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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

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8824 MWESB (Minority, Women, Emerging Small Business)

8824-01   Minority, Women, Emerging Small Businesses (MWESB) Project Records

Series tracks specific vendors on a particular project. Series is created to track minority participation on the individual phases of each project. Records includes information on the project, vendors, services, pre-bid records, requests for proposals (RFP), amount paid, status and other related data.

Retention: Project completion plus 2 years.
Record Copy? Yes

 

8824-02   Minority, Women, Emerging Small Businesses (MWESB) Questionnaires and Surveys

Series is created to build the reference and company portfolios. Series is used to extend outreach program and gather general reference data. Record includes name, address, specialization, licensing information, services provided, etc. Information may include summary data gathered from multiple questionnaires and surveys.

Retention: Until superseded
Record Copy? Yes

 

8824-03   Minority, Women, Emerging Small Business (MWESB) Pre-Qualification (Company Portfolio) Records

Series is created to introduce and track firms that are qualified to do business as MWESBs for bureau projects. Series is used mainly as a reference tool and provides specific detail on each business. Records include correspondence, portfolios, brochures, questionnaires, licensing information and other related data collected by bureau staff.

Retention: Retain as needed.
Record Copy? Yes

 

8824-04   Minority, Women, Emerging Small Businesses (MWESB) Work Plans

Series is created to document how work on bureau projects is to be done to include minority, women and emerging small business (MWESB) participation. Series is used in planning stages to ensure that minorities are involved in projects. Records include work plans on MWESB involvement. Records include scope of project, type of project, recruitment of minorities, etc.

Retention: Completion of project.
Record Copy? Yes

 

8824-05   Utilization/Participation Database

Series is used to track participation of minority firms on various bureau projects and programs. Series is created in response to program/city mandate of minority participation in Bureau of Environmental Services (BES) programs. Information includes vendor name, address, phone number and contact, type of service, award amount, amount paid, date of invoicing, and other related data.

Retention: Until superseded
Record Copy? Yes

 

8824-06   Utilization/Participation Reports

Series is created to summarize and distribute data from the utilization/participation database. Series is used to provide a progress report and document area of need/successes involving Minority, Women, Emerging Small Businesses (MWESB). Reports contain information on the vendor, projects, awards, invoicing and payments.

Retention: Duration of project plus two years- year-end report; 1 year- monthly and quarterly reports.
Record Copy? Yes