ECOWAS Tenders Code b) Meetings and proceedings of the Board shall be valid only where at least four (4) of its members including its Chairman are present; and c) Decisions of the Committee and of the Board on the technical evaluation report shall be taken by consensus which shall be based on the criteria specified in the bidding document. 11. The Technical Experts, secretaries and Observers shall not be part of the decision making process. 12. The Procurement Committee or the Procurement Board may, after the opening of bids and proposals, authorize the technical sub-committee(s) to review and evaluate the bids or proposals. The sub-committee shall submit a report on the technical and financial evaluation of the bids within the time limit provided in Article 34 (Evaluation of Bids) of this Code. Article 9: Independent Assurance and Control in the Procurement Process 1. Pre-audit by the Office of the Financial Controller –Pre-Audit checks on Procurement of Goods , Works and Services shall be conducted by the Financial Controller in accordance with the functions stipulated in the Financial Regulations 2. Post-Audit checks by the Office of the Chief Internal Auditor –Post-Audit checks on the system of the internal controls in procurement processes shall be conducted in accordance with the functions stipulated in the financial regulation. 3. Procurement Audits by external auditors appointed through the Audit Committee by the Council of Ministers. Procurement audits shall cover all procurements undertaken during a year and all institutions including their Agencies and Offices. It shall be performed at least every three years. Article 10: Record of Proceedings of Entities The Head of Procurement Unit shall maintain records of public contracting proceedings in sufficient detail to allow control and verification in accordance with the provisions of this Code. The contents of the records shall be as prescribed in the Procurement Manual. Article 11: Procurement Manual The mechanisms governing procurement activities shall be set forth in the Procurement Manual. Chapter III: Entities Responsible for Dispute Resolution and Sanctions in Contracting Proceedings Article 12: Dispute Resolution Committee 1. In the event of a dispute arising out of the execution of the Procurement Processes of any Institution of the Community, a Dispute Resolution Committee shall be established. 2. The Dispute Resolution Committee shall conduct inquiries, investigate complaints and allegations of violations of this Code with a view to settling the issues raised. Final Page 8