(1) A public entity shall maintain a separate file for each procurement proceeding.
(2) The public entity shall keep, inter alia, the following documents in the file referred to in sub-rule (1):
(a) Index of the contract file,
(b) Notice on the invitation to bid or prequalification,
(c) Documents relating to invitation to bid, pre- qualification or proposal,
(d) Request made by the bidder for clarification with respect to the bidding documents, prequalification documents or proposal, and the answers sent by the public entity in respect thereof to all participating bidders or proponents,
(e) Minute of the pre-bidding conference held with the bidders or consultants and the evidence that the public entity has sent the copy of such minute to all participating bidders or proponents,
(f) Minute of the opening of bids,
(g) Original copy of the bid,
(h) Questions asked to the bidders or proponents by the bid evaluation committee in the course of bid evaluation and the answers sent by the concerned bidders or proponents to the public entity,
(i) Report of evaluation of the qualifications of the pre-qualified bidders,
(j) List of the pre-qualified bidders,
(k) If negotiation was held, minutes thereof,
(l) Copy of the preliminary notice of acceptance sent to the successful bidder,
(m) Copy of the notice sent to the unsuccessful bidders,
(n) All notices published in respect of procurement,
(o) Application made to the chief of public entity and the review committee, and the opinion, comment and information submitted by the concerned public entity in respect thereof and decision made on it,
(p) Procurement contract,
(q) Documents relating to implementation of the procurement contract such as progress report, invoice and inspection report,
(r) In the event of amendment to the procurement contract, document relating thereto,
(s) Documents concerning receipt, inspection and acceptance of goods,
(t) All correspondences made with the construction entrepreneur, supplier, consultant or service provider,
(u) Request made by the sub-contractor and answer given by the public entity in respect thereof,
(v) Evaluation report and all documents relating thereto, and
(w) Documents relating to actions taken to resolve dispute relating to the procurement contract.
(3) The records referred to sub-rule (1) shall be kept safely for up to at least seven years of the completion of the procurement proceeding.
(4) The records under this Rule shall be kept in the format specified, if any, by this Regulation, if it is not so specified, in the format as specified by the Public Procurement Monitoring Office.
(5) In keeping the records pursuant to this Rule, the Public entity shall keep records of every physical property.
(6) In keeping the records pursuant to rule (5), if the value of the property exceeds five million rupees, the records shall state the details of such property along with its cost price, depreciation and maintenance cost.
(7) After the implementation of the contract of procurement to be made through bidding, the public entity shall certify short description on the completion of that work and make it public by putting it on the website of the concerned public entity or Public Procurement Monitoring Office.