Route 3 - Open & Evaluate Tender - Opening of Tenders
If your Organisation is using PCS-Tender, this stage of the Procurement Journey will be automated. You should refer to the specific guidance for these systems for information on how to manage this stage of the Procurement Journey. It is important to ensure that you select the sealed tender option on any electronic tender system.
If your Organisation does not use PCS-Tender, you should refer to your internal policies and procedures for information on how to manage this stage of the Procurement Journey. If you have no internal policies and procedures you may wish to follow the guidelines outlined below.
Prior to the tender return date the Procurement Officer should establish a Tender Opening Board consisting of at least two members of the Organisation's staff. The board is responsible for opening, checking, and recording the details of the returned tender submissions on the Tender Opening Form.
The Board must check the following:
- Tender has been signed and dated by the tenderer.
- Price schedule has been completed in accordance with the instructions within the ITT.
- Standard Conditions of Contract and all other conditions of contract issued with the ITT have not been amended or altered nor replaced by the supplier's terms and conditions of contract.
- Any omissions must be recorded in writing, and kept for the registered file.
Note: if a tender is incomplete, or doesn't conform to instructions, it may be disqualified - refer to the appropriate person in your Organisation e.g. Head of Procurement, for guidance.
If the tender is disqualified, the Procurement Officer must inform the tenderer in writing at the earliest opportunity that the tender has been disqualified and the reason(s) for disqualification.
The completed Tender Opening Form must be retained and filed as part of the audit trail.