SECTION 19

(1) The tenders board shall meet when convened by its Chairperson who shall ensure its smooth functioning. To that end, the Chairperson shall: - propose an agenda to be adopted during the session; - fix the date, time and venue of each session; - co-sign the minutes of each session with the Board Secretary; - prepare and submit a quarterly progress report to the Ministry in charge of public contracts and the public contracts regulatory body; - have the Secretary forward, within 72 (seventy-two) hours after the end of the tenders board session, all documents concerning files processed to the public contracts regulatory body, for use, preservation and filing. These documents shall include:  attendance sheets;  minutes of sessions;  adopted bid evaluation reports;  the memorandum of members who did not sign the evaluation report or the summary report, where applicable;  the conclusions of deliberations on the award proposals made by the Bid Evaluation Sub-committee;  petitions by bidders and related responses, where applicable;  copies of newspapers that published the tender notice and any addenda to tender files. (2) Convening notices and files to be examined by a tenders board must reach members and the independent observer no later than 48 (forty-eight) hours before the date of the meeting. (3) The Project Owner or the Delegated Project Owner shall forward to the public contract regulatory body, for conservation and filing, public contract documents under its jurisdiction within the following deadlines: - 48 (forty-eight) hours for tender notices, award results, contracts and contract amendments after they have been signed; - 72 (seventy-two) hours for any other document. (4) The Chairperson of the tenders board shall provide the public contracts regulatory body with a copy of the bid of each bidder initialled by him at the end of the bid opening session. 11 (5) The Chairperson of a tenders board may invite any person by virtue of their competence on agenda items to take part in board deliberations in an advisory capacity.