Agency Schedule Detail

Authorization Number : 78550005

Agency Series No. : PRCH-1

Status : Active

Agency Web Link :

Agency : BWC

Confidential Description : Folders may contain proprietary information from vendors.

Division : BWCFDAD

Vital Description :

Section : BWCFDADPRCH

Record Title : Bid File

Revision : 7

Record Description : The Bid File consists of administrative documents regarding Invitations to Bid(s) and Requests for Proposal(s). The file contains the following items: competitive bid checklist and all documents described in the competitive bid checklist; final copy of RFP or ITB; any addendums to bid, DAS Request to Purchase email; BWC approval to issue letter; signed confidentiality agreements; supplier Q & A; bid opening log; final scoring; supplier award letter and copy of the signed contract.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain in the Procurement Unit four years after the Bid opening, move to offsite storage. Retain contracts for goods for the length of the contract plus 5 years. Retain contracts for services for the length of the contract plus 9 years, and then destroy.	Possible litigation and audit purposes	Paper	Shred
Retain in the Procurement Bid File on I drive for the length of the contract plus 5 years and then destroy. Retain contracts for goods for the length of the contract plus 5 years. Retain contracts for services for the length of the contract plus 9 years, and then destroy.	Possible litigation and audit purposes	Electronic	Delete

Approvals

Status	Name	Title	Date
Approved	Jeff Hitch	Records Coordinator	8/14/2018 9:13:00 AM
Approved	Sarah Huffman	Records Officer	8/15/2018 9:31:00 AM
Approved	Bunnie Jones	Record Administrator	9/7/2018 2:24:00 PM
Approved	Fred Previts	State Archivist	9/10/2018 12:51:00 PM
Approved	Martin Meeks	State Auditor	9/10/2018 1:43:00 PM

Notes

Date	Reason	User