Para 7.5.6 — NONCONSULT_MANUAL

2. However, many organisations now process procurements on their own eProcurement Portals. In such cases, taking printouts and making a physical file just for records may be counter-productive, provided the portals have provisions for audit trails. The documents and records to be maintained electronically or physically will include the following:

a) documents pertaining to determination of need for procurement; b) description of the subject matter of the procurement; c) Statement of the justification for choice of a procurement method other than open competitive tendering; d) Documents relating to pre-qualification and registration of bidders, if applicable; e) Particulars of issue, receipt, opening of the bids and the participating bidders at each stage; f) Requests for clarifications and any reply thereof including the clarifications given during pre-bid conferences; g) Bids evaluated, and documents relating to their evaluation; and

7.5.6. Audit Trails - Procurement Records 1. The procuring entity must maintain and retain audit trails, records and documents generated or received during its procurement proceedings, in chronological order, the files will be stored in an identified place and retrievable for scrutiny whenever needed without wastage of time.

Chapter 7: Bid Evaluation, and Award of Contract h) Contracts and Contract Amendments i) Complaint handling, correspondences with clients, service providers, banks.

3. In organisations where physical files are still maintained, the Procurement file should start with the Indent and related documents. All subsequent documents relating to procurement planning; Copy of Tender Document and documents relating to its and formulation, publishing and issue/ uploading; Bid Opening; Bids received; Correspondence and documents (including Technical Evaluation and TC report) relating to pre-qualification, evaluation, Award of Contract; and finally, the Contract copy, should be kept on the file. In case of bulky Bids received, all bids received may be kept in a separate volume, with a copy of accepted bids later being put on the main volume. To maintain integrity of the records relating to Procurement, these files should be kept secure and for contract management a new volume of file may be opened to obviate frequent exposure of sensitive procurement file. In contract management volume, copies of successful bid, Tender Committee Report, Contract may also be kept for ready reference, besides correspondence and documents relating to Contract Management and its closure.