Documentation issued to bidders at different times
Risks
- One bidder gains a time advantage over the others
- Challenge of favourable treatment to some bidders
Solutions
- Where bidders are selected, issue the quotation/tender documentation to all firms at the same time
- Where the requirement has been advertised ensure the documentation is available for download, the bidders should be able to access the documents at a time that suits them
Bids not held in secure location
Risks
- Open to challenge that one or more bids could be tampered with
Solutions
- All submissions should be clearly marked with the reference number and the appropriate closing time to indicate that they are a bid
- When received, each submission should be marked with the date and time of receipt and then stored in a secure location until after the stated closing date and time
Bids not opened at same time
Risks
- Open to challenge that details of one bidder’s submission is being communicated to another
Solutions
- All submissions should be clearly marked with the reference number and the appropriate closing time to indicate that they are a bid
- When received, each submission should be marked with the date and time of receipt and then stored in a secure location until after the stated closing date and time
Documentation issued very late or with very quick turn-round time
Risks
- The bidders have insufficient time to prepare a competitive bid
- Open to challenge under the EU procurement rules that timescales are insufficient
Solutions
- A realistic timetable should be established and adhered to for the competition
- Sufficient time must be given. This principle has been confirmed in below-EU tender challenges in the European Court
Very short timescales at each stage of process
Risks
- The bidders have insufficient time to prepare a competitive bid
- Open to challenge under the EU procurement rules that timescales are insufficient
Solutions
- A realistic timetable should be established and adhered to for the competition
- Sufficient time must be given. This principle has been confirmed in below-EU tender challenges in the European Court
Single person involved in the process
Risks
- Open to challenge of collusion with other bidders in the competition
- Lack of transparency in the procurement process and spending of public funds
Solutions
- Ensure that there are different people involved at the different stages of the procurement cycle so that there is a demonstrable separation of duties