Microsoft Word Public Procurement Procedures Handbook Final version January 2013

participating members of the Evaluation Committee. The evaluation report and the 
written justification of the recommendations, is sent to the Tenders Committee for 
decision on the contract award. 
10.5 The Secretary to the Tenders Committee shall record the minutes of the 
Evaluation Committee meetings, which will include: 
•
A register of attendance of members; 
•
A list of all submissions considered and the recommendations made; 
•
Any conflicts of interest declared by members; and 
•
Any dissenting opinions among the Tender Evaluation Committee
members on any submission. 
10.6 The Procuring Entity’s Tenders Committee meetings should be convened 
pursuant to the needs of the entity. Proper minutes must be recorded and maintained 
for each meeting. The Chairman and one other member form a quorum and no 
meeting shall be properly convened in the absence of this quorum.
10.7 The Secretary to the Tenders Committee will be responsible for the recording of 
all minutes and obtaining the signature of all members of the Committee on the 
agreed version of the minutes. The minutes will be distributed to all members of the 
Committee within five working days of the meeting. 
10.8 The Tenders Committee shall meet at a date and hour to be fixed by the 
Chairman and notified to members by the Secretary. 
10.9 The Tenders Committee is empowered to call upon any Department’s officers to 
assist with expert advice or experts in the items being procured from other agencies 

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or consultants. None of these parties are considered members of the Committee and 
will advise solely on the basis of their own areas of expertise. 
10.10 The Secretary to the Tenders Committee shall be responsible for giving 
publicity to notices inviting tenders by advertisement as approved by the Chairman, in 
the Gazette, local newspapers and on the website of the Ministry and/or Government. 
Contract and Evaluation Summaries
Contract and Evaluation Summaries
Contract and Evaluation Summaries
Contract and Evaluation Summaries,,,, and Publication of Contract Awards
and Publication of Contract Awards
and Publication of Contract Awards
and Publication of Contract Awards
10.11 To help ensure increased transparency, all Tenders Committees are required 
to compile the following two reports: Summary of Evaluation and Contracts Register. 
Templates of these reports can be found in Appendixes 2a and 2b
Appendixes 2a and 2b
Appendixes 2a and 2b
Appendixes 2a and 2b to the Handbook.
10.12 All Summary of Evaluation purchase orders and contract information shall be 
posted on the Government’s Procurement Portal and/or Procuring Entities’ websites,
and in a prominent public place within each PE, with a copy being sent to the 
Contractor-General’s Office. The summary of evaluation shall include all firms or 
individuals who submitted bids and related information. 
10.13 In addition to compiling and publishing the results of each evaluation, each PE 
shall also compile a Register of Contracts, i.e. a list of all contracts for the budget 
year. The format and information shall be in accordance with the example and 
template shown in the above-mentioned Appendix 2b.
10.14 The Register shall be updated each time a contract is placed and an up-to-date 
Register shall be posted on the Government’s Procurement Portal and/or PEs’ 
websites at the end of each month with copy to the Contractor-General’s Office. The 
Register shall contain the following particulars: 
•
Name of contractor 
•
Tax Number 
•
Business Size (MSME) 
•
Nature of contract 
•
Value of contact 
•