Sample Purchase Requisition Form Page 14
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342.6
Receiving and Opening Quotations or Tenders
Management
Lay down the procedures and safeguards to prevent
tampering/leakage of quotations or tenders, for
example:
• Set aside a fax machine with access control for
this purpose, or an electronic quotation system
barring access before the closing time; or place
the tenders/quotations in the safe custody of a staff
member not involved in the process; or use a
secure tender box with double lock with the two
keys kept by different staff members.
• Assign a team comprising more than one staff
member to open the quotations/tenders shortly
after the closing time.
Procurement
Do not open any quotations or tenders before the
Staff
deadline.
Record all verbal quotations in writing.
Keep proper records of all quotations and tenders
received (e.g. keep duplicate copies of the bids) for
future audit.
Place the duplicate copies of quotations/tenders in
the custody of a designated staff member who is not
involved in the procurement process to facilitate
future reference if necessary.
2.7
Evaluating Quotations
Check compliance with the specifications ( 2.2).
Procurement
Staff / User
Select the compliant bid with the best price offer, or
evaluate the quotations based on the selection criteria
if price is not the only consideration.
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Parent category: Business