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
- 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.