INFORMAL SOLICITATION RECORDS: NON-PUBLIC IMPROVEMENT CONTRACTS

8501-01 (C)

Series is used to document the competitive informal solicitation process for non-public improvement projects in compliance with state law and city code. Formal contracting dollar limits are set by Oregon Statutes or, in some cases, by the Auditor of the City of Portland on a yearly basis. Series includes contracts for goods and non-professional services. Series is also used to document the solicitation process for professional, technical and expert (PTE) services. Minimal documentation is retained by the procuring organization and may include a bid tabulation sheet or a PTE services worksheet, verification of a City of Portland business license, and proof of insurance. Other related records may include: descriptive literature, specifications, correspondence, proposals received, pricing information, or any information pertinent to the process utilized to determine the most advantageous offer. Record Copy? Yes Vital Record? No Confidential? Until offers are tabulated and a vendor is notified of award RETENTION: Retain accepted bids 6 years after award. See 8501-01(D) for cancelled or rejected bids. AUTHORITY: OAR 166-200-0265[2][a]