AGENCY: Department of Human Services. Office of Fiscal Operations

SERIES: 82422
TITLE: Procurement records
DATES: 1985-
ARRANGEMENT: Numerical by procurement number thereunder alphabetical by offeror/contractor's name

DESCRIPTION: The official procurement record for all procurement actions published/approved by the purchasing agent in the Office of Fiscal Operations, Bureau of Contract Management. Includes procurement records for canceled solicitations and hard copy, late responses to solicitations. Each procurement file is a unique compilation of documents that begins with a need for a client service. The procurement documents in the file vary but may include the following items: the original solicitation, (if published on the State of Utah's (State's) electronic bidding system, the solicitation may have to be accessed on the State's electronic bidding system), hard-copy responses received, both timely and late, (responses submitted electronically through the State's bidding system may have to be accessed on the State's bidding system; untimely electronic responses are rejected by the bidding system and will not be available), evaluation committee conflict of interest disclosure statements, score sheets, bid tabulations, award recommendation(s), and notice(s) of award and/or non-award. This series also includes any debriefing requests and/or protests filed pursuant to a DHS procurement action, records related to the handling and resolution of each, including any decisions rendered in the matter.

RETENTION

Retain for 7 year(s) after expiration of contractual agreement

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731

AUTHORIZED: 08/28/2015

FORMAT MANAGEMENT

All Formats: Retain in Office for 1 year after contracts awarded and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

APPRAISAL

Administrative Fiscal

Division of Purchasing and General Services Series #16591

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-309 (Confidentiality claims); UCA 63G-2-305(6) (Disclosure of which would impair governmental procurement proceedings)

Private. UCA 63G-2-302(1) (Tax Id Numbers and/or Social Security Numbers)