Contract Procedure Rules - Probity
6. PROBITY
6.1 In every instance there shall be a record of the process which will include the following, plus any information that may be required for submitting annual reports to the Government or other agencies:
a. the officer(s) undertaking the procurement process and taking the decisionsb. the rationale for the procurement route taken (including open or restricted procedure if above EU thresholds)c. a copy of the specification and risk registerd. copies of all tenders & completed supplier questionnairee. copy of the evaluation process and reasons for the decisions as to acceptance or rejection for every tenderf. copy of the award letterg. copy of the final contracth. copy of the contract review and management process including the officer responsible for on-going contract management.
6.2 All contracts for goods, services and works must be registered on the Central Procurement Contract Database and the original contract documents held centrally and securely either in Legal Services.
6.3 Tenderers should be offered a debrief, whether successful or not, to assist them in preparing future bids. The relevant officer should also keep a record of all debrief requests and responses.
6.4 In accordance with EC Procurement Directive 2004/18/EC, any company responding to an EU tender shall be excluded from the tender process if it, or its directors have been convicted of; conspiracy, corruption, bribery, fraud or money laundering. Where a service has information relating to the above, contact the Procure to Pay Manager for advice.
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