Sealed-envelope tenders

Public-sector and large private-sector procurement often requires sealed-envelope tendering — bids stay encrypted until the opening date, weighted scoring against published criteria, and full audit trail.

Creating a tender

1. Procurement → Tenders → New tender.
2. Fill in the scope:
   • Title, description.
   • Estimated budget (visible to bidders or hidden).
   • Required deliverables, eligibility criteria.
3. Set the timeline:
   • Publish date — when bidders can see it.
   • Clarification deadline — last day for questions.
   • Submission deadline — final bids in.
   • Opening date — when bids are decrypted.
   • Award target date — decision deadline.
4. Define scoring criteria with weights:
   • Technical merit (40%)
   • Price (40%)
   • Track record (20%)

Inviting bidders

Two ways:

• Open tender — anyone with the link can bid (typical for public sector).
• Invitation only — pre-selected vendors only.

For invitation-only, add vendors and the system emails each a unique link.

How bidders submit

A bidder:

1. Receives the tender link.
2. Reviews scope and asks clarification questions on the Q&A board (visible to all bidders).
3. Submits their bid before the deadline.

Bid contents are encrypted client-side and stored encrypted. Even Momentumpro staff cannot read them before opening.

Opening day

On the opening date:

1. Authorized openers (configured per tender) sign in.
2. Click Open bids — requires multiple opener signatures (typically 2 of 3).
3. Each bid is decrypted and revealed.
4. The system applies scoring criteria automatically (where possible) and prepares an evaluation matrix.

Award

After review:

1. Click Award on the winning bid.
2. Pick reasons for the award.
3. The system sends:
   • Award letter to the winner.
   • Regret letters in bulk to the others.
4. The winning bid converts to a PO.

Compliance trail

Every tender has a complete audit trail:

• All Q&A.
• Every bidder action (opened, downloaded, submitted).
• The decryption event with opener signatures.
• The scoring matrix.
• The award decision and reasoning.

This is what auditors want to see — exportable as a single audit pack PDF.

Next step

Asset Control →