An Open Procedure means that any organisation can respond to the advertised Contract Notice, request/download the procurement documents and submit a tender. All tenders must be evaluated in line with the methodology and criteria set out in the procurement documents.

The open procedure is best used where the requirements are straightforward, with a relatively simple selection and award process, and where it is anticipated that only a small number of organisations will respond to the advertised contract notice.

❓ This procurement route is most commonly used for the purchase of goods where the requirement can be clearly defined and the buyer is seeking the least expensive supplier.

⏲️ An open procedure takes typically 8-10 weeks.

Advantages

✅ Organisations of all sizes have the opportunity to submit a tender

✅ Increases the opportunity for a number of innovative proposals/solutions

✅ Advantageous for simple and straightforward requirements (such as stationery)

✅ Providing full tender documentation at the outset enables candidates to make an informed decision as to whether they can satisfy the requirements, or choose to discount themselves from the competition

Disadvantages

❌ Resource implications of a potentially lengthy tender evaluation (due to a high volume of responses)

❌ Increases the risk of challenge (more responses and time invested/transaction costs in preparing a tender as opposed to a selection questionnaire)

❌ Poor quality bids (due to the fact there is an increased chance of being unsuccessful and a limited timescale)

❌ No opportunity to discuss/refine bids

The Procedure

1. Publish a preliminary market engagement notice and undertake preliminary market engagement (optional)
2. Develop procurement strategy
3. Develop tender notice and associated tender documents, including conditions of participation and award criteria
4. Invite tenders by publishing the tender notice and associated tender documents on the central digital platform
5. Allow at least the minimum time period for potential suppliers to submit tenders
6. (Tendering period) Receive tenders
7. Check exclusions, and assess tenders against section 19(3) (including any conditions of participation)
8. Evaluate tenders against the award criteria and determine the most advantageous tender
9. Inform suppliers of the outcome and issue assessment summaries
10. Publish the contract award notice (triggering the mandatory or voluntary standstill where appropriate)
11. (8 working days) Following completion of standstill, enter into the contract with the winning supplier
12. Publish the contract details notice and (if required) a copy of the contract