procurement record

A procurement record is a formal document that captures all significant matters and key decisions throughout a public procurement process. Think of it as a logbook where the contracting authority systematically records what was done, why, and what considerations informed each decision.

How does a procurement record work?

In the EU/EEA, Article 84 of Directive 2014/24/EU requires contracting authorities to produce an individual report for every contract awarded above the EU threshold values. The report must be kept for at least three years from the date of contract award and made available to oversight bodies upon request.

The level of detail required scales with the value and complexity of the procurement. For contracts above EU thresholds, the documentation requirements are comprehensive and explicitly defined in the directive. Below threshold, lighter documentation may suffice depending on national rules, but the principle of transparency still applies.

What must the record contain?

• The name and address of the contracting authority
• The subject matter and estimated value of the contract
• The justification for the chosen procurement procedure
• The names of candidates or tenderers who submitted tenders
• The names of rejected candidates, with reasons for rejection
• The evaluation of tenders and the reasons for selecting the winner based on the award criteria
• Any significant decisions made during the process

The procurement record also plays a central role in ensuring public access to information. Citizens and unsuccessful tenderers may request access to the record, though access can typically be restricted until the contracting authority has notified participants of its decision. Tools like Cobrief can help suppliers monitor public contract notices and understand the procurement processes behind them.

A well-maintained procurement record safeguards transparency and accountability in public spending. It protects both the contracting authority and suppliers by providing an auditable trail that the process was conducted in compliance with applicable rules, and serves as a crucial reference point in the event of disputes or legal challenges.