RETENTION NOTES: RELATIONSHIP WITH ACCOUNTS PAYABLE RECORDS - In a local government in which purchasing and accounts payable records (see item number 1025-26) are maintained by the same individual or department, duplicate copies of a record need not be created and/or retained to satisfy the retention requirements of this section if the record is used in documenting both the ordering and procurement of and payment for goods and services. In such instances retention requirements for accounts payable records prevail over those noted in this section.

1075-01 BIDS AND BID DOCUMENTATION.

a) Successful bids and requests for proposals, including invitations to bid, bid bonds and affidavits, bid sheets, and other similar supporting documentation. RETENTION: FE of award + 7 years

RETENTION NOTE: If a formal written contract is the result of a successful bid or request for proposal, the successful bid or request for proposal and its supporting documentation must be retained for the same period as the contract. See item number 1000-25.

b) Unsuccessful bids. RETENTION:  2 years

c) Informal bid records, such as requests for quotations or estimates for the procurement of goods or services for which state law or local policy does not require the formal letting of bids. RETENTION: 1 year (Exempt from destruction request requirement)

1075-02 INVENTORY RECORDS (PARTS AND SUPPLIES). RETENTION: 1 year (Exempt from destruction request requirement.

1075-03 PURCHASE ORDER AND RECEIPT RECORDS.

a) Purchase orders, requisitions, and receiving reports. RETENTION:  FE + 7 years

b) Purchasing log, register, or similar record providing a chronological record of purchase orders issued, orders received, and similar data on procurement status. RETENTION: FE + 3 years

c) Packing slips and order acknowledgments. RETENTION: 1 year (Exempt from destruction request requirement).

d) Vendor and commodity lists. RETENTION: US (Exempt from destruction request requirement).