Accounting and storage of company documents. Part 2.

What is needed to participate in tenders

Contrary to popular belief, not all tenders are “custom-made”, and not only large companies can win them: the sphere of public procurement is strictly regulated by law. Any company that meets certain criteria can win a competition or auction without prior contact with the customer.

Our company provides tender support.

So, in order to take part in the auction, you need to pay attention to the following points:

  • knowledge of legislation and processes in the field of procurement;
  • compliance with the requirements for applicants;
  • compliance of the bidding product with the requirements of the bidding organizer;
  • availability of all necessary documentation drawn up in the prescribed form;
  • financial support of the application.

Knowledge of legislation and processes in the field of public procurement. Today, government tenders are regulated by Federal laws:

  • dated April 5, 2021 No. 44-FZ “On the contract system in the field of procurement of goods, works, services to meet state and municipal needs” (hereinafter referred to as Law No. 44-FZ);
  • dated July 18, 2021 No. 223-FZ “On the procurement of goods, works, services by certain types of legal entities” (hereinafter referred to as Law No. 223-FZ).

Some aspects of the application of these laws are enshrined in additional regulations, which are government resolutions.

The legislation regulates all stages of the tender:

  • auction announcement;
  • application deadlines and process;
  • the amount of security for applications and contracts;
  • conditions for changing or withdrawing an application for participation;
  • conditions for the customer to provide explanations on the tender documentation;
  • conditions for opening envelopes (in case of competitions);
  • general principles for determining the winner;
  • procedure for appealing the customer’s actions;
  • procedure for concluding contracts.

Simply put, everything you need to know for preliminary acquaintance with the procedure for organizing and conducting public procurement can be found in the laws and regulations.

Compliance with applicant requirements. Requirements for participants are established in Laws No. 44-FZ and No. 223-FZ, as well as other regulatory documents, for example, in Decree of the Government of the Russian Federation of February 4, 2021 No. 99. The law also prescribes what additional conditions the state customer may impose.

Basically, the requirements are of a general nature, for example, the absence of tax arrears. Additional requirements include certain work experience, etc. In general, the conditions depend on the type of tender. For example, any legal entity that meets the general requirements for participants and provides the necessary package of documents can take part in an open competition or auction.

It is worth noting that customers of commercial tenders are not required to strictly comply with the conditions of legislation in the field of public procurement. They have the right to set their own requirements for participants.

Compliance of the bidding product with the requirements of the bidding organizer. The state customer establishes the qualitative and quantitative characteristics of the purchased goods or services, including the country of origin, in accordance with the law. Typically, product requirements are specified in the competition documentation. If the information is insufficient, then the customer can be asked for clarification, which he is obliged to provide.

The Contractor must carefully study the documentation and the conditions specified in it, in accordance with the requirements, make his offer to execute the contract. Failure of the product to meet the conditions will result in the application being rejected.

Availability of all necessary documentation, drawn up in the prescribed form. The standard package of documents required to participate in any government tender is prescribed by law. However, the customer may request additional documents without violating the provisions of the law.

The standard package, as a rule, includes an application drawn up according to the sample provided by the customer, a proposal for the execution of the contract and documents about the participating company. It is important to complete and submit all documentation correctly. The customer may not pay attention to minor defects, but more serious errors will lead to rejection of the application.

Please note that organizers of commercial tenders may request documents at their discretion.

Financial support for the application or execution of the contract. The law establishes that application security can reach up to 5% of the contract value, and the amount of contract performance security can reach up to 30%. This mandatory condition can be met by paying a deposit or providing a bank guarantee. Which option is most acceptable can only be decided by the participant himself.

Contract amounts are often significant, and collateral involves the withdrawal and freezing of funds from circulation for an extended period of time. Therefore, a bank guarantee is usually considered a more convenient and effective tool for securing an application.

6. Requirements for registration of cases accepted into the archive / ConsultantPlus


3.6.1. The registration of cases is carried out by employees of the documentation support service of the organization’s management or other structural units whose responsibilities include the establishment and formation of files, with methodological assistance and under the control of the organization’s archive.


3.6.2. Depending on the storage period, full or partial registration of cases is carried out.


3.6.3. Cases of permanent, temporary (over 10 years) storage and personnel records are subject to full registration.


Full registration of cases includes:


file filing or binding;


numbering of case sheets;


drawing up a certification sheet;


drawing up, if necessary, an internal inventory of documents;


introducing the necessary clarifications into the details of the cover of the case (clarification of the name of the organization, the registration index of the case, the deadlines of the case, the title of the case).


Cases of temporary (up to 10 years inclusive) storage are subject to partial registration: it is allowed not to systematize the documents in the case, not to number the sheets of the case, and not to draw up certification notes.


3.6.4. The documents making up the cases are filed with 4 pins in a hard cardboard cover or bound, taking into account the possibility of free reading of the text of all documents, dates, visas and resolutions on them. When preparing files for filing (binding), metal fasteners (pins, paper clips) are removed from the documents.


3.6.5. Permanent files consisting of highly valuable documents or non-format documents are stored in closed, rigid, three-flap folders with drawstrings or in boxes.


3.6.6. If there are unclaimed personal documents in the file (identity cards, work records, military IDs), these documents are placed in an envelope, which is filed in the file. If there are a large number of such documents, the latter are removed from the files and a separate inventory is drawn up for them.


3.6.7. At the end of each case, a blank form of the certifying sheet is filed, and at the beginning of the case (to record especially valuable documents) – a form for the internal inventory of the case documents.


3.6.8. In order to ensure safety and consolidate the order of arrangement of documents included in the case, all sheets of this case (except for the certification sheet and internal inventory) are numbered in Arabic numerals with gross numbering in the upper right corner of the sheet using a simple pencil or numberer. Sheets of the internal inventory of case documents are numbered separately.


3.6.9. Sheets of cases consisting of several volumes or parts are numbered for each volume or for each part separately.


3.6.10. Photographs, drawings, diagrams and other illustrative documents representing an independent sheet in the file are numbered on the reverse side in the upper margin of the sheet.


3.6.11. The folded sheet (A3, A2 format) is unfolded and numbered on the right side of the top margin of the sheet. In this case, a sheet of any format, hemmed at one edge, is numbered as one sheet; a sheet folded and hemmed in the middle is subject to re-stitching and is numbered as one sheet.


3.6.12. A sheet with firmly pasted documents (photos, clippings, extracts, etc.) is numbered as one sheet. If other documents are glued to the document at one edge (text inserts, translations, clippings, etc.), then each document is numbered separately.


3.6.13. Envelopes with attachments filed in the case are numbered; in this case, the envelope itself is numbered first, and then each attachment in the envelope is numbered with a subsequent number.


3.6.14. Documents filed in the case with their own numbering of sheets (including printed publications) can be numbered in the general order or retain their own numbering if it corresponds to the order of the sheets in the case.


3.6.15. If a large number of errors are detected in the numbering of the case sheets, they are renumbered. When renumbering sheets, the old numbers are crossed out and the new sheet number is placed next to it; at the end of the case, a new certification sheet is drawn up, while the old certification sheet is crossed out, but remains in the file.


If there are individual errors in the numbering of sheets in files when preparing them by the organization’s archive for transfer to state storage, it is allowed, in agreement with the state archive, to use lettered sheet numbers.


3.6.16. The certification sheet is drawn up in the file on a separate sheet, in books – on the reverse side of the last blank sheet, in card files – on a separate blank sheet of card format.


The document certifying the case is drawn up in the prescribed form (Appendix 9),
in which the number of numbered sheets of the case, the number of sheets of the internal inventory are indicated in numbers and in words, the features of the numbering of case numbers are specified (the presence of lettered case numbers, missing numbers, numbers of sheets with pasted photographs, numbers of large-format sheets, envelopes with attachments and the number of sheets enclosed in them) , and also indicates the presence in the file of printed copies of brochures with the number of sheets in them, if they were not noted in the general gross numbering in the file.


The document certifying the case is signed by its compiler. All subsequent changes in the composition and state of the case (damage, replacement of original documents) are noted in the certification sheet with reference to the relevant act.


It is prohibited to place the certification sheet on the cover of the case or the blank back of the last document. If the case is filed or bound without a form of the certification sheet, it is pasted behind the top of the sheet on the inside cover of the case.


3.6.17. An internal inventory of case documents is compiled to record documents of permanent and temporary (over 10 years) storage, the recording of which is caused by the specifics of this documentation (especially valuable, personal, judicial, investigative cases, etc.), as well as to record cases of permanent and temporary ( over 10 years) storage, formed according to types of documents, the headings of which do not reveal the specific content of the document.


The internal inventory is compiled on a separate sheet according to the established form (Appendix 10),
which contains information about the serial numbers of the case documents, their indexes, dates, headings and sheet numbers of the case. A final record is drawn up for the internal inventory, which indicates in numbers and in words the number of documents included in it and the number of sheets of the internal inventory.


The internal inventory is signed by its compiler. If the case is bound or filed without an internal inventory of documents form, then the inventory drawn up in the prescribed form is glued to the inside of the front cover of the case.


Changes in the composition of case documents (withdrawals, inclusions of documents, replacement with copies, etc.) are reflected in the “Notes” column with links to the relevant acts. If necessary, a new final entry for the internal inventory and a certification note of the case are drawn up.


3.6.18. The cover of the case for permanent, temporary (over 10 years) storage and for personnel is compiled and executed in the prescribed form (Appendix 11),
which indicates the name of the organization, structural unit, case index, archive code of the case, number of the case (volume, part) for the annual section of the consolidated inventory of cases, title of the case.


On the cover of permanent storage files, space is provided for the name of the state archive into which the organization’s files will be accepted, designation of the codes of the state archive and organization.


When the name of an organization (structural unit) changes during the period covered by the case documents, or when the case is transferred to another organization (to another structural unit), the new name of this organization or the legal successor organization is indicated on the cover of the case, and the previous name of the organization (structural unit) is enclosed in parentheses.


The title of the case on the cover of the case is transferred from the nomenclature of the organization’s cases, agreed upon with the expert review commission of the relevant archival institution. If necessary, clarifications are included in the title (numbers of orders, protocols, etc.).


In cases where the case consists of several volumes (parts), the general title of the case and the title of each volume (part) are placed on the cover of each volume (part).


The headings of cases containing copies of documents indicate their copy number. The authenticity of the case documents is not stated in the title.


On the cover of the case, the extreme dates of the case are indicated in Arabic numerals – the year(s) of establishment and completion of the case.


If the case includes documents (appendices, etc.), the dates of which go beyond the last dates of the case, then under the dates of the case, a new line is made about this: “the case contains documents for . year(s).” Case dates may not appear on the cover of files containing annual plans and reports, as they are reflected in the case titles.


The extreme dates of cases containing organizational, administrative, creative and other documentation (protocols, transcripts, letters, reports, etc.), for which precise dating is important, as well as cases consisting of several volumes (parts), are marked with the extreme dates dates of case documents, i.e. dates of registration (drafting) of the earliest and latest documents included in the case.


If the case is a journal of registration of orders, instructions, etc., then the date of the case will be the exact calendar dates of the first and last entries in the journal.


The deadlines for a case containing minutes of meetings are the dates of approval (for documents that are approved) or the drawing up of the first and last minutes constituting the case.


The deadlines for a personal file are the dates of signing the order for the hiring and dismissal of the person for whom the file was opened.


Mandatory details of the cover of the case are the number of sheets in the case, which is affixed on the basis of the certification inscription of the case, and the storage period for the case (on permanent storage cases it is written: “Keep permanently”).

Tender documents prepared by the supplier or contractor

The tender documents prepared by the supplier under a government contract largely depend on the customer’s requirements and the type of procurement procedure. The last factor also determines the time frame given to the supplier for collecting and transmitting the necessary information.

Let’s consider typical types of documentation that a supplier or contractor needs to prepare as part of participation in a government contract (the procedure for preparing documentation is prescribed in Article 51 44-FZ):

  1. Declaration of compliance – this document is necessary to confirm that the company is not in the process of liquidation, its activities have not been suspended by a court decision or bailiffs, and that the company has no arrears in taxes and fees or other debts to the budget (taking into account the provisions of Part 1 of Article 31 of the 44-FZ). The participant is only required to prepare a declaration of conformity in the form of a separate document in paper procurement procedures. Then it is included in the application. The customer can set the form in which the declaration must be submitted, and also send it as part of the application. In the case of public procurement in electronic form, such a declaration of conformity is created through the electronic platform on which such procurement takes place. The platform provides the supplier with a declaration of conformity form, and the supplier only has to sign it with an electronic signature. The supplier, at his discretion, may attach supporting documents to the declaration, in particular, a certificate from the Federal Tax Service confirming the absence of debt. A certificate of absence of tax debt is issued by the Federal Tax Service in paper or electronic form. The legislation allows participation in government procurement even if there is such a debt to the budget, but it should not exceed 25% of the book value of assets for the last year. The customer has no right to reject an application that was submitted without supporting documents. But if the customer discovers false information in the declaration, then he has the right to remove the participant from the procurement and include information about him in the register of unscrupulous suppliers.
  2. Declaration confirming affiliation with SMB (small businesses) or NPOs (non-profit social organizations). When classifying a company as a small business, the following criteria must be taken into account: the number of employees of small business companies cannot be more than 100 people, and for medium-sized enterprises – up to 250 people for the last year. The revenue of small enterprises cannot exceed 800 million rubles. per year, microenterprises – 120 million rubles. This requirement applies to legal entities whose maximum share is 49%. Confirmation of the data set out in the declaration is carried out at the request of the participant, and cannot become a mandatory requirement. As confirmation, you can attach Form No. 2 of the balance sheet and information about the average number of employees. Belonging to an NPO is also stated in the declaration in free form.
  3. Documents that confirm that the institution belongs to the criminal correctional system or an organization of disabled people. Belonging to this category may provide certain preferences for participation in the tender.
  4. Information about TIN. And NN is required when participating in paper or electronic procurement under 44-FZ. The supplier must provide such a document to participate in an open tender (or a two-stage tender with limited participation), an electronic auction, and a request for quotations. If there is no TIN, the participant must additionally indicate this fact in the application.
  5. Information that confirms the participant’s qualifications. 44-FZ does not provide a list of documents that are attached to the application to confirm the company’s work experience. These can be copies of contracts, certificates of completed work, etc. The customer can register it independently. But the supplier needs to understand that, even if the evaluation criteria of the competition take into account the qualifications of the participant, such documents cannot be required from him. To confirm the participant’s compliance with the requirements, he may be required to have an SRO certificate, certificates, licenses, etc. under clause 1, part 1, art. 31 44-FZ.
  6. Extract from the Unified State Register of Legal Entities for legal entities and from the Unified State Register of Individual Entrepreneurs for entrepreneurs. The extract is valid for a limited time: no more than 6 months after receiving the application for accreditation.
  7. Constituent documents (copy of the charter) for legal entities and a passport for an entrepreneur.
  8. Documents that confirm the compliance of the procurement object with the established requirements. In addition to confirming the bidder’s compliance with the established requirements, he is also required to confirm that the supplied procurement item meets the customer’s needs. A commercial proposal is drawn up regarding the purchase item, indicating the expected price and delivery item, etc. An application for supplier participation may include a drawing, photo, sketch and other images of the product or its sample. To confirm the conformity of the product, in terms of the prohibitions and restrictions of Art. 14 44-FZ, ST-1 certificates, examination certificates of the Chamber of Commerce and Industry, etc. can be taken into account
  9. Documents that confirm the fact that the participant has contributed security. Security for the application can be either monetary or in the form of a bank guarantee. In the first case, a payment order from the bank may be required, which confirms the fact of transfer of money; in the second, a guarantee certified by the bank.
  10. Documents that confirm the authority of the manager or another person to act on behalf of the company: in procurement, either the manager himself or a third-party contract manager (power of attorney to represent interests or a document appointing a person to the position of manager) can act on behalf of the company.
  11. Decision on the approval of major transactions, indicating its maximum amount.
  12. Application for participation in the procurement. It contains general information about the purchase: name of the organization, legal and actual addresses, TIN of the company and each of its founders, copies of constituent documentation. When a participant in the procurement procedure has the status of an individual or individual entrepreneur, he writes down his full name, official registration address (this is the legal address for individual entrepreneurs), the person’s passport and place of residence, and contact phone number.

How to flash a folder with 4 holes: diagram

  • A more reliable way to stitch documents is with four punctures. We make 4 holes. We sew from the hole located second from the top. We insert the needle into the upper puncture, return to the second hole in the upper part, and then to the third. Through the fourth puncture we send the needle to the back of the document.
  • It remains to insert the needle into the third hole from the front side. The picture below will tell you how to stitch documents using four punctures.
Accounting and storage of company documents. Part 2.
How to flash a folder with 4 holes: diagram

What you should pay attention to:

  • we perform the firmware strictly vertically and observing symmetry
  • holes in documents should be located along the left margin
  • the border from the edge of the sheet is 1.5-2 cm
  • the needle is inserted for the first time from the back of the document
Делаем отверстия
Making holes

What thread should I use to stitch documents?

  • If you don’t take the filing of documentation seriously, then the papers prepared for delivery may simply be returned to you with the requirement to completely redo the firmware. Therefore, it is advisable to familiarize yourself with the rules of stitching and the basic requirements before serious errors are made in the firmware of documents.
  • Another option to solve the problem is to turn to professionals. If you don’t have time to study the issue of firmware documentation, then you can entrust this to the specialists of a printing company. It will take 10-30 minutes to stitch documents with a plastic or metal spring with a cover.
  • But there is a certain risk in entrusting your documents to a third party: the papers may contain trade secrets.
  • Therefore, you should carefully read the instructions once on how to stitch documentation of various formats using regular threads or a stapler.
Какой нитью сшивать документы
What thread to stitch documents with
  • The documentation is sewn together with bank twine, thin Mylar tape or stitching threads. But if there are no such threads, then ordinary harsh threads will do.
  • 2-3 sheets are sewn together with regular thread. It needs to be folded in half for strength. The stitching process begins with holes being made in the sheets. The stitching is done from the back side of the sheets assembled together.
  • The needle is inserted into the middle hole first. It is better to use dual firmware. When the stitching is completed, the needle and thread are inserted into the central hole and brought out to the back of the assembled documents. The remaining end of the thread must be tied in a knot.
Accounting and storage of company documents. Part 2.
The documentation is sewn together with bank twine, thin Mylar tape or stitching threads

How to stitch documentation with thread

Preparing accessories:

  • needles with thread of suitable thickness
  • documents that need to be stitched
  • an awl or other tool for making holes in paper
  • organization seal
  • stationery glue

We stitch the document in 3 stages:

  • Preparing papers for stitching. To do this, you need to arrange them into groups
  • Check if the numbering is correct
  • Sew
  • We draw up an accompanying inscription.
  • We are preparing an internal inventory.
  • We certify the finished work
Готовим документ
Preparing a document

For a bound package of documents the following is allowed:

  • skip the stage of document systematization
  • distribute documents without numbering
  • it is possible to submit documents without a certification letter
Прошитые документы заверяются
Bound documents are certified

Stage 1:

  • We arrange the papers as they should be located in the document. We number each page with numbers in the upper right corner. For this we use a simple pencil.
  • We make punctures. If our document is made up of several sheets, then a puncture can be easily made with a needle and thread. We pierce a multi-page document with an awl or use a sharp nail. To facilitate the process of piercing the paper, take a hammer.
  • How many holes should I make? This depends on the requirements of the organization that is requesting the documents. The punctures should be evenly spaced along the left margin. Holes are made in the middle of the sheet, the distance between them is 3 cm.
На прошитые документы клеится лист бумаги. на нем ставится печать, подпись и дата
A sheet of paper is glued onto the bound documents. It is stamped, signed and dated
  • Five holes are made for particularly important documents. This is the most reliable way to protect papers from substitution.
  • We certify the document: prepare a piece of paper measuring 4 by 5-6 cm. We indicate on it the number of sheets stitched in numbers and in words. We add here the position, surname, first name and patronymic of the person who certifies the documents.
Правильно прошитый документ
Correctly bound document: back side
  • Apply glue and place this sheet on the place where the knot is located and the threads meet. We take the short ends of the threads beyond the leaf so that they hang freely. The document certifier signs. If there is a stamp or it is necessary on the document, then we put a stamp. Here you should not just sign or put a seal, but do it in such a way that part of the signature and seal extends beyond the border of the pasted sheet.