1065 - CONTRACTS - CONSTRUCTION
Records relating to the contracting of planning, design, construction,
maintenance, renovation, etc. of buildings, roads, highways, bridges, ferries
and other capital assets. Includes individual construction contract
case files and related guidelines, award criteria, procedures, regulations,
contract bid/tender bonds and other records. A construction contract
is defined in the Core Policy Manual as "a legal agreement between a ministry and a person or company whereby the ministry
agrees to pay for services. The contract "life-cycle" consists of five phases: planning,
pre-award, award, implementation and evaluation.
NOTE: Contract management and administration is an administrative
process common to all ministries. Contract case files are normally
filed in accordance with ARCS regardless of whether the contract is
for administrative or operational purposes. In some ministries or agencies,
where contract management practices or retention requirements vary significantly
from government-wide standards because of enabling or other legislation,
contractdocumentation may be classified in accordance with ORCS.
For building designs, plans and other supporting documentation, see primary
545.
For cheques and financial transactions, see primary 1050.
For Treasury Board submissions, see primary 1250.
non-OPR
NOTE: Offices will retain non-OPR copies of records for: SO nil
DE
Primary-
Secondary |
Records Series |
|
OPR |
|
PIB/PUR |
| | |
A |
SA |
FD |
|
| 1065-00 |
Policy and procedures |
|
SO |
5y |
SR |
|
| 1065-01 |
General |
|
SO |
7y |
DE |
|
| 1065-02 |
Unsolicited offers of service |
|
CY+1y |
nil |
DE |
|
| 1065-05 |
Contractor eligibility lists |
|
SO |
nil |
DE |
|
| 1065-20 |
Contract case files
NOTE: Offices should classify contract documentation under this secondary
unless they have sufficient volume to warrant classifying it in the secondaries
listed below. |
|
SO |
7y |
SR |
|
| 1065-21 |
Contracts - planning |
|
SO |
7y |
SR |
|
| 1065-23 |
Contracts - pre-award |
|
SO |
7y |
SR |
|
| 1065-25 |
Contracts - award |
|
SO |
7y |
SR |
|
| 1065-27 |
Contracts - implementation |
|
SO |
7y |
SR |
|
Primary-
Secondary |
Records Series |
|
OPR |
|
PIB/PUR |
| | |
A |
SA |
FD |
|
| 1065-29 |
Contracts - evaluation |
|
SO |
7y |
SR |
|
| SO = |
upon expiry of the contract and completion of any litigation
NOTE: While contract documentation may be filed in separate file folders
in order to facilitate access and retrieval, a "complete" contract file should
include copies of all the instruments used during the course of the contract.
Ministries and agencies should ensure that procedures are in place
to allow the accurate tracking of all contract documentation throughout the
lifecycle of the contract. Consistent use of standard coding will help in
this regard.
The main instruments used in contract management include:
Planning and Pre-award
- feasibility study
- planning document (terms of reference)
- contract approval request (or equivalent)
- required approvals
Award
- solicitation document (tender package, request for proposals)
- record of offers received
- contract
Implementation
- monitoring reports
- invoices
- payment requisitions
Evaluation
- post completion evaluation
NOTE: Contact your records officer if you have any questions regarding
file operations for contract files. |
|
|
|
|
|
