Close tenders

Find out what to do when closing a tender.

What is closing tenders?

Closing tenders means completing the process of obtaining offers submitted:

  • in accordance with requirements set out in the approach to market

Tender processes should only be closed before the nominated closing time in exceptional circumstances.

Late offers can only be received under exceptional circumstances.

Closing tenders involved recording details of the offers received.

Offers may be received by:

  • hard copy, submitted to a tender box
  • soft copy, submitted electronically

How to close tenders

Step 1: Receive responses

Before receiving responses consider the follow:

Check with the procurement team to see if they can offer support with receiving offers.Agency’s should notify each supplier when you receive their submission. This could be via letter, email, or an online system notification.

Step 2: Manage late responses

Late responses are generally not accepted. This ensures the process is fair and transparent.

The circumstances when a late offer may be accepted is documented in the approach to market documents.

Record the reasons for rejecting or accepting any late offer.

For more information on managing late responses:

Step 3: Close tenders

Follow local Agency procedure to close the physical and/or electronic tender box.

Separate Agency procedures will apply to physical and electronic tender boxes.

Step 4: Manage probity and conflicts of interest

Manage probity – consider issues raised at Probity issues by stage and task.

Conflicts of interest can arise during this task. Identify, declare, and manage these.

Do not accept gifts, benefits, or hospitality.

During this time, suppliers may offer gifts, benefits, or hospitality. It is good practice to reject the offer and tell the project sponsor about the offer.


Address Agency rules

Consult Agency procurement team for advice on meeting:

Follow Agency specific rules on when to seek an approval and who can give the approval.

Follow Agency specific rules for recording decisions and storing records.