SECTION 23

Files submitted to the tenders board shall include (a) For the examination of the tender file or request for quotation: - an introductory note by the Project Owner or the Delegated Project Owner; - documents attesting to the availability of funds or budget allocation; - the tender file or request for quotation proper, prepared based on the standard bidding document designed by the public contracts regulatory body, enforced by the Authority in charge of public contracts, and comprising notably the draft tender notice, the detailed quantity and cost estimate schedule, the unit price schedule, the special regulations governing the tender notice, evaluation 12 criteria and sub-criteria, a sample of the draft contract, specifications, study reports and plans, where necessary. (b) For opening of bids: - an introductory note signed by the Project Owner or the Delegated Project Owner; - the relevant Central Contracts Control Board’s no-objection opinion on the tender file, where necessary; - the donor’s no-objection opinion on the tender file, where necessary; - a copy of the tender notice and any subsequent addenda published in the Contracts Log Book or, where necessary, in other high-circulation national or international publications; - excerpts of the bids register; - the tender file made available to bidders; - all other relevant documents relating to the tender file. (c) For award proposal: - the minutes of the bid opening session; - the bid evaluation report and, where necessary, a summary report signed by members of the Bid Evaluation Sub-committee; - the bid evaluation report signed by members of the Bid Evaluation Sub- committee or by members of the Jury for Competitive Tenders; - a separate memorandum of member(s) who did not sign the bid evaluation report; - the minutes of negotiations, where applicable, particularly for invitations to tender comprising 2 (two) phases. (d) For the examination of a draft contract awarded by mutual agreement: - an introductory statement by the Project Owner or the Delegated Project Owner concerned; - the authorization of the Authority in charge of public contracts; - documents attesting to the availability of funds or budget allocation; - the contractor (s) tender file; - the bid of the allottee comprising, among other things, the detailed breakdown of prices; - the evaluation report, where necessary; - the approved draft contract; - preliminary studies justifying notably the quantities adopted. (e) For the examination of a draft contract amendment: - an introductory statement by the Contracting Authority or Delegated Contracting Authority concerned; 13 - the preliminary study justifying the draft contract amendment, if need be; - the initial contract and, where applicable, the contract amendment already concluded; - the draft contract amendment approved by the Administration’s contracting partner; - documents attesting to the availability of additional funds or budget allocation, where necessary.