AGENCY: Department of Transportation. Engineering & Operations. Project Development. Construction

SERIES: 10192
TITLE: Pre-award project files
DATES: ca. 1950-2015.
ARRANGEMENT: Alphanumerical by project number

DESCRIPTION: The Division of Construction creates these records to document projects that will be built by the department or by a contractor with department supervision. They include the information contractors need to bid on a project and what the Utah Department of Transportation (UDOT) needs to award the project. The records contain a notice to contractors, assignment orders, planholders list, Pre-bid attendance rosters, special provisions, bonds, insurance certificates, contracts, Right of Way memos, unofficial bid results, abstract of bids, concurrence memos, award letters, Disadvantaged Business Enterprise commitment memos, notice to proceed letters, receipt of certified mailing, and general correspondence. These are maintained by the Construction Division. When each project is finished these records are then merged into the permanent series 8660, Interstate and non-interstate project files.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 09/1993

FORMAT MANAGEMENT

Paper: For records beginning in 1950 through 2007. Retain in Office for 3 years after final voucher is paid and then transfer to series 8660.

Paper: For records beginning in 2008 and continuing to the present. Retain in Office until scanned and quality checked and then destroy.

Digital image: Retain in Office for 3 years after final voucher is paid and then transfer to series 8660.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. The unsuccessful bidder's Disadvantaged Business Enterprise commitment letters

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