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EX-TN-01-FORMS-PLACEHOLDERS.md
Name: EX-TN-01-FORMS-PLACEHOLDERS
Version: 1.0
Status: DRAFT
1. Purpose of Form Placeholders
This document defines all forms, records, and governance artefacts required for EX-TN-01 — Tender / Bidding Procedure. Forms exist to ensure auditability, impartiality, and fairness in the tender process, and to provide immutable evidence of all key decisions and actions.
2. Master Form Inventory Table
| Form ID | Form Name | Purpose | Created by Role | Reviewed by Role | Approved by Role | Procedure Section | Mandatory/Conditional |
|---------|------------------------------------|----------------------------------------------|----------------------|-----------------------|-----------------------|------------------------|----------------------|
| F-TN-01 | Tender Notice / Invitation | Announce tender opportunity | Procurement Manager | Governance Reviewer | Governance Approver | Initiation | Mandatory |
| F-TN-02 | Eligibility Declaration (Bidder) | Declare eligibility and compliance | Bidder | Procurement Reviewer | Governance Approver | Eligibility | Mandatory |
| F-TN-03 | Bid Submission Record | Record bid submission details | Bidder | Procurement Reviewer | Governance Approver | Submission | Mandatory |
| F-TN-04 | Bid Confidentiality & Integrity | Ensure bid confidentiality and integrity | Procurement Manager | Governance Reviewer | Governance Approver | Submission | Mandatory |
| F-TN-05 | Bid Opening Record | Record bid opening event | Procurement Manager | Governance Reviewer | Governance Approver | Opening | Mandatory |
| F-TN-06 | Evaluation Committee Declaration | Declare independence of evaluators | Evaluator | Governance Reviewer | Governance Approver | Evaluation | Mandatory |
| F-TN-07 | Evaluation Record | Record evaluation process and results | Evaluator | Procurement Reviewer | Governance Approver | Evaluation | Mandatory |
| F-TN-08 | Selection/Award Justification | Justify selection/award decision | Procurement Manager | Governance Reviewer | Governance Approver | Decision | Mandatory |
| F-TN-09 | Non-selection Rationale Record | Document reasons for non-selection | Procurement Manager | Governance Reviewer | Governance Approver | Decision | Conditional |
| F-TN-10 | Tender Closure Record | Record closure of tender process | Procurement Manager | Governance Reviewer | Governance Approver | Closure | Mandatory |
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3. Detailed Placeholder Descriptions
F-TN-01 Tender Notice / Invitation
- Purpose: Announce the tender opportunity to potential bidders.
- Created by: Procurement Manager
- Reviewed by: Governance Reviewer
- Approved by: Governance Approver
- Governance significance: Ensures transparency and equal opportunity.
- Security classification: PUBLIC
F-TN-02 Eligibility Declaration (Bidder)
- Purpose: Declare eligibility and compliance with requirements.
- Created by: Bidder
- Reviewed by: Procurement Reviewer
- Approved by: Governance Approver
- Governance significance: Ensures only eligible bidders participate.
- Security classification: CONFIDENTIAL
F-TN-03 Bid Submission Record
- Purpose: Record all bid submission details.
- Created by: Bidder
- Reviewed by: Procurement Reviewer
- Approved by: Governance Approver
- Governance significance: Provides immutable evidence of submission.
- Security classification: CONFIDENTIAL
F-TN-04 Bid Confidentiality & Integrity Record
- Purpose: Ensure confidentiality and integrity of all bids.
- Created by: Procurement Manager
- Reviewed by: Governance Reviewer
- Approved by: Governance Approver
- Governance significance: Protects bid secrecy and prevents tampering.
- Security classification: RESTRICTED
F-TN-05 Bid Opening Record
- Purpose: Record the event and details of bid opening.
- Created by: Procurement Manager
- Reviewed by: Governance Reviewer
- Approved by: Governance Approver
- Governance significance: Ensures transparency and auditability.
- Security classification: PUBLIC (after closure)
F-TN-06 Evaluation Committee Declaration
- Purpose: Declare independence and impartiality of evaluators.
- Created by: Evaluator
- Reviewed by: Governance Reviewer
- Approved by: Governance Approver
- Governance significance: Prevents conflicts of interest.
- Security classification: CONFIDENTIAL
F-TN-07 Evaluation Record
- Purpose: Record the evaluation process and results.
- Created by: Evaluator
- Reviewed by: Procurement Reviewer
- Approved by: Governance Approver
- Governance significance: Documents fair and impartial evaluation.
- Security classification: RESTRICTED
F-TN-08 Selection/Award Justification Record
- Purpose: Justify the selection or award decision.
- Created by: Procurement Manager
- Reviewed by: Governance Reviewer
- Approved by: Governance Approver
- Governance significance: Ensures accountability for selection.
- Security classification: CONFIDENTIAL
F-TN-09 Non-selection Rationale Record
- Purpose: Document reasons for non-selection of bidders.
- Created by: Procurement Manager
- Reviewed by: Governance Reviewer
- Approved by: Governance Approver
- Governance significance: Ensures transparency and fairness.
- Security classification: CONFIDENTIAL
F-TN-10 Tender Closure Record
- Purpose: Record the closure of the tender process.
- Created by: Procurement Manager
- Reviewed by: Governance Reviewer
- Approved by: Governance Approver
- Governance significance: Marks the official end of the process.
- Security classification: PUBLIC
4. Confidentiality & Integrity Constraints per Form
- Bidder submissions and evaluation records MUST be CONFIDENTIAL or RESTRICTED until closure.
- Tender Notice and Bid Opening Record MAY be PUBLIC after closure.
- All records MUST be immutable after closure.
5. Independence & Impartiality Constraints
- Evaluators MUST declare independence and impartiality.
- Bidders MUST NOT access evaluation records.
- Approvers MUST NOT be evaluators.
6. Anchoring & Settlement Positioning
- Hashes of key records (e.g., Bid Submission, Evaluation, Award Justification) MAY be anchored for proof of integrity.
- Anchoring MUST NOT imply approval or winner selection.
- Settlement is for finalization and proof ONLY.
7. Audit & Traceability Requirements
- Every decision and key event MUST be mapped to a record.
- All records MUST be immutable after closure.
8. Explicit Exclusions
- No scoring algorithms, ranking logic, payment, or contract performance records are included.
9. UNDEFINED Items
- Criteria for public disclosure of certain records: UNDEFINED
- Retention period for confidential records: UNDEFINED
- Additional forms required by local regulation: 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