The Bid Closing is an important step in the bid solicitation process. The actual closing determines the list of potential compliant bidders eligible for award of a contract. It is important that the bid calling authority has a specified date, time and location for the bid closing and that this is included in the Bid Documents. The traditional method of bid closing is for the bid calling authority to receive the bids in a sealed envelope at the specified location and have the date and time noted on each bid envelope as they are received.  The exact time of submission in hours, minutes and seconds is important to record and should be determined using a designated clock in a location visible to all bidders when they submit their bid envelope.
 
As noted earlier, a few things should be considered in setting a bid closing date and time. Refer to the discussion under 1.2.v and 1.2.vi.
 
Different methods of receiving bids are also employed, including the electronic receipt of bids. This is another topic of discussion that is covered in the CCDC-23 Document, Item 7.8 Electronic Receipt of Bids. It’s important that whichever method is utilized that the same underlying principles are used as is for the traditional receipt of bids by sealed envelope.
 
The Bid Opening (sometimes also referred to as a Tender Opening) has defined practices in CCDC-23, but is also dependent on the bid calling authorities practices and as set out in the Construction Specifications in the “Instructions to Bidders”. The Instructions to Bidders must include the bid submission requirements so that the bids can be appropriately analyzed. The two most common options for Bid Openings are Private and Public.
 
A Private Bid Opening is more common where a project is privately funded by an Owner, whether it be an individual, institution or corporation. This method of Bid Opening may take place completely in private and may not even include the presence of the consultant at the opening. One common method of private opening that this author has experienced is where the bid calling authority records the receipt of bids in front of anyone wishing to be in attendance, but then dismisses the attendees for the private opening. Only the bidders that have submitted their bids within the specified date and time are recorded at the opening, defining the list of eligible bids. The private opening affords the bid calling authority the opportunity to freely evaluate the bids without sharing the discussion with the bidders. The results of the bid analysis (relative ranking of bidders, range of bid prices, sub-trades carried, etc.) may or may not be revealed publicly.
 
A Public opening is common where a project is publicly funded.  Bids are submitted and any bids submitted prior to the closing time are opened in public immediately following the bid closing. Any information that is included in a Bid that will be used to evaluate the bids for compliance with the bid documents should be revealed and recorded. The bidders are then notified of the successful bidder at a later date, following a more detailed analysis by the bid calling authority. The detailed analysis of the bids is done to assure compliance, identify irregularities and if necessary to seek review by the consultants’ or legal advisors’ interpretations.

Bid Analysis Form