AGENCY: Department of Government Operations. Division of Purchasing and General Services

SERIES: 16591
TITLE: Solicitation files
DATES: 1977-
ARRANGEMENT: Alphanumerical by purchasing agent's initials and a control number.

DESCRIPTION: Each bid file is a unique compilation of documents that begins with a stated need for a good or service. Purchasing documents in the bid file may include the following items: Statewide Contract Coversheet, Master Bidder List, Requisition (RX), Request for Proposal (RFP), Request for Quotation (RFQ), Invitation to Bid (ITB), Statement of Interest (SOI), Statement of Qualifications (SOQ), Bidder's Response, Offerer's Response, and purchase orders. At the request of a state agency or upon determination of need by the Division of Purchasing, the bid process begins. Purchasing creates a Master Bidder List from their database and all eligible bidders are notified. When a bid closes, the Division of Purchasing creates a tabulation of bid proposals and forwards this information to the agency for their recommendation. When the agency returns the recommendation, a vendor is selected and notified, and a contractual agreement is signed. Purchasing also notifies all non-successful bidders and maintains the entire group of bid proposals in the bid file.

Thereafter, any state agency may purchase items from the vendor according to the terms and conditions outlined in the contract.


Retain for 12 year(s)




Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731

AUTHORIZED: 01/14/2021


Paper: Retain in Office for 1 year after close of fiscal year and then transfer to State Records Center. Retain in State Records Center for 11 years and then destroy.

Computer data files: Retain in Office for 12 years and then delete.


Administrative Fiscal Legal

These records are connected to the contract process captured in retention schedule #16593: Purchasing contracts, and are therefore following GRS-1731: Contract and lease records. All contracts cover a period of 5 years, so 7 years after the expiration of the contractual agreement equals a 12-year retention.




Protected. Utah Code 63G-2-305(2) and (6)(2018)