(1) A procuring entity shall maintain records of all public procurement procedures.
(2) A procuring entity shall record and preserve all documentation and data relating to public procurement procedures for a period of at least five years from the date of —
(a) the completion of a public procurement contract or its termination;
(b) the decision to terminate the public procurement procedure;
(c) the settlement of any dispute under the public procurement contract; or
(d) the decision of a review.
(3) A procuring entity shall maintain a proper filing system with clear links between public procurement and expenditure files.
(4) Without prejudice to the means of retention or storage employed, a procuring entity shall ensure that its public procurement record includes the following information —
(a) a brief description of the works, goods or services procured;
(b) the names and addresses of the suppliers;
(c) the public procurement procedure employed and the reason for choosing the public procurement procedure;
(d) the name and address of the successful tenderer employed;
(e) the date of approval of the tender;
(f) the contract price and actual completion cost;
(g) the duration of the public procurement contract;
(h) the information relating to the qualification of suppliers;
(i) the report on the evaluation and comparison of tenders;
(j) the reasons for the rejection of any or all tenders;
(k) a summary of the requests for clarification or verification of the tendering documents and any modifications;
(l) information relating to the successful tenderer's performance on the public procurement contract; and
(m) information relating to review decisions.