Module II Contract Management Bid Opening Small-scale Contracting Page 37 ASIST-AP International Labour Organisation Chapter 5 Bid Opening Contents: page 5.1 Time and Venue 37 5.2 Clarification of Bids 38 5.3 Examination of Bids 38 5.4 Bid Validity 39 5.5 Reporting 40 5.1 Time and Venue he time and venue for the bid opening should be the same as for the latestdelivery of bids or promptly there after. Bids should be open ed at the stipulated time in public, i.e. bidders or their representatives should be allowed to be pre sent. In most cases, the b idders are not oblig ed to be presentduring the bid opening. Also, there is no requ irement as to who is representing a particular bidder. It may be the manager, a technician or a clerk employ ed by the contractor. Although the contractors are normally not obliged to be present, most firms will chose to be repre sented at the bid op ening session. The main reason is ob viously to obtain first hand information as regards to how competitive their offer is, but also to see the prices of the ir competitors. In addition, their presence may contr ibute to a fair and clean bidding proc edure. Finally, it gives them the opportunity to corr ectany minor clerical errors, if this is allowed by the client. First the number of bids will be announce d. Thereafter, the name of the bidde r and total amount of each bid, and of any alternative bids if it has been permitted, should be read aloud and recorded when opened. Bids received after the time stipulated in the bidding documents should not be considered. Late bids should be returned un- opened to the bidders represen tative. Often, the start of the bid opening ceremony is the last moment at which a bid canbe submitted. However, once the first bid has been op ened, no additional bids, changes or withdrawal of bids should be accepted. The time and venue should be properly announced to allow the bidders to meet on time and locate the bid opening venue. Thereafter, it is the responsibility of the bidders representatives to arrive in good time to deliver their bids and participate in the opening session.
