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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100

email: parc@portlandoregon.gov

1800 SW 6th Ave, Suite 550, Portland, OR 97201

More Contact Info

8501 PROCUREMENT

8501-01(A)   Solicitation Records: Public Improvement Contracts

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 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.

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 166-200-0050(9) 
Record Copy? Yes
Vital Record? No
Confidential? Until Notice of Intent to Award is issued or upon cancellation

 

8501-01(B)   Formal Solicitation Records: Non-Public Improvement Contracts

Series is used to document the competitive formal solicitation process for non-public improvement projects in compliance with state law and city code.  Provides recorded evidence of accepted bids.  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. Often, but not always, referred to as annual requirements contracts. Series is also used to document the solicitation process for professional, technical and expert (PTE) services.  Bid pouches and related records may include: contract specifications, technical specifications, descriptive literature, work narratives, addenda, correspondence, proposals received, pricing information, bid tabulations, bureau recommendations, recommendation to Council, copy of contract, bonds, insurance information, and other similar material.  Series may also include documentation of compliance with the awarding process, codes, terms of the contract, etc. Series may also include plan holders lists, solicitation records, vendor responses, invitations to bid, 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. 

Retention: Retain accepted bids 6 years after award. See 8501-01(D) for cancelled or rejected bids.
Authority: OAR 166-200-0050(9)
Record Copy? Yes
Vital Record? No
Confidential? Until Notice of Intent to Award is issued or upon cancellation

 

8501-01(C)   Informal Solicitation Records:  Non-Public Improvement Contracts

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.

Retention: Retain accepted bids 6 years after award.  See 8501-01(D) for cancelled or rejected bids.
Authority: OAR 166-200-0050(9)
Record Copy? Yes
Vital Record? No
Confidential? Until offers are tabulated and a vendor is notified of award

  

8501-01(D)   Solicitation Records: Cancelled and/or Rejected After Process Completion

Series consists of proposals, correspondence, bids and related records received from contractors that are not awarded a given contract as a result of the solicitation process. Submissions from contractors that are awarded a contract, as well as records of the overall bid solicitation are maintained in 8501-01 (A) or 8501-01 (B) above.  This series also includes records related to bid solicitations that are cancelled with no contract being awarded.

Retention: Retain 2 years after bid is cancelled or rejected.
Authority: OAR 166-200-0050(9)
Record Copy? Yes
Vital Record? No
Confidential? Until bid is cancelled or rejected

 

8501-03     Vendor Purchase Orders

Series consists of purchase orders for products/services to the vendors. Series is used to authorize and acknowledge a purchase to a vendor and encumber city funds. Record contains description of service/supply, amount of purchase, required delivery date, authorization signature and purchase order number. Series may include Purchase Requisitions and/or limited backing material.  This series is not to be confused with or used as a substitution for 8501-01(A), 8501-01(B) or 8501-01(C).  Purchase orders are filed separately from bid pouches or informal documentation for ease of reference while active.  Bid pouches or informal purchase documents must refer to the purchase order numbers and must contain all materials pertaining to the procurement process as described.

Retention: 3 years after annual CAFR issued
Authority: OAR 166-200-0050(22)
Record Copy? Yes
Vital Record? No
Confidential? No

 

8501-04   Software License Records

Records document that software license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include but are not limited to software purchase records, software inventories, software licenses, site licenses, and correspondence.

Retention: 2 years after software disposed of or upgraded
Authority: OAR 166-200-0060(11) 
Record Copy? Yes
Vital Record? No
Confidential? No

 

8501-08   Vendor Pre-Qualification Records

Series consists of documents used in the pre-qualification process. Records include application or resume, bureau reviews, reference checks, notes and correspondence. Record includes consultant lists.

Retention: 6 years following date of pre-qualification determination.
Authority: OAR 166-200-0050(9)
Record Copy? Yes
Vital Record? No
Confidential? No

 

8501-09   Contract Compliance Records

Series is used to track compliance activities and to determine if a project is in compliance with the requirements at the time of submission, award, and during the life of the project.  Series is created to meet code requirements and to ensure that the contract is working within expected guidelines.  Records may include documentation of good faith efforts, initial submissions, subcontractor plans, contract information, monthly reports, correspondence, spreadsheets, printouts, audit documentation and notes.  Includes workforce training records, MWESB (Minority, Women and Emerging Small Business) contract and contractor utilization reports.

Retention: 6 years after contract expires; 10 years after substantial completion [as defined by ORS 12.135(3)] for construction contracts
Authority: OAR 166-200-0135(4)
Record Copy? Yes
Vital Record? No
Confidential? No