Question

Explain the importance of ensuring fair and ethical bidding procedures during an advertisement. What are some specific measures a procurement or contracting officer can take in order to maintain confidentiality, consistency, and objectivity throughout the process? How does being so limit liability and increase reputation among potential suppliers?

Answer 1

Answer A.

It is important to ensure fair and ethical bidding procedures because of the following reasons.

It ensures fair treatment of the bidders, contactors, suppliers etc.

It increases the confidence of the public on the government.

It helps in avoiding bid protest.

It helps the government in avoiding administrative, civil or criminal proceeding and penalty.

Hence fair and ethical bidding procedures ensures limited liability and increased reputation among the bidders, suppliers and contractors.

Answer B.

Some specific measures a procurement or contracting officer should take in order to maintain, confidentiality, consistency and objectivity throughout the process are as follows

The bidding advertisement should be put in Newspaper (local and / or national) and on the website of the organization or on the website which is specifically maintained for such purposes.

Adequate time should be given to the bidders, suppliers and contactors to prepare for their bids and submit them.

Procurement officer or contracting officer should accept the bit in the specified time period.

The bid should be allowed to drop in the box and should not be accepted by hand.

The bid should be opened by the specified officer only at the time of opening the bid and at not any other time.

The bid should be opened in the presence of other bidders and specified officers.

The bids should be read aloud and only the bidder with the lowest quote should be offered the contract.

During the whole procedure of bidding the following precautions should be taken

There should not be any conflict of interest especially financial conflict of interest.

There should be any exchange of gifts. The officials should not offer or accept any gift.

The officials should not disclose and protected information.

The officials should not discuss any employment opportunities with the bidders, contractors or suppliers.

The officials should not enter into employment with the contractor post employment or retirement.

The officials should avoid giving letter of recommendation to the suppliers, contractors and bidders.

Answer C.

If the above bidding procedure is followed then there will be no bid protest and the cost of managing the bid protest will be saved. Also the transparency will impart the message that the bidding process was fair and hence it will increase the confidence among the bidders and public. There will be no administrative, civil or criminal proceeding or penalty.

Hence by following the bidding process the government will limit liability and increase reputation among the potential suppliers.