Maricopa Community Colleges

Public Stewardship

Purchasing/Procurement

 

NO.   RECORD SERIES
YR.
 REMARKS
Supersedes schedule dated May 16, 2011
1 Contract and lease records (including requests for quotes (RFQ)/requests for purchase (RFP)/requests for information (RFI), recap sheets, scores, awards, bonds, certificates of insurance, W-9 forms, and other related records)
6
 After fiscal year contract fulfilled, canceled or revoked
2 Unsuccessful bids (if filed separately from contract records)
3
 After fiscal year received but no more than 6 years after fiscal year contract fulfilled, canceled or revoked
3 Late received bids (including modifications, withdrawals and other related records)
1mo
 After vendor notified (bids may be returned to vendor in lieu of destruction)
4 Canceled solicitation records
1
 After fiscal year canceled but not more than 5 years after fiscal year canceled
5 Vendor lists (including active, potential or registered vendors)
-
 After superseded or obsolete
6 Purchase order records (if issued under contract)
6
 After fiscal year created or received
7 Protest records (if filed separately from contract records)
5
 After fiscal year resolved
8 Credit memos
5
 After fiscal year created or received
9 Oral and written quotations (for purchases for which a contract is not required)
5
 After fiscal year created or received
10 Vendor records (records about vendors and suppliers providing goods and services to the agency including name and address of vendor or company, description of goods and services provided, catalogs, promotional and advertising materials, product specification sheets, copies of price quotations and other related records) 5 After fiscal year superseded or obsolete