TENDER OPENING REVIEW CHECKLIST

Contract/File #:
Project Name:
List all bidders in the order received:
A. B.
C. D.
E.

PRE-TENDER OPENING ARRANGEMENTS 

Book boardroom
Arrange staff attendance
Arrange safekeeping of tenders (safe or fire proof locking cabinet)

Locate & retrieve all tender envelopes and any revisions to tenders (keep hidden from public view)
Check tenders received against the List of Disqualified Bidders
Ensure all ministry representatives are available
Review the invitation to tender package
Prepare the Tender Opening Record (NRS280)
Ensure meeting room is available & prepared (chairs arranged, etc.)
Notify reception of the opening location (public openings)
Announce opening on public address system (if available)

COMMENCING THE OPENING

Conceal tenders and do not leave unattended
Open tenders in the order received
Announce and record tenders (including revisions) – announce only the bidder name, total bid price and whether or not the applicable
mandatory submission (i.e., bid security, but not its amount) has been received. DO NOT DISCLOSE UNIT PRICES
Sign the completed Tender Opening Record (NRS280)

BIDDER () COMMENTS

A B C D E
GENERAL
No conflict with Ministry employees

REVISIONS TO TENDERS
Revision to unit priced tender states the unit(s) to be revised. If
not, the tender and its revision are rejected.
TENDER
Received prior to closing date and time
Original or unaltered copy of tender form used
Tender form received in sealed envelope (not sent via fax)
Tender properly signed by bidder (s)
Tender completed properly
Mandatories w/tender: (list mandatories)
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NRS1294 Tender Opening Review Checklist CSNR-FSB Rev. March 27, 2014 Page 1 of 3
Attended mandatory viewing or info. meeting
Bid for entire contract
Math & extensions correct of first ranked only
No unbalanced bidding
No qualifying clauses by bidder
No unauthorized substitutions
No obvious error on the face of the tender
Lowest priced bid does not exceed budget
BID SECURITIES
Bid Bonds
Original submitted
Surety licensed to do business in Canada
“Description” okay
“Obligee” okay
Contractor name same as on tender (any other name is
unacceptable)
Bond value % as per Conditions of Tender
Signature & seals correct
Other Securities
Acceptable under Conditions of Tender
Payee correct
Proper amount
BIDDER
Qualifies as per Conditions of Tender
At least 19 years old (individual or proprietorship)
Canadian citizen or permanent resident or Employment
Authorization
Not a government regular or auxiliary status employee
Check past performance references. (including the Contract /
Contractor Evaluation SharePoint Site and be fully aware of the
directions for use provided therein.)
Good standing with Registrar of Companies
Check for potential registered set-offs to payment if in doubt to
financial capability. (“Currently Outstanding” is not a concern.)
If set–off is not due to contract difficulty, may still award contract.
If set-off is large, consider if it might affect ability to perform.
Independent WorkSafe BC coverage
OTHER

Comments:

SIGNATURE OF REVIEWER

Printed Name:

NRS1294 Tender Opening Review Checklist CSNR-FSB Rev. March 27, 2014 Page 2 of 3
 OTHER FORMS FOLLOWING TENDER OPENING

 Statement of Qualifications & Experience (NRS1304) (to confirm lowest, compliant bidder’s ability to perform)
 Questions for Reference Checks (NRS1305)
 Contract Award Letter (mandatory) (NRS1280)
 Notice to Unsuccessful Contractors (mandatory) (NRS1281)
 Acknowledgement of Assignment of Copyright (NRS1235) (sent with the Contract Award Letter)
 Waiver of Moral Rights (NRS1235a) (sent with the Contract Award Letter)
 Certificate of Insurance (FIN173) (sent with the Contract Award Letter) NOTE: ensure policies of insurance that expire prior to Term
completion are renewed (see insurance schedule)
 Letter of Authorization for Cost Recoverable Contractors (NRS1306) (sent with fully executed contract)
 Notice to Commence Work (NRS1279)

CONSIDERATIONS WHEN CONTEMPLATING A CONTRACT MODIFICATION

Before an amendment is entered into ensure the following:
 It is necessary to the success of the project (i.e., extension in time due to unforeseen event that caused delays);
 Must not be used to substantially change the nature and intent of the original contract;
 Funds are available and encumbered;
 The amendment is in writing (NRS600) and has been executed before commencement of the work;
 Where amendment increases value by > 25%, consideration has been given to the policy on Requirement for Competition
(Chapter 21.2.1 of the Contract Management Manual) and documented;
 If re-awarding a contract without competitive process for the same or similar work, to the same contractor, within three months of
the completion/expiry of the previous contract, higher approval levels must be obtained as though it were an amendment to the
original contract but a new contract must be entered into. Note: This does not mean using a contract amendment; it is still a new
contract but will be reported on as a repeated direct award.

 Written circumstances and rationale are on the contract case file as follows:
o Competitively Tendered Contracts – Amendment Approval (NRS1353) is required
o Direct Award Justification and Approval for New Service/Works Contracts and Amendments Thereto (NRS1340) is
required

OTHER CONSIDERATIONS/FORMS AVAILABLE DURING CONTRACT

MONITORING/COMPLETION STAGES

There may be program specific forms available for your use that are not listed here.

 Pre-Work Conference Checklist (NRS1380)

 Contract Payment Certificate (NRS606) (or other program specific form)
 Contract Summary Card or electronic equivalent is mandatory
 Contract Inspection Report (NRS1207) (or other program specific form) – monitoring/inspection schedule has been set
 Notice to Comply (NRS1301)
 Notice of Stop Work Order (NRS1302)
 Notice of Contract Cancellation (NRS1303)
 Contract Completion Certificate (NRS687) (mandatory for Major Works Contracts as per Article 16 & 17 of the contract).
 Major Works contracts requires the contractor to submit a Statutory Declaration (NRS263) (supplied by the Province).
 Where the financial stability of the contractor is questionable, a Notice of Substantial Performance may be desired to ensure
contractor’s suppliers, employees, etc., are aware of final contract completion (see Contract Posting #2006-011 (12-004) Release
of Holdbacks)
 Contract/Contractor Evaluation (NRS688) (mandatory on all BCTS contracts and every contract over $50,000; best practice for
other contracts)
 Program specific contract management evaluation systems have been updated
 Evaluation of the management consultant’s recommendations to ensure value for money will be received.
 An action plan has been established for the implementation of accepted management consultant’s recommendations.
 Prior to final payment (or holdback release), notification provided to WorkSafe BC (NRS1312)
 Prior to final payment, Waiver of Moral Rights from all those who had a hand in creation of the material must be received.
 Prior to final payment, Acknowledgment of Assignment of Copyright from the contractor must be received\
 Prior to final payment, check Certificate of Insurance (COI) to ensure policies have not expired prior to Term end date. If they
have, obtain new COI and cover letter from broker confirm coverage is unbroken during term of contract
 Sample Request to Financial Institution for liquidation of Safekeeping Agreement (NRS1350)
 Sample Request to Financial Institution for liquidation of Letter of Credit (NRS1351)

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