the biggest challenges during a verification interview is presenting incomplete or unclear information. This can lead to delays or even withdrawal of the preliminary award. To avoid this, companies should ensure that they are fully prepared and that the information they provide is accurate and detailed.

4.2. Miscommunication between parties.

Miscommunication can be a major problem during verification interviews, especially when there are ambiguities about technical details or schedules. Companies should ensure that they are well prepared to answer complex questions and that they can articulate their positions clearly and concisely.

4.3. Risks in the project

During the verification interview, potential risks can be identified that may affect project implementation. These risks may relate to scheduling, financial stability of the bidder, or technical constraints. It is important that companies are able to come up with solutions to any issues that arise during the interview.

Strategies for success in a verification interview

5.1. Thorough preparation

Good preparation is crucial to a successful verification interview. Companies should ensure that they are fully aware of the details of their bid and that they are able to answer any questions or concerns the contracting authority may have. This includes bringing all relevant documents and assigning team members responsible for specific parts of the bid.

5.2. Clear communication

During the verification interview, it is important to communicate clearly and concisely. Companies should be able to convey complex technical information in an understandable way and address any ambiguities immediately. Make sure key messages are clear and that there is no room for misunderstanding.

5.3. Showing flexibility

Although the verification interview is focused on validating the bid, it is important that companies remain flexible and willing to make adjustments when necessary. Showing flexibility and solution orientation can increase the contracting authority's confidence and promote the likelihood of a successful collaboration.

Conclusion: The importance of the verification interview in the procurement process

A verification interview is a crucial moment in the procurement process where the accuracy of the submitted information is checked and potential misunderstandings are cleared up. Through thorough preparation, clear communication and flexibility, companies can significantly increase their chances of a successful award. For the contracting authority, the verification interview provides an opportunity to be sure of the capacity and reliability of the winning bidder, minimizing risks during project implementation.