Microsoft Word Public Procurement Procedures Handbook Final version January 2013

Particulars of payment 
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Remarks 
10.15 At the end of each quarter, each Procuring Entity’s Tenders Committee shall 
issue a notice to the general public on the PE’s website and published in a 
newspaper of national circulation. The notice shall invite any interested party to 
review and inspect all Summaries of Evaluation and Register of Contracts published 
by the Entity. The wording of the notice shall use the following example: 
“The____________________
_[insert name of PE] 
invites any interested 
member of the general public to inspect the Contracts Register for contracts 
placed by
_____________[insert name]. 
Members of the public may also 
inspect Summaries of Evaluation for all contracts placed by the Procuring 
Entity. Anyone wishing for a hard copy of the Contracts Register may request 
one in person by written request. Summaries of Evaluation will also be 
provided in hard copy either by request in person or through a written request 
identifying which specific Evaluation Summary is required. 

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The location where the Contracts Register and Summaries of Evaluation may 
be inspected and the address for written requests is: 
_____________[insert name address, with contact name and contact number]” 
The Role of the Contractor
The Role of the Contractor
The Role of the Contractor
The Role of the Contractor----General
General
General
General’s 
’s 
’s 
’s Office
Office
Office
Office
10.16 In accordance with the Contractor-General’s Act, the Contractor-General shall 
monitor and, as necessary, investigate, at its own discretion, the award and 
implementation of any government contract, in order to ensure that such contract is 
awarded impartially and on the basis of merit, that the circumstances under which it is 
awarded or terminated do not involve impropriety or irregularity, and that the contract 
is implemented in conformity with its terms and conditions. 
The Role of the Solicitor
The Role of the Solicitor
The Role of the Solicitor
The Role of the Solicitor----General
General
General
General
10.17 Any contract arising out of consideration of tenders shall be prepared by the 
Tenders Committee concerned and referred to the Solicitor-General who shall initial it 
to show that, from the legal point of view, the document is in order. Any contract not 
arising out of consideration of tenders shall be prepared by the Tenders Committee 
concerned and shall, if not in a form already approved by the Solicitor-General, be 
referred to the Solicitor-General who shall initial it to show that, from the legal point of 
view, the document is in order. 
10.18 Copies (both hardcopy and e-copy) of all contracts shall be sent by the 
Tenders Committee to the Accountant-General, the Auditor-General and the 
Contractor-General
.
Internal and Independent Monitoring
Internal and Independent Monitoring
Internal and Independent Monitoring
Internal and Independent Monitoring
10.19 Each Procuring Entity shall ensure that regular internal monitoring of 
procurement activity is undertaken in accordance with the principles and provisions of 
this Handbook, to ensure the overall effectiveness of procurement. Regular 
monitoring of procurement in a Procuring Entity will be conducted by the Contractor-
General’s Office. The Auditor-General will assess annual issues of professional 
efficiency and effectiveness in procurement, may call for detailed assessments or 
explanations on individual procurements, and will issue reports of findings. 
Documentation/Records Management
Documentation/Records Management
Documentation/Records Management
Documentation/Records Management
10.20 Documentary records, both in print or electronic format, are essential for 
efficient and effective management of activities, provide evidence in support of 
decisions and actions taken, and provide an audit trail for verification of transparency, 
accountability and effectiveness.
10.21 Efficient records management is essential to ensure effective storage, retrieval 
and use with due regard to security, integrity and confidentiality. All officers shall 
ensure they obtain, retain and maintain appropriate documentation supporting the 
activities for which they are responsible. Senior officers involved in approval or 
authorisation shall ensure that any transactions they approve or authorise are backed 
by appropriate supporting documentation. 

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Filing/Record Management System
Filing/Record Management System
Filing/Record Management System
Filing/Record Management System
10.22 The Procuring Entity has a general responsibility for maintaining Procurement 
Dossiers and Contracts Registers. 
10.23 Each Procuring Entity must ensure that complete documentation is maintained 
in respect of all procurement activities, and for contracts and agreements entered 
into. 
10.24 Responsibility for the official maintenance of record files, authority to access 
files and co-ordination of management and follow-up actions must be clearly defined 
in each Procuring Entity to avoid: 
•