| Action | Risk | Solutions |
|---|---|---|
| Documentation issued to bidders at different times |
- One bidder gains a time advantage over the others - Challenge of favourable treatment to some bidders |
- Where bidders are selected, issue the quotation/tender documentation to all firms at the same time - Where the requirement has been advertised and the documentation is issued in hard copy, do so promptly upon receipt of the request - Where 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 | - Open to challenge that one or more bids could be tampered with |
- 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 | - Open to challenge that details of one bidder’s submission is being communicated to another |
- 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 |
- The bidders have insufficient time to prepare a competitive bid - Open to challenge under the EU procurement rules that timescales are insufficient |
- A realistic timetable should be established and adhered to for the competition
- Sufficient time must be given, ie this principle has been confirmed in sub-EU tender challenges in the European Court |
| Very short timescales at each stage of process |
- The bidders have insufficient time to prepare a competitive bid - Open to challenge under the EU procurement rules that timescales are insufficient |
- A realistic timetable should be established and adhered to for the competition
- Sufficient time must be given, this principle has been confirmed in sub-EU tender challenges in the European Court |
| Single person involved in the process |
- Open to challenge of collusion with other bidders in the competition - Lack of transparency in the procurement process and spending of public funds |
- Ensure that there are different people involved at the different stages of the procurement cycle so that there is a demonstrable separation of duties |
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