Competitive Bid Procurement Process

UCLASS Primary: SS575 – Procurement Services

Retention Rule Number: Specific Retention Rule 2010.01

Function/Activity: To document the procurement of goods and services through the competitive bid process including single and sole source applications.

Description/Type of Records: Requests for quotation (RFQ), proposal (RFP), pre-qualification or information (RFI), expressions of interest (EOI), invitations to bid or tender, invitation for response, vendor submissions, proposals, quotes and bids, bid tabulation sheets, proposal evaluation matrix, purchase orders, purchase requisitions, drafts and copies of contracts and agreements, correspondence with vendors.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Supply Chain Management
Unsuccessful competitive bids: Retain for 2 years from the end of the bid process. Confidentially shred or delete
Successful competitive bids: Retain for 7 years either from the end of the contract (for bids resulting in contracts) or from the close of the bid process (for non-contract bids). Confidential shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Faculties and Departments Administrative units Retain until the contract has expired, or until superseded. Confidential shred or delete


Access to this series shall be limited to those with the authority for the following purposes:

  1. File and/or case management
  2. Evaluation of the application
  3. Legal review
  4. Research (at the discretion of the Director, Supply Chain Management)
For Offices of Primary Responsibility (OPR):
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part)).

Records Management Instructions:
Offices of Primary Responsibility (OPR):
Original contracts and agreements must be forwarded to Legal Services.

Approval Information:

  • Vivian Mizera, Associate Director, Procurement Services
  • Jo-Ann Munn Gafuik, Access and Privacy Coordinator
  • Bonnie Woelk, University Records Committee (Chair)

28 June 2013