SOLICITATION RECORDS: PUBLIC IMPROVEMENT CONTRACTS

8501-01 (A)

Series is used to document the solicitation process for public improvement projects in compliance with state law and city code. Provides recorded evidence of accepted and rejected bids. Records may include: bid specifications, technical specifications, descriptive literature, work narratives, bond requirements, addenda, correspondence, proposals received, bid tabulations, bureau recommendations, recommendation to Council, copy of contract, bonds, insurance information, pricing information, and other similar material. Series may also include documentation of compliance with the bid awarding process, codes, terms of the contract etc. Series may also include plan holders lists, solicitation records, vendor responses, invitations to bid, informal quotes, request for information (RFIs), requests for quotations/proposals (RFQs; RFPs) and other similar types of records. The record copy of the contract itself is maintained by the City Auditor. Record Copy? Yes Vital Record? No Confidential? Until Notice of Intent to Award is issued or upon cancellation RETENTION: Retain accepted bids 10 years after substantial completion [as defined by ORS 12.135(3)] See 8501-01(D) for cancelled or rejected bids. AUTHORITY: OAR 166-200-0265[2][a]