Keep comprehensive records of all bids, evaluations, and decisions for future reference and legal compliance
Objective:
To ensure the accurate, systematic, and secure maintenance of all procurement documentation—covering bids, evaluations, and decisions—for audit readiness, organizational learning, and legal compliance.
Tasks & Activities
1. Establish a Standard Documentation Framework
- Action: Develop or review the current documentation framework to ensure consistency in how procurement records are stored and accessed.
- Purpose: To promote a standardized, transparent, and retrievable documentation process.
- Deliverables:
- Procurement documentation policy or checklist.
- Defined folder structure (e.g., Tender Reference → Bidding Documents → Evaluation Reports → Award Justifications).
2. Compile All Bid Submissions
- Action: Collect and securely file all bid submissions (both electronic and hard copy, if applicable).
- Purpose: To ensure complete records are maintained for all suppliers who participated in the tendering process.
- Deliverables:
- Master bid submission log including dates, times, and methods of submission.
- Digital and/or physical folders for each procurement.
3. Archive Evaluation Documentation
- Action: File all bid evaluation materials including:
- Bid opening minutes
- Evaluation score sheets
- Technical and financial assessment reports
- Clarification communications
- Purpose: To ensure a clear audit trail showing how each bid was assessed.
- Deliverables:
- Signed evaluation panel score sheets.
- Summary evaluation report with recommendations.
- Record of any disqualified bidders and reasons.
4. Record Award Decisions
- Action: Maintain detailed records of the final award decision, including approval notes, management sign-off, and notification letters sent to bidders.
- Purpose: To demonstrate transparent and compliant award practices.
- Deliverables:
- Contract award memo.
- Copies of award and regret letters.
- Signed contract with winning bidder.
5. Ensure Legal and Donor Compliance
- Action: Cross-check that all documentation requirements under national law, donor policies (if applicable), and internal SayPro policies are fulfilled.
- Purpose: To maintain readiness for audits and donor reviews.
- Deliverables:
- Compliance verification checklist.
- Proof of procurement process alignment with applicable thresholds and procurement method rules.
6. Digitize and Backup Records
- Action: Scan and archive all hardcopy documents into SayPro’s central digital system or document management platform (e.g., SharePoint, ERP).
- Purpose: To ensure document security, backup, and remote accessibility.
- Deliverables:
- Digital folder with indexed, named, and date-stamped files.
- Cloud or server backup confirmation report.
7. Implement Version Control and Access Logs
- Action: Apply document versioning and control mechanisms to prevent unauthorized edits and track changes.
- Purpose: To safeguard document integrity and control user access.
- Deliverables:
- Version-controlled files.
- Access log or permission setting reports.
8. Prepare Monthly Documentation Summary Report
- Action: Compile a summary of all procurement documentation handled for the month.
- Purpose: To provide accountability and tracking for management.
- Deliverables:
- Monthly procurement document registry.
- Key highlights or issues noted in record maintenance.
9. Conduct Random Internal Spot Checks
- Action: Perform random checks on stored documentation to assess completeness, accuracy, and compliance.
- Purpose: To continuously improve record-keeping practices and detect any gaps.
- Deliverables:
- Spot check audit findings report.
- Recommendations for improvement.
Outcome Expected:
- Complete, organized, and easily retrievable procurement records.
- Full transparency and traceability across all procurement activities.
- Readiness for external audits, donor reviews, and internal quality assurance processes.
- Legal protection in the event of disputes or challenges related to procurement decisions.
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