1070 - CONTRACTS - CONSULTANT/PROFESSIONAL
Records relating to the hiring of an individual or company for administrative,
clerical, professional or consultant services. Includes individual
contract case files and related guidelines, award criteria, procedures,
regulations, contract bid/tender bonds and other records. A
consultant/professional service contract as defined in the Core Policy Manual
"involves professional or management consulting services where the primary output is the provision of advice,
management feasibility studies, concept preparations, operational reviews
or design (e.g., consultants could be experts in the fields of engineering,
management, or finance)". 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, contract
documentation may be classified in accordance with ORCS.
For maintenance, janitorial and other services contracts, see primary 1080.
For secondment contracts, see primary
1385.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 |
|
| 1070-00 |
Policy and procedures |
|
SO |
5y |
SR |
|
| 1070-01 |
General |
|
SO |
7y |
DE |
|
| 1070-02 |
Unsolicited offers of service |
|
CY+1y |
nil |
DE |
|
| 1070-03 |
Contractor eligibility lists |
|
SO |
nil |
DE |
|
| 1070-20 |
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 |
DE |
|
| 1070-21 |
Contracts - planning |
|
SO |
7y |
DE |
|
| 1070-23 |
Contracts - pre-award |
|
SO |
7y |
DE |
|
| 1070-25 |
Contracts - award |
|
SO |
7y |
DE |
|
| 1070-27 |
Contracts - implementation |
|
SO |
7y |
DE |
|
Primary-
Secondary |
Records Series |
|
OPR |
|
PIB/PUR |
| | |
A |
SA |
FD |
|
| 1070-29 |
Contracts - evaluation |
|
SO |
7y |
DE |
|
| 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. |
|
|
|
|
|
