NSW Department of Commerce Tendering Manual
This Appendix outlines the procedure to be followed to ensure that staff in
business units within the Department have no greater access to tender
information than the general public (irrespective of whether an in-house tender
has been submitted), except where a legitimate requirement exists such as
carrying out the tender evaluation. The term “tenders” includes tenders,
expressions of interest, proposal, quotes, bids and the like.
Safeguarding and Keeping Confidential Tendered Information
Arrangements to safeguard security and confidentiality with tender processes
where no in-house tender has been submitted should not be any less than those
where an internal tender has been submitted. In both cases only those that need
to have access to tenders in the process should have this access.
It is the responsibility of the tender evaluating officers, and others given
legitimate access to tenders, to protect the security and confidentiality of all
tenders and tender information in their possession, and to ensure all documents
are filed correctly or returned to be filed.
The following guidelines apply for tender processes relating to
consultancy services, capital works, and general goods and services
contracts, for staff involved in calling, assessing or otherwise handling tender
• During tender evaluation, tenders should be secured and not accessible when
the tender evaluating officers are not at their desks or workstations.
For example: tenders should be locked in a drawer or cupboard or the work
place should be secured so access is restricted only to authorised staff.
• When tender evaluation is completed, unsuccessful tenders should be placed
on a file marked ‘Commercial-in-Confidence – Restricted’, and secured so
access is restricted only to authorised staff.
Access to the file containing the unsuccessful tenders should be restricted for
a period to suit r