Bid and Competition Selection Records

Records that document the procurement process for equipment and service valued in excess of $5,000.00. File may include acquisition specifications; acquisition justification studies and explanations; requests for proposal (RFP); request for invitations to bid (RFI's); requests for quotes (RFQ's); vendors proposals and bids; bid tabulation sheets and records for all bids received; departmental requisition; competitive quotes; correspondence; and other related records.

Category

Finance

Maintainer

Finance Division

Retention Period

Retain Capital Improvement Projects for eleven years after completion then dispose of. Retain all other records seven years after completion then dispose of.

Citations

O.C.G.A. 9-3-51; O.C.G.A. 9-3-24; O.C.G.A. 11-2-725

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008