Procurement Paper Forms
Operational offline packet for procurement and contract continuity when the digital service is unavailable.
Institution name
English: Procurement and Contract Administration
Manual procedure
- Open the bound Procurement paper register. Assign the next unused paper reference; never reuse a voided number.
- Record date/time received, receiving initials, form type, source channel, physical file location and routing. Keep protected bidder/evaluation/authority-source material out of public copies.
- Use source fields only for records that actually exist. Blank fields remain blank; never complete a bid, award, contract, price, payment or authority by assumption.
- Award, contract, amendment, acceptance, termination and closeout forms record the identified source reference only. Digital effect-bearing registration remains closed until the current source owner independently verifies the exact GIR decision/instrument, immutable version/fingerprint/state and linked lifecycle scope; a paper signature or attestation never satisfies that gate.
- Invoice forms record an invoice reference and administrative acceptance reference only. Payment authority and payment evidence remain with the owning fiscal source.
- When digital service returns, reconcile in paper-register order. Preserve the original paper reference and receipt time, scan/hash or index the original where authorized, record the digital reference and reconciliation time, and retain the paper original under the owning records schedule. If no authorized disposition schedule exists, hold the record.
Manual register columns: sequential paper reference · form/type · received date/time · source party/channel · protected/public classification · physical location · route · receiving initials · digital reference · reconciliation date/time · exception/void note.
PC-P1 — Procurement plan / request routing cover
Digital reference after reconciliation: ____________________ Physical file location: ____________________
Existing GPA reference, if any
Identified procurement plan/request source
Purpose / public-safe administrative summary
Appropriation/fiscal source reference only if one actually exists
Receiving office / route / initials / date-time
No appropriation, purchase, award or contract is created by this cover.
PC-P2 — Solicitation issue / amendment source record
Digital reference after reconciliation: ____________________ Physical file location: ____________________
Lifecycle / procurement reference
Existing solicitation or amendment source reference
Public-safe title / summary
Source-issued date/time, if stated
Public-release source/authority, if applicable
This form indexes an existing source. It does not itself issue a solicitation or amendment.
PC-P3 — Bid / proposal receipt and register entry
Digital reference after reconciliation: ____________________ Physical file location: ____________________
Solicitation reference
Bidder/proposer name — protected copy
Business Registry reference, only if it actually exists
Submission package/source/hash/physical seal reference
Received date/time / receiving initials / physical custody location
Receipt copy issued: □ yes □ no Receipt is not acceptance or award: □ acknowledged
PC-P4 — Evaluation evidence index
Digital reference after reconciliation: ____________________ Physical file location: ____________________
Proposal receipt reference
Evaluation evidence source reference
Evaluator / panel / authorization source reference
Protected evaluation evidence location / hash / index
Conflict/recusal or handling note source, if any
No score, ranking, recommendation or award is invented on this form. Record only the evidence actually supplied by the authorized source.
PC-P10 — Digital reconciliation and provenance
Digital reference after reconciliation: ____________________ Physical file location: ____________________
Original paper reference / original receipt date-time
Paper original physical location / scan or evidence hash
Digital GCL/GSO/GPR/GEV/GAW/GCT/GCA reference(s)
Reconciled by / date-time
Mismatch / exception / correction note and source
Paper-origin provenance retained: □ yes Original retained under owning schedule: □ yes / hold pending authorized schedule