The following outlines the steps in managing the receipt of competitive sealed bids. All the steps should apply to tenders and those marked with a * should be applied as a minimum control on the receipt of quotations.
Where submissions are made electronically, the process is the same, however, access to the electronic version and sight of the physical documentation will not be possible until after the designated closing time and date. The documents are however, to all senses, locked in a secure location and should not be able to be viewed.
While is it suggested that best procurement practice requires that all these steps are followed, there is a need to balance bureaucracy with the estimated value of the exercise. Therefore, depending on its value/profile and your own institution's practices, the Optional steps may not need to be followed. For example, it is recommended that all steps (mandatory and optional) are followed for all competition with an estimated value above £10,000.
- The submissions must be returned in sealed, unmarked, envelopes before a clearly stated time and date. The envelope will display the quotation/tender reference number and required return date and time. Or an electronic tendering system should be used for return of submissions.
- The time and date of receipt of each quotation should be recorded on the outside of the return envelope, or by the electronic tendering system.
- * Any submissions received after the stated closing date and time will not be opened and not be considered.
- All returned bids will be held, unopened, in a secure location until the stated closing time and date have passed, either physically or in a secure electronic tendering system.
- * After the stated closing time and date, the bids will be opened by at least two  members of staff or as required by your institution.
The steps given above may appear somewhat bureaucratic; however, they are there to protect you from accusations of treating one supplier more favourably than another. The use of sealed submissions, held in a secure location and opened at the same time in front of a number of people, or the use of a secure e-tendering system, provides evidence that there has been no collusion between the buyer and a supplier.