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EX-CT-01-FORMS-PLACEHOLDERS.md
Version: 1.0
Status: DRAFT
Date: 2026-02-09
Purpose of Form Placeholders
Formal records are required to ensure award and contract governance is auditable, traceable, and compliant with ISO 9001, ISO 27001, and ISO 17020. These forms establish the basis for legal, impartial, and transparent contract management.
Master Form Inventory Table
| Form ID | Form Name | Purpose | Created by Role | Reviewed by Role | Approved by Role | Procedure Section | Mandatory/Conditional |
|---------|------------------------------|-----------------------------------------|---------------------|--------------------|--------------------|--------------------------|----------------------|
| F-CT-01 | Award Proposal Record | Propose contract award | Awarding Authority | Legal Reviewer | Governance Oversight | Award proposal | Mandatory |
| F-CT-02 | Award Approval Record | Approve contract award | Governance Oversight| - | Contracting Authority | Award approval | Mandatory |
| F-CT-03 | Contract Draft Record | Document contract draft | Contracting Authority| Legal Reviewer | Governance Oversight | Contract finalization | Mandatory |
| F-CT-04 | Legal Review Record | Legal compliance review | Legal Reviewer | - | Governance Oversight | Legal review | Mandatory |
| F-CT-05 | Final Contract Record | Final contract version | Contracting Authority| Legal Reviewer | Governance Oversight | Contract finalization | Mandatory |
| F-CT-06 | Signature Authorization Record| Authorize contract signature | Governance Oversight| - | Contracting Authority | Signature governance | Mandatory |
| F-CT-07 | Contract Signature Record | Record contract signature | Contracting Authority| - | Governance Oversight | Signature governance | Mandatory |
| F-CT-08 | Award Cancellation/Withdrawal Record | Document non-award or withdrawal | Awarding Authority | Legal Reviewer | Governance Oversight | Award proposal/closure | Conditional |
| F-CT-09 | Contract Closure Record | Record contract closure | Contracting Authority| Legal Reviewer | Governance Oversight | Closure | Mandatory |
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Detailed Placeholder Descriptions
F-CT-01 Award Proposal Record
- Purpose: Propose contract award based on tender outcome
- Created by: Awarding Authority
- Reviewed by: Legal Reviewer
- Approved by: Governance Oversight
- Governance significance: Initiates contract award process
- Security classification: CONFIDENTIAL
F-CT-02 Award Approval Record
- Purpose: Approve contract award
- Created by: Governance Oversight
- Reviewed by: -
- Approved by: Contracting Authority
- Governance significance: Formalizes award decision
- Security classification: CONFIDENTIAL
F-CT-03 Contract Draft Record
- Purpose: Document contract draft
- Created by: Contracting Authority
- Reviewed by: Legal Reviewer
- Approved by: Governance Oversight
- Governance significance: Ensures legal and governance compliance
- Security classification: CONFIDENTIAL
F-CT-04 Legal Review Record
- Purpose: Legal compliance review
- Created by: Legal Reviewer
- Reviewed by: -
- Approved by: Governance Oversight
- Governance significance: Ensures contract legality
- Security classification: CONFIDENTIAL
F-CT-05 Final Contract Record
- Purpose: Final contract version
- Created by: Contracting Authority
- Reviewed by: Legal Reviewer
- Approved by: Governance Oversight
- Governance significance: Authoritative contract document
- Security classification: CONFIDENTIAL (may become PUBLIC post-closure)
F-CT-06 Signature Authorization Record
- Purpose: Authorize contract signature
- Created by: Governance Oversight
- Reviewed by: -
- Approved by: Contracting Authority
- Governance significance: Ensures only authorized signatures
- Security classification: RESTRICTED
F-CT-07 Contract Signature Record
- Purpose: Record contract signature
- Created by: Contracting Authority
- Reviewed by: -
- Approved by: Governance Oversight
- Governance significance: Traceable signature event
- Security classification: RESTRICTED
F-CT-08 Award Cancellation/Withdrawal Record
- Purpose: Document non-award or withdrawal
- Created by: Awarding Authority
- Reviewed by: Legal Reviewer
- Approved by: Governance Oversight
- Governance significance: Ensures transparency in non-award
- Security classification: CONFIDENTIAL
F-CT-09 Contract Closure Record
- Purpose: Record contract closure
- Created by: Contracting Authority
- Reviewed by: Legal Reviewer
- Approved by: Governance Oversight
- Governance significance: Marks formal closure
- Security classification: CONFIDENTIAL (may become PUBLIC post-closure)
Independence & Authority Constraints per Form
- Award proposer MUST NOT approve the same award
- Legal reviewer MUST NOT be contract signatory
- Signatory MUST be explicitly authorized
Confidentiality & Integrity Classification
- All records are CONFIDENTIAL or RESTRICTED unless explicitly made PUBLIC post-closure
Anchoring & Settlement Positioning
- Hashes of Final Contract Record, Award Approval Record, and Contract Signature Record MAY be anchored
- Anchoring = proof of integrity ONLY
- Anchoring MUST NOT imply approval, signature, or settlement
Audit & Traceability Requirements
- Every award decision MUST be traceable to tender outcome
- Every signature MUST be traceable to explicit authorization
Explicit Exclusions
- No payment records
- No contract performance tracking
- No amendment workflows (future version)
UNDEFINED Items
- Amendment and addendum governance: UNDEFINED
- Digital signature policy: UNDEFINED
- Public disclosure policy for contracts: UNDEFINED
| evidenceSummary | TEXTAREA | Yes | F-IP-04-02-EXAMPLE-001 |
Section: Inspection | Workflow owner: DOCUMENT_CUSTODIAN | Status: PLACEHOLDER
Created by: Inspector | Reviewed by: UNDEFINED - GOVERNANCE DECISION REQUIRED | Approved by: UNDEFINED - GOVERNANCE DECISION REQUIRED
Governance decision required for unresolved role assignments.
Section: Inspection | Workflow owner: DOCUMENT_CUSTODIAN | Status: PLACEHOLDER
Created by: Inspector | Reviewed by: Reviewer (if applicable) - UNDEFINED | Approved by: UNDEFINED - GOVERNANCE DECISION REQUIRED
Governance decision required for unresolved role assignments.
Section: Review | Workflow owner: DOCUMENT_CUSTODIAN | Status: PLACEHOLDER
Created by: Reviewer (if applicable) - UNDEFINED | Reviewed by: UNDEFINED - GOVERNANCE DECISION REQUIRED | Approved by: UNDEFINED - GOVERNANCE DECISION REQUIRED
Governance decision required for unresolved role assignments.
Section: Decision | Workflow owner: DOCUMENT_CUSTODIAN | Status: PLACEHOLDER
Created by: Governance Manager | Reviewed by: Quality Manager | Approved by: UNDEFINED - GOVERNANCE DECISION REQUIRED
Governance decision required for unresolved role assignments.
Section: Correction | Workflow owner: DOCUMENT_CUSTODIAN | Status: PLACEHOLDER
Created by: Governance Manager | Reviewed by: Inspector | Approved by: UNDEFINED - GOVERNANCE DECISION REQUIRED
Governance decision required for unresolved role assignments.
Section: Closure | Workflow owner: DOCUMENT_CUSTODIAN | Status: PLACEHOLDER
Created by: Governance Manager | Reviewed by: Quality Manager | Approved by: UNDEFINED - GOVERNANCE DECISION REQUIRED
Governance decision required for unresolved role assignments.
Section: Submission / Assignment | Workflow owner: DOCUMENT_CUSTODIAN | Status: PLACEHOLDER
Created by: Inspector / Reviewer - UNDEFINED | Reviewed by: Governance Manager | Approved by: UNDEFINED - GOVERNANCE DECISION REQUIRED
Governance decision required for unresolved role assignments.
MANDATORY
Section: Evaluation | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Evaluator | Reviewed by: Quality Reviewer | Approved by: Governance Manager
Section: Selection | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Evaluator | Reviewed by: Procurement Admin | Approved by: Governance Manager
Section: Decision | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Governance Manager | Reviewed by: Quality Reviewer | Approved by: None
Section: All Sections | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: All roles | Reviewed by: Governance Manager | Approved by: None
Section: Closure | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Procurement Admin | Reviewed by: Governance Manager | Approved by: None
MANDATORY
Section: Settlement Confirmation | Workflow owner: FINANCIAL_OPERATOR | Status: PLACEHOLDER
Created by: Financial Verifier | Reviewed by: Oversight / Audit | Approved by: Oversight / Audit
Section: Closure | Workflow owner: FINANCIAL_OPERATOR | Status: PLACEHOLDER
Created by: Oversight / Audit | Reviewed by: Oversight / Audit | Approved by: Oversight / Audit
Section: All Sections | Workflow owner: FINANCIAL_OPERATOR | Status: PLACEHOLDER
Created by: System | Reviewed by: Oversight / Audit | Approved by: Oversight / Audit
MANDATORY
Section: Submission | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Bidder | Reviewed by: Procurement Reviewer | Approved by: Governance Approver
Section: Submission | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Procurement Manager | Reviewed by: Governance Reviewer | Approved by: Governance Approver
Section: Opening | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Procurement Manager | Reviewed by: Governance Reviewer | Approved by: Governance Approver
Section: Evaluation | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Evaluator | Reviewed by: Governance Reviewer | Approved by: Governance Approver
Section: Evaluation | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Evaluator | Reviewed by: Procurement Reviewer | Approved by: Governance Approver
Section: Decision | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Procurement Manager | Reviewed by: Governance Reviewer | Approved by: Governance Approver
Section: Decision | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Procurement Manager | Reviewed by: Governance Reviewer | Approved by: Governance Approver
Section: Closure | Workflow owner: COMPLIANCE_OFFICER | Status: PLACEHOLDER
Created by: Procurement Manager | Reviewed by: Governance Reviewer | Approved by: Governance Approver
MANDATORY
Section: Namespace | Workflow owner: CHAIN_OFFICER | Status: DEFINED
Created by: CHAIN_OFFICER | Reviewed by: COMPLIANCE_OFFICER | Approved by: GOVERNANCE_ADMIN
Section: Policy Change | Workflow owner: COMPLIANCE_OFFICER | Status: DEFINED
Created by: COMPLIANCE_OFFICER | Reviewed by: GOVERNANCE_ADMIN | Approved by: GOVERNANCE_ADMIN