2.4. Release of the tender

2.4.1. Distribution of tender dossier

Risks

  • Non transparent or incomplete distribution of the tender dossier aiming to exclude competitors.

Good practice

  • Monitor that the partner distributed the complete tender dossier according to the agreed rules. Distribution of the tender should be transparent and inclusive of as many bidders as possible.

2.4.2. Receipt of offers

Risks

  • A receipt not issued to bidders as proof of submission of their offers.
  • Hand delivery of offers and signing the register of offers can enable applicants to become aware of their competitors. This could lead to threatening competitors to withdraw their offers or collusion among them.

Good practice

  • Monitor that the agreed procurement quality control mechanisms are implemented. The register of offers should not allow applicants to become aware of their competitors.
  • Check the register of offers to verify the applicants and the authenticity of the register (see is there is any irregularity with the register).
  • Monitor the complaints process, especially if there is a complaint about an applicant that had not received any feedback on its offer.

2.4.3. Registration of offers

Risks

  • Incomplete and/or improper registration (for example leaving applicants out or including offers submitted after the deadline).

Good practice

  • Monitor that the agreed procurement quality control mechanisms are implemented.
  • Check the register of offers to verify that offers were received before the deadline and the authenticity of the register (see is there is any irregularity with the register).
  • Monitor the complaints process, especially if there is a complaint about an applicant that had not received any feedback on its offer or about offers submitted after the deadline.

2.4.4. Storage of offers

Risks

  • The offers are not stored in a safe place and the content of the offers is changed (for example certain documents or pages are taken out).

Good practice

  • Monitor that the agreed procurement quality control mechanisms are implemented. Offers should be stored in a safe place.
  • Monitor the evaluation process and beware of incomplete offers. Cross-examine the content of the offer with the table of content. If more copies of offers are submitted, cross-examine different versions to get a better overview of the offer.
  • Monitor the complaints process, especially if there is a complaint about incomplete or improper evaluation of offers.