Cap.22:23 Pusuc PROCUREMENT AND DISPOSAL OF Pusuc AssETs No. 5/2017 Provided that the procuring entity shall keep a record of any bidders to whom the notice is sent directly, and shall file the record with the procurement documents. 39 Bidding period ( 1) The bidding period shall commence on the date on which the bidding document is published in the Gazette in terms of section 38(2), and shall end on the date specified in that document or in a subsequent notice as the closing date for the submission of bids. (2) In determining the appropriate bidding period for any procurement, the procuring entity shall take into account(a) the time reasonably required for bidders to prepare their bids, taking into account the level of detail required and the complexity of the bids, including the time needed for any site visits and pre-bid meetings; and (b) any need for bidders to submit authenticated legal documents or similar documents as part of their bids and the time required to obtain such documents; and (c) the time potential bidders need to obtain the bidding document and to deliver and submit their bids to the procuring entity; and (d) the time by which the procuring entity needs to be supplied with the procurement requirement: Provided that the bidding period for any procurement shall not be shorter than the period prescribed for that procurement or class of procurement, as the case may be. 40 Bidding documents (1) For the purposes of any procurement, a procuring entity shall use the prescribed standard bidding documents, including any manuals or guidelines pertaining thereto that may be issued by the Authority. (2) A procuring entity shall ensure that its bidding documents are ready for distribution before the publication of the invitation to bid and shall provide them, promptly and without discrimination(a) to all potential bidders that respond to the invitation to bid; or (b) in the case of competitive bidding with pre--qualification, to all bidders that have been prequalified; or (c) in the case of restricted bidding, to all the bidders that have been selected or invited to participate in the procurement. (3) A procuring entity shall not charge more for bidding documents than the cost of printing and distributing them, and where they are delivered by electronic means they shall be free of charge. (4) Bidding documents shall provide bidders with all the information they need in order to submit responsive bids, and shall give them such particular information as may be prescribed. (5) A procuring entity shall record the name, postal address, telephone number and e-mail address of every bidder to whom an invitation to bid is issued, together with details of the bidder's contact person, and shall file the record with the procurement documents. (6) A procuring entity may establish an electronic system approved by the Authority for the purpose of this section. 65