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<strong>ESA</strong>/REG/001, rev.2 Annex III,rev.1 Page 48 7.10.4 The Contract officer shall keep the originals of the recommended tender(s) and the Initiating Authority and the Technical officer may each retain one copy for the purpose of administering the resulting contract. 7.10.5 The Contract officer shall ensure that any other documents no longer needed for the sake of keeping the records are collected and disposed of. Chapter 8: Communications with Tenderers subsequent to the admittance of the tenders for evaluation Communications with Tenderers shall be limited to clarifications and notifications. They shall be in writing and shall preserve fair competition. Any communication shall be issued through the local procurement division/ service and recorded in the contract file. 8.1 Clarifications If an omission in a tender is considered unintentional or if a statement contained in a tender needs clarification, the local Procurement division/ service shall, on the request of the Chairperson of the TEB consult with the Tenderer concerned in writing in order to obtain any clarification necessary for evaluation. 8.2 Notification to Tenderers after evaluation Pursuant to Article 45 of the Procurement Regulations, Tenderers who have not been selected for the placing of a contract will be notified by the Procurement Department of the outcome of their respective tenders. Such notification shall be issued after the approval by the AC or the IPC as applicable, or after the signature of the contract and/or Preliminary Authorisation To Proceed (PATP) by the Agency with the successful Tenderer, whichever takes place first. The above notification shall comprise a summary of the findings of the TEB together with the associated marks on the tender in question, and shall not cover the quality or contents of other tenders. 8.3 Debriefing to unsuccessful Tenderers 8.3.1 Within 10 calendar days following the receipt of the notification foreseen under paragraph 8.2 above unsuccessful Tenderers may require from the Contract officer an oral debriefing explaining the reasons why their tenders were not successful.
<strong>ESA</strong>/REG/001, rev. 2 Annex III,rev.1 Page 49 8.3.2 Such a debriefing shall in principle take place at the Agency premises - unless otherwise decided by the Agency - and shall be given by the concerned Contract officer (or in case of unavailability, by another Contract officer designated by his hierarchy) and Technical officer at a date to be agreed with the Tenderer. As a matter of guidance, such debriefings should be given within 20 calendar days from the date of receipt by the Agency of the formal written request. 8.3.3. For procurements which have been the subject of a submission to the IPC, the TEB Chairperson shall participate in the debriefing. 8.3.4 Explanations shall be limited to the findings of the TEB on the tender in question, and shall not cover the quality or contents of other tenders. The following information may nonetheless be given: i. name of the successful Tenderer; ii. iii. difference in points (with respect to the overall weighted mark) between the successful Tenderer and the debriefed Tenderer; number of tenders evaluated and ranking of the debriefed Tenderer. 8.3.5 Minutes of debriefing meetings shall be drafted by the Contract officer and shall be signed by him and the representative of the unsuccessful Tenderer. The original shall be placed in the contract file of the procurement.
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ARTICLE 1: - emits - ESA

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