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pre audit for open tender procurement

1. Documentation Review

Verify the procurement policy and procedures are up-to-date.

Check for the existence of a procurement plan for the fiscal year.

Ensure all necessary documentation for the tender process is available (e.g., bid documents, evaluation criteria).

Confirm the registration and compliance of suppliers with relevant regulatory bodies.

2. Tender Process Verification

Review the advertisement of the tender for compliance with procurement guidelines.

Ensure that the timeline for the tender process is adhered to.

Check for adequate communication with potential bidders throughout the process.

Verify that the tender opening procedures were followed correctly.

3. Bid Evaluation

Confirm that the evaluation criteria were clearly defined and communicated to bidders.

Review the bid evaluation committee's composition for impartiality and expertise.

Ensure that all bids were evaluated against the established criteria.

Check for documentation of any clarifications or negotiations with bidders.

4. Contract Awarding

Verify that the award decision is documented and justified based on evaluation results.

Ensure that the award notification was sent to the successful bidder.

Check that unsuccessful bidders received appropriate notification and feedback.

Confirm that the contract is signed by authorized representatives and includes all necessary terms and conditions.

5. Compliance and Risk Management

Assess compliance with relevant laws and regulations governing public procurement.

Identify any potential conflicts of interest within the procurement process.

Review risk management strategies associated with the procurement.

Ensure that there are mechanisms for reporting and addressing procurement fraud or misconduct.

6. Post-Award Procedures

Check that a contract management plan is in place.

Verify the existence of a documented plan.
Confirm roles and responsibilities are assigned.
Ensure timelines for deliverables are established.
Check for mechanisms to monitor compliance.
Review communication protocols with stakeholders.

Ensure that performance metrics and monitoring procedures are defined.

Identify key performance indicators (KPIs) for the contract.
Establish a schedule for performance reviews.
Define data collection methods for monitoring.
Assign personnel responsible for tracking metrics.
Document procedures for reporting performance results.

Confirm that there is a process for managing changes or amendments to the contract.

Review the change management policy.
Ensure documentation requirements for changes are clear.
Validate approval processes for amendments.
Confirm communication channels for notifying stakeholders.
Check for a tracking system for all changes.

Review procedures for handling disputes or complaints related to the procurement process.

Confirm the existence of a dispute resolution policy.
Identify the steps for lodging a complaint.
Verify timelines for addressing disputes.
Establish escalation procedures if unresolved.
Ensure documentation of all disputes is maintained.

This checklist aims to ensure that the procurement process is transparent, compliant, and efficient, reducing the risk of issues during the audit.

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