Common types of procurement records
| Record | Description | Resource |
|---|---|---|
| Addendum | A record issued by the procuring entity that modifies the solicitation document | UNCITRAL, world bank |
| Bid | An offer, by a firm or joint venture, in response to a Request for Bids, to provide the required Goods, Works or Nonconsulting Services | World bank |
| Challenge proceedings | Proceedings initiated by an aggrieved supplier or contractor in the procuring entity, an independent body or a court against a decision or action of the procuring entity and any subsequent challenge or appeal to a competent body of the State against any decision taken in the challenge proceedings | UNCITRAL |
| Contract notice/ public notice of the award/ contract award notice | Announcement to the public in general through publication in the media specified in the legislation of the enacting State to whom the procurement contract or the framework agreement was awarded and the price of the procurement contract | EU/ UNCITRAL /World Bank |
| Documentary record of procurement proceedings | An exhaustive written file on a given procurement that includes decisions, description of actions and all other information related to the procurement with supporting documentation | Uncitral |
| General procurement notice/ call for competition/ Invitation to tender/ Request for Bids | A record containing all information necessary for suppliers or contractors to be able to ascertain whether the subject matter being procured is of a type they can provide and how they can participate in the open tendering proceedings | World bank/ EU/ UNCITRAL |
| Most advantageous tender/ most advantageous bid/proposal | The successful tender ascertained on the basis of evaluation of price and other evaluation criteria and in accordance with the procedures for evaluating tenders specified in the solicitation documents | UNCITRAL/world bank |
| Notification of Intention to Award | The notice transmitted to Bidders/Proposers informing them of the intention to award the contract | World Bank/ UNCITRAL/ EU |
| Procurement contract | Contract concluded between the procuring entity and a supplier (or suppliers) or a contractor (or contractors) at the end of the procurement proceedings (UNCITRAL, n.d.) | UNCITRAL/ EU/ World Bank/ WTO |
| Security for the performance of the procurement contract | Security against the breach of the procurement contract by the supplier or contractor concluding the procurement contract with the procuring entity, presented to the procuring entity by that supplier or contractor in the form and the amount and in accordance with other requirements (such as with respect to the nature of the security and the issuer) specified by the procuring entity in the solicitation documents (United Nations Commission on International Trade Law, 2024) | Uncitral |
| Solicitation document | Document issued by the procuring entity, including any Amendments thereto, that sets out the terms and conditions of The given procurement (United Nations Commission on International Trade Law, 2024). | Uncitral |
| Statement to justify the use of direct solicitation | A record explaining the reasons and circumstances upon which the procuring entity relied to justify the use of direct solicitation in request-for proposals procedures to provide transparency and accountability when direct solicitation us used | Uncitral |
| Submission/ tender/ proposal | “Tender (or tenders), a proposal (or proposals), an offer (or offers), a quotation (or quotations) and a bid (or bids) referred to collectively or generically, including, where the context so requires, an initial or indicative submission (or submissions)” | UNCITRAL/ WTO/ EU/ World Bank |
| Terms of Reference | Record that define clearly the objectives, goals, and scope of the assignment, provide background information to facilitate preparation of Proposals, and be compatible with the budget (The World Bank, 2020) | World Bank, UN |
| Record | Description | Resource |
|---|---|---|
| Addendum | A record issued by the procuring entity that modifies the solicitation document | UNCITRAL, world bank |
| Bid | An offer, by a firm or joint venture, in response to a Request for Bids, to provide the required Goods, Works or Nonconsulting Services | World bank |
| Challenge proceedings | Proceedings initiated by an aggrieved supplier or contractor in the procuring entity, an independent body or a court against a decision or action of the procuring entity and any subsequent challenge or appeal to a competent body of the State against any decision taken in the challenge proceedings | UNCITRAL |
| Contract notice/ public notice of the award/ contract award notice | Announcement to the public in general through publication in the media specified in the legislation of the enacting State to whom the procurement contract or the framework agreement was awarded and the price of the procurement contract | EU/ UNCITRAL /World Bank |
| Documentary record of procurement proceedings | An exhaustive written file on a given procurement that includes decisions, description of actions and all other information related to the procurement with supporting documentation | Uncitral |
| General procurement notice/ call for competition/ Invitation to tender/ Request for Bids | A record containing all information necessary for suppliers or contractors to be able to ascertain whether the subject matter being procured is of a type they can provide and how they can participate in the open tendering proceedings | World bank/ EU/ UNCITRAL |
| Most advantageous tender/ most advantageous bid/proposal | The successful tender ascertained on the basis of evaluation of price and other evaluation criteria and in accordance with the procedures for evaluating tenders specified in the solicitation documents | UNCITRAL/world bank |
| Notification of Intention to Award | The notice transmitted to Bidders/Proposers informing them of the intention to award the contract | World Bank/ UNCITRAL/ EU |
| Procurement contract | Contract concluded between the procuring entity and a supplier (or suppliers) or a contractor (or contractors) at the end of the procurement proceedings (UNCITRAL, n.d.) | UNCITRAL/ EU/ World Bank/ WTO |
| Security for the performance of the procurement contract | Security against the breach of the procurement contract by the supplier or contractor concluding the procurement contract with the procuring entity, presented to the procuring entity by that supplier or contractor in the form and the amount and in accordance with other requirements (such as with respect to the nature of the security and the issuer) specified by the procuring entity in the solicitation documents ( | Uncitral |
| Solicitation document | Document issued by the procuring entity, including any | Uncitral |
| Statement to justify the use of direct solicitation | A record explaining the reasons and circumstances upon which the procuring entity relied to justify the use of direct solicitation in request-for proposals procedures to provide transparency and accountability when direct solicitation us used | Uncitral |
| Submission/ tender/ proposal | “Tender (or tenders), a proposal (or proposals), an offer (or offers), a quotation (or quotations) and a bid (or bids) referred to collectively or generically, including, where the context so requires, an initial or indicative submission (or submissions)” | UNCITRAL/ WTO/ EU/ World Bank |
| Terms of Reference | Record that define clearly the objectives, goals, and scope of the assignment, provide background information to facilitate preparation of Proposals, and be compatible with the budget ( | World Bank, UN |
Sources: UNICITRAL, n.d.; World Bank, 2020
Sharing content requires targeting cookies to be enabled. Please update your cookie preferences to use this feature.