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Competitive Bid Procurement Process

Retention Rule Number: 
Specific Retention Rule 2010.01
Function/Activity: 
To document the procurement of goods and services through the competitive bid process including single and sole source applications.
Description/Type of Records: 
Requests for quotation (RFQ), proposal (RFP), pre-qualification or information (ROI), expressions of interest (EOI), invitations to bid or tender, invitation for response, vendor submissions, proposals, quotes and bids, bid tabulation sheets, proposal evaluation matrix, purchase orders, purchase requisitions, contracts and agreements, correspondence with vendors

Retention Rules

Office of Primary Responsibility (OPR)
Retention
Disposition
Office of Primary Responsibility (OPR): 

Supply Chain Management

Retention: 

Retain for total of 10 years either from the end of the contract (for bids resulting in contracts) or from the close of the bid process (for non-contract bids). 

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 
Faculties and Departments
Administrative units
Retention: 

Retain until the contract has expired, or until superseded.

Disposition: 

Confidential shred or delete