(1) The public body shall keep a separate file for every procurement action.
(2) The public body shall keep the following documents in addition to other documents in the file as per sub-rule (1):-
(a) Registration of Agreement File,
(b) notice of invitation for tender or pre-qualification,
(c) Documents relating to tender, pre-qualification or invitation to offer,
(d) Requests made by the bidders for clarification regarding the tender documents, pre-qualification documents or proposal documents and the response sent by the public body to all the participating bidders or proposers,
(e) Minutes of the meeting held with the bidders or consultants prior to submission of bids and proof that the public body has sent a copy of those minutes to all participating bidders or proposers,
(f) Minutes of opening of bids,
(g) Original copy of the bid,
(h) Questions asked by the Bid Evaluation Committee to the Bidder or Proposer in connection with the Bid Evaluation and the response sent by the concerned Bidder or Proposer to the public body,
(i) Eligibility evaluation report of pre-qualified bidders,
(h) List of pre-qualified bidders,
(k) Minutes thereof, if negotiated (l) A copy of the initial notice of acceptance sent to the successful bidder,
(d) Copy of notice sent to unsuccessful bidders,
(d) All published notices related to procurement, (n) Requests made before the head of the public body and before the review committee and the opinions and responses submitted by the related public body, information and the decision made in this regard,
(s) Purchase Agreement,
(h) Documents relating to the execution of the purchase agreement, such as progress reports, invoices and inspection reports,
(d) If the purchase agreement has been amended, the relevant documents,
(d) Receipt of goods, inspection and approval etc. documents,
(N) builders, suppliers, consultants or service providersAll correspondence with,
(c) Requests of sub-contractors and responses by public bodies in relation thereto,
(f) the valuation report and all documents relating thereto, and
(B) Documents related to the action taken to resolve the dispute related to the purchase agreement.
(3) Records as per sub-rule (1) shall be preserved for at least seven years after the completion of the procurement process.
(4) When keeping records in accordance with this regulation, if the format of such records is determined in this regulation, it shall be kept in accordance with the format determined by the Public Procurement Monitoring Office.
(5) When keeping the record according to this rule, the public body shall keep the record of each material property.
(6) When keeping records according to sub-rule (5), if the value of such property is more than fifty million rupees, the details including the cost value, depreciation and maintenance expenses of that property shall be disclosed. 47) After the execution of the contract for the procurement work by the public body through bidding, the brief description of the completion of the work shall be verified and published on the website of the relevant public body or public procurement monitoring office.