Documentation

A contracting authority shall document the reasons for its decisions and other significant events during the award procedure.

Documents that ought to be kept include:

  • contract notices
  • contract documents
  • distribution lists
  • records of opening
  • requests to participate
  • tenders official notes relating to contacts with suppliers (e.g. records of negotiations)
  • evaluation records and documents showing the reasons for the choice of tenderer and supplier
  • the reasons for rejecting requests to participate and tenders.

When a contract has been awarded, contracting authorities subject to the Archives Act must observe the requirements of this Act. Other contracting authorities must store requests to participate and tenders in a secure way, including associated documents such as descriptions, models and drawings. The documents shall be stored for at least four years from the date when the contract was awarded.