State Agency Schedule 13
Purchasing Records - Active

 

 

Bidders List or Card Files (SG 13-1)

Lists of acceptable bidders who are eligible for contracting with the State to provide products or services.

Retention

Retain by the Division of Purchasing for 1 year after being superseded and then destroy.

(Approved 07/1990)

 

Canceled Solicitation Files (SG 13-2)

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 requirement, offers opened prior to cancellation, documentation on government action up to the time of cancellation, and evidence of cancellation.

Retention

Retain for 4 years after cancellation and then destroy.

(Approved 12/2005)

 

Contract Appeals Case Files (SG 13-3)

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.

Retention

Permanent. Retain by the Division of Purchasing for 5 years and then transfer to State Archives with authority to weed.

(Approved 07/1990)

 

Purchase Orders (FI-8) (SG 13-9)

Orders used to document the purchase transaction and to notify the agency of purchase approval.

Retention

Retain by the Division of Purchasing upon receipt from agency for 4 years and then destroy.

(Approved 10/2001)

 

Purchase Requisition Files (FI-1) (SG 13-10)

Requisitions for supplies and equipment for current inventory.

Retention

Retain by the Division of Purchasing upon receipt from agency for 4 years and then destroy.

(Approved 10/2001)

 

Real Property Acquisition Files (SG 13-11)

Title papers documenting the acquisition of real property by purchase, condemnation, donation, exchange, or otherwise.

Retention

Retain for 10 years after unconditional sale of property and then destroy.

(Approved 07/1990)

 

Request for Proposal Records (SG 13-17)

These records are bids and proposals to provide products or services for a governmental entity. Information includes preliminary requirements for procurement of a commodity or service.

Retention

Retain 4 years after project complete and warranties have run and then destroy.

(Approved 06/2015)

 

Supply Management Files (SG 13-13)

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).

Retention

Retain for 2 years and then destroy.

(Approved 07/1990)

 

Tax Exemption Files (SG 13-14)

Tax exemption certificates and related records.

Retention

Retain for 3 years after period covered by related account and then destroy.

(Approved 07/1990)

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Page Last Updated October 26, 2017 .