Decide how you intend to receive offers (electronic or hard copy), and whether you will accept late offers.
If you advertised your opportunity on GETS, you can use the electronic tender box to receive your responses. We recommend this approach as it manages your probity considerations.
If you plan to receive responses in hard copy, it's best if they are delivered to a secure tender box.
When recording and opening proposals:
The response receipt log should note:
You need to document your policy on late responses in your procurement plan, and state it in the RFx. Normally the RFx will allow some discretion to accept late offers in extenuating circumstances. However, remember that:
Record the reasons for rejecting or accepting any late offer.
You may want to exercise discretion to accept a late offer in circumstances that aren't the supplier's fault, eg courier delays or natural disasters.
If you're using the GETS electronic tender box to receive your proposals, the default system setting will not allow late offers to be lodged. You can set a ‘late response’ window to allow late responses to be lodged within a defined time period (such as 30 minutes).