What is Procedure Documentation?
Procedure documentation is the comprehensive written record of all essential decisions, actions, and justifications during a procurement procedure. It is central to the transparency principle.
Legal Framework
- Section 8 VgV: Documentation and procurement record
- Section 20 VOB/A: Procurement record for construction
- Section 55 UVgO: Record below thresholds
Mandatory Contents
The documentation must include: contracting authority details, subject and value, procedure type and justification, participants, excluded bidders with reasons, award decision and justification, and any review proceedings.
Timing
Documentation must be created contemporaneously, not after the fact. This covers all phases from needs assessment through contract conclusion.
Significance for Legal Protection
The documentation is decisive in review proceedings. Missing or late documentation can lead to procedure annulment.
How Patterno Helps
Patterno supports both authorities and bidders with structured processes and transparent procedures, enabling complete tracking of all procurement steps.