1080 - CONTRACTS - GENERAL SERVICE
Records relating to the contracting of janitorial, maintenance, or other
program or operational services directly related to ongoing ministry or agency
activities. Includes individual general service contract case files and related
guidelines, award criteria, procedures, regulations, contract bid/tender
bonds and other records. 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 the contracting of administrative, clerical, professional or consultant
services, see primary 1070.
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 |
|
| 1080-00 |
Policy and procedures |
|
SO |
5y |
DE |
|
| 1080-01 |
General |
|
SO |
7y |
DE |
|
| 1080-02 |
Unsolicited offers of service |
|
CY+1y |
nil |
DE |
|
| 1080-03 |
Contractor eligibility lists |
|
SO |
nil |
DE |
|
| 1080-20 |
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 |
|
| 1080-21 |
Contracts - planning |
|
SO |
7y |
DE |
|
| 1080-23 |
Contracts - pre-award |
|
SO |
7y |
DE |
|
| 1080-25 |
Contracts - award |
|
SO |
7y |
DE |
|
| 1080-27 |
Contracts - implementation |
|
SO |
7y |
DE |
|
Primary-
Secondary |
Records Series |
|
OPR |
|
PIB/PUR |
| | |
A |
SA |
FD |
|
| 1080-29 |
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. |
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|
|
|
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