তফসিল-১১: Records of Procurement

[বিধি ৬০(৪) দ্রষ্টব্য]

অংশ-ক

Records of Procurement to be Maintained by a Procuring Entity

(1) The records of Procurement of Goods, Works, Physical Services and Intellectual and Professional Services made through each contract shall be maintained separately.
(2) In case of more than one contract falling under a particular package, the files or records shall be systematically maintained on each contract basis and arranged or grouped together on the basis of each package. For example, if one package of goods consists of 3 lots and for each lot a separate contract has been concluded, then there should be three files for 3 contracts and papers relating to each contract shall be maintained in the relevant contract files. All the three contract files relating to the particular package shall be maintained together as a group or package. If in a goods package, say Package No. G1 there are 3 contracts then the contract files shall indicate as G1: Contract-1 (3), G1: Contract 2 (3), G1: Contract 3 (3). All the 3 contracts shall be serially maintained under one package. The file number may be arranged as per Secretarial Instructions 2024.
(3) The file should be opened indicating the year when it is opened and the year when it should be closed. In other words it should include year of commencement and year of completion of contractual obligations.
(4) A particular Contract file may have more than one Part file. Part file shall be indicated in the file number as Part-1, Part-2 say for example: ---/---/G1: Cont. 1 (3) Part-1/2023-24.
(5) The checklist of records format shall be placed at the top of every file whether it is a part file or not. The format of the checklist should be filled in stating the records maintained in a particular file. Where part file is opened, some of the columns of the checklist of records will remain blank concerning the records not maintained in a particular part file.
(6) The concerned officer of the Procuring Entity should indicate in writing in the format in which part file or main file the records appearing blank are available.
(7) If relevant papers relating to a particular Procurement are maintained by more than one branch of the Procuring Entity, the relevant branch shall transfer the records to the main Procurement file.
(8) If it is not possible to transfer the records and documents, the concerned department(s) shall maintain the documents/ records relating to the Procurement for the period stated in the Rules. The concerned Procuring Entity shall ensure the relevant branch is complying with the requirement and the Procedures of the Rules. This situation may arise in case of documents/records maintained by the Accounts Branch who may retain the original documents for audit or other purposes.
(9) The pages of the file shall be numbered serially. The entire file should be preserved in a manner so that no page should miss. The pages in the file should be bounded if possible.
(10) The attached format and the records mentioned therein shall be placed as part of the records on top of the papers of each file.
(11) The file shall be given a number and maintained systematically so that it can be located immediately whenever required.
(12) The file shall have a title page. The title shall mention the project name object of Procurement Package Number etc. An example of a title page of a file is attached.

File No: ……………………/……………………../ GI: Cont. 1(3) Part 1/2022-23 Date of opening: 2022 Date of closing: 2025 Subject: Procurement of Goods under Public Procurement Reform Project Package No : GD-1 Contract No : GI: Cont: (1)(3) Advertisement No……………………date……………………………. Specify object of Procurement and Quantity………………………………………….

অংশ-খ

Records and Documents to be maintained Description (object of Procurement) : Package No. : Contract No. :

Sl No.	Minimum Records and documents to be maintained	State briefly Where appropriate or State yes or No Refer: Col-2.	Reference of file page no/part file No Refer; Col-3
1	2	3	4
01	Brief description of Goods/ Works/Physical Services, intellectual and Professional Services.
02	Method of Procurement used (State if Open Tendering Method, Limited Tendering Method, Direct Procurement Method, Two Stage Tendering Method, One Stage Two Envelopes Method, Request for Quotations Method, Reverse Auctions etc.)
03	Justification for choosing a method other than OTM and LTM (up to BDT 100.00 Lac) with the level of approval obtained (State method adopted/authority approving the method or sub-method)
04	An invitation for pre-qualification, if any.
05	Copies of the published advertisements for pre-qualification, if any.
06	A copy of pre-qualification document or request for EOI or other solicitation documents.
07	Records of selection of pre-qualified persons/ firms, if any or shortlisted Applicants.
08	Invitation for Tender/Letter of Invitation with copy of Advertisement notice in newspapers, if any.
09	Documents regarding sale of tender
10	Clarification issued, if any, and to whom addressed.
11	Addendum issued
12	Names and addresses of the Tenderers/Consultants that submitted Tenders/ quotations/ proposals.
13	List of persons present during tender opening, date and place of opening.
14	Minutes or the tender opening.
15	Tender, Quotation or Proposal/documents submitted by each Tenderer/Consultant
16	Evaluation criteria stipulated and applied.
17	Report on Tender, Proposal or Quotation evaluation including comparison sheet.
18	Records of approval of the TEC/PEC recommendations.
19	Name and address of the Tenderer to whom the contract was awarded.
20	Notification of Award
21	The amount of contract price
22	Contract documents
23	Copy of performance guarantee document with Date and No.
24	Delivery/acceptance documents/reports for goods.
25	Completion report of Works and Services Number of lots delivered/assignments completed.
26	Location of delivery of goods/completion of Works
27	Information on any decision to suspend or cancel proceedings after initiation.
28	Documents in respect of any complaints to administrative authority with decision of the appropriate Authority/Secretary.
29	Appeal to Review Panel Appeal petition to Review Panel
30	Payment of registration fee for appeal
31	Constitution of Review Panel by the BPPA
32	Decision of the Review Panel with report
33	Compliance of the decision of the Review Panel, if any.
34	Records of payment against bills/invoices
35	Bill of quantities for Works/measurement book submitted.
36	Bill passing orders
37	Bill payment records
38	Mode of payment: cheque, cash etc.
39	Acknowledgement of receipt of payment by Tenderer/Consultant
40	All correspondences with Tenderers (Important correspondences)

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