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CHAPTER 1
PRINCIPLES OF SUPPLY CHAIN AND PROCUREMENT MANAGEMENT
Figure 1.2:
The procurement process.
1.12 PROCUREMENT DOCUMENTS
In order to adhere to the principles of fairness, integrity and transparency, the
procurement function maintains documents for every purchase made. The types
of documentation kept depend on the organisational requirements and differ
from one organisation to another; they would, however, include the following:
• Requisitions.
• Requirement definitions (notes, correspondence, communication with the
requisitioner, justification of brand name preferences, etc.).
• Sourcing information, including justification of the procurement method and
type of competition. For example, if buying from a monopoly where there is
only one supplier.
• A signed short list.
• A signed solicitation document, including attachments such as specifications
and terms of reference.
• A statement of work, Bills of Quantities (BOQ) and proof of insurance (copies
of cover letters, copies of emails, fax receipts, etc.).
• Amendments to solicitation documents (including Procurement Agency
or function approval of amendments), and any other clarifications and
correspondence with suppliers.
• The designation of the bid opening panel and evaluation team by the head
of the business unit.
• A copy of the bid receipt report.
• The bid opening report.
• All offers received (technical and financial).
• Copies of any bid security received from the supplier (the originals are to be
kept in a safe).
• Evaluation report.
• Minutes of clarifications (if any).
• The request for award, or submission, addressed to the contracts and property
committee.
• Minutes of the contracts and property committee.
• Original contract.
• Copies of any advance payment guarantees or performance security received