Preventing Early Opening of Bids

When bids are submitted to a public agency there is a risk that a bid may simply go through the agency's normal process for opening and routing mail.  This may result in a sealed bid being inadvertently opened prior to the deadline and time established for opening and reading the bids, compromising the integrity and confidentiality of the bidding process.

Practical Tips:  The following are some steps that may help ensure that bids are opened at the appropriate time:

• Bidding Instructions:  Ensure that the agency's bidding instructions are clear about the information that must be identified on the face of the bid envelope.

• Staff Training:  Provide training to reception and mail room staff responsible for receiving deliveries and mail to the agency.  Make sure they understand they should not open mail that is indicated as including a bid inside the envelope.  This applies for whether a bid is received through the U.S. Postal Service, FedEx, UPS, another delivery service, or in person.

• Notice to Reception Staff:  Work with reception and mail room staff and provide them with an updated list and schedule of the deadlines for when bids for certain procurements are due.  Having this list can help alert them to slow down and not open these but to deliver them to the appropriate procurement staff.

• Managing a Bid Opened Early:  If a bid is accidentally opened early, do not remove the bid from the envelope, but re-seal the envelope immediately.  If the bid has already been removed from the envelope, put it back in the envelope and re-seal the envelope.  If the envelope is missing, put the bid in another envelope and seal it.  Regardless of the circumstances, document on the face of the envelope that the bid was inadvertently opened, along with the date and time you re-sealed it.  Initial or sign the statement.

Mike Purdy's Public Contracting Blog 

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