SCHEDULE 13 - PURCHASING RECORDS

Transcription

1 - PURCHASING RECORDS 13-1 Bidders List or Card Files 13-2 Canceled Solicitation Files 13-3 Contract Appeals Case Files 13-4 Contract Purchasing Files 13-5 Contract Purchasing Files for High-Value Transaction 13-6 Contractors Payroll Files 13-7 Leasing Contract Files 13-8 Professional Contractual Agreement Files 13-9 Purchase Orders Purchase Requisition Files Real Property Acquisition Files Successful Bids and Proposals Files Supply Management Files Tax Exemption Files Unopened Bids and Proposals Unsuccessful Bids and Proposals Files

2 13-1 Bidders List or Card Files Lists of acceptable bidders who are eligible for contracting with the State to provide products or services. Retain by Purchasing Office until superseded or revised plus 1 year and then Duplicate copies: Retain until superseded or obsolete and then 13-2 Canceled Solicitation Files Formal solicitations of offers to provide products or services (e.g., Invitations for Bids, Requests for Proposals, Requests for Quotations) which were canceled prior to the awarding of a contract. Information includes pre-solicitation documentation on the requirements, offers opened prior to cancellation, documentation on government action up to the time of cancellation, and evidence of cancellation. Retain for 4 years after cancellation and then Duplicate copies: Retain for 2 years after cancellation and then 13-3 Contract Appeals Case Files Case files consisting of notices of appeal and acknowledgments, correspondence between parties, contracts copies, plans, specifications, exhibits, change orders and amendments, transcripts of hearings, documents received from parties concerned, final decisions, and other related records. Retain by Purchasing Office for 3 years after settlement provided all rights of appeal have expired. Duplicate copies: Retain for 2 years after final action or decision and then 13-4 Contract Purchasing Files Files which document transactions of $10,000 or less and construction contracts exceeding $2,000. They include contract, requisition, purchase order and lease records, correspondence, related records pertaining to award, administration, receipts, inspection, and payments. Retain by Accounts and Control for 6 years after final payment and then Duplicate copies: Retain until contract completion or termination and then 13-5 Contract Purchasing Files for High-Value Transactions Files which document transactions of more than $10,000 and construction contracts exceeding $2,000. They include contract, requisition, purchase order and lease records, correspondence, related records pertaining to award, administration, receipt, inspection, and payments. 13-1

3 Retain by Accounts and Control for 6 years after final payment and then Duplicate copies: Retain until contract termination or completion and then 13-6 Contractors Payroll Files Contractors payrolls (construction contracts) with related certifications, anti-kickback affidavits, and other related records. Retain for 3 years after completion of contract or until final audit and then Duplicate copies: Retain for 1 year after last payment and then 13-7 Leasing Contract Files Building or equipment leases and related records documenting agreements, services, and payments. Retain for 6 years after contract expires and then Duplicate copies: Retain for 1 year after last payment and then 13-8 Professional Contractual Agreement Files Files documenting the professional contractual agreements between an agency and a professional individual, or between agencies for temporary services. The files include contract, requisition, purchase order, correspondence, and related records. Retain for 6 years after last payment and then Duplicate copies: Retain for 3 years after last payment and then 13-9 Purchase Orders Orders used to document the purchase transaction and to notify the agency of purchase approval. Retain by Division of Purchasing or delegated agent for 5 years and then Duplicate copies: Retain by agency for 1 year and then Purchase Requisition Files Requisitions for supplies and equipment for current inventory. Retain by the Purchasing Office or delegated agent for 5 years and then Duplicate copies: Retain for 1 year and then 13-2

4 13-11 Real Property Acquisition Files Title papers documenting the acquisition of real property by purchase, condemnation, donation, exchange, or otherwise. Retain for 10 years after unconditional sale of property and then Duplicate copies: Retain until administrative need ends and then Successful Bids and Proposals Files Solicited and unsolicited successful bids and proposals to provide products or services to an agency by a private contractor. Retain by Purchasing Office or delegated agent for 7 years and then Duplicate copies: Retain until no longer needed and then Supply Management Files Files of reports on supply requirements and procurement matters submitted for supply management purposes (other than those incorporated in case files or other files of a general nature. Retain by agency for 2 years and then Duplicate copies: Retain for 1 year and then Tax Exemption Files Tax exemption certificates and related records. Retain for 3 years after period covered by related account and then Duplicate copies: Retain for 1 year after period covered by related account and then Unopened Bids and Proposals Solicited and unsolicited bids and proposals to provide products or services which, due to funding or administrative reevaluation, are no longer required by the agency or will not be open to the bidding process. Retain for 1 year and then Duplicate copies: Retain until returned to bidder. 13-3

5 13-16 Unsuccessful Bids and Proposals Files Solicited and unsolicited unsuccessful bids and proposals to provide products or services to an agency by a private contractor. Retain by Purchasing Office or delegated agent for 3 years and then Duplicate copies: Retain until related contractual case files have met retention and can be destroyed. 13-4