SECTION 39

Files submitted to central contracts control boards shall comprise the following: (a) for the examination of tender documents: - an introductory note by the Project Owner or the Delegated Project Owner concerned attesting to the availability of preliminary studies; - documents attesting to the availability of funds or budget allocation; - minutes of the central contracts control board meeting during which the tender documents were examined; - the independent observer’s report on the central contracts control board session during which the tender documents were examined, where necessary; - the draft tender documents adopted by the tenders board. (b) for contract award: - tender documents placed at the disposal of bidders; - minutes of the bid opening session; - evaluation report and, eventually, the summary report signed by members of the Bid Evaluation Sub-committee; - minutes of the bid evaluation report review session; - minutes of negotiations, where necessary, particularly for invitations to tender in 2 (two) phases; - the draft contract award decision; - the independent observer’s report. (c) for draft contracts awarded by mutual agreement: 18 - an introductory note 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 allotee’s bid including the detailed prices; - the evaluation report, where necessary; - the approved draft contract; - the independent observer’s report, where necessary. (d) for the draft contract amendment: - an introductory note by the Project Owner or the Delegated Project Owner concerned justifying the contract amendment; - the technical note by the project manager or engineer; - the initial contract and, where appropriate, the amendments already agreed; - the draft contract amendment signed by the Administration’s contracting partner; - minutes of the board’s contract amendment review session, where necessary; - the independent observer’s report, where necessary. SUB-SECTION V OPINIONS OF CENTRAL CONTRACTS CONTROL BOARDS