Administrative records (GA28)

Tendering

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The activities involved in receiving and assessing tenders, of making offers for and finalising contract arrangements for the supply, sale or purchase of goods and services.

See the relevant function/Policy or the relevant function/Procedures for records relating to policies or procedures regarding Tendering , e.g. use Equipment & stores - Policy for records relating to policies regarding Tendering for equipment.

See Contracting-out for records relating to contracts for outsourcing the operations or arranging, procuring and managing the provision of services by an external consultant or contractor once the tender has been decided.

No	Description of records	Disposal action
21.0.1	Records relating to the development, issue, evaluation and review of tenders. Records include: records of planning for the tender minutes or notes of meetings Statements of Requirements Requests for Proposals Expressions of Interest Requests for Tender (RFT) draft contracts records of arrangements for carrying out the evaluation process evaluation reports recommendations final reports public notices records of post offer negotiations records of due diligence checks.	Retain minimum of 7 years after tender process completed, then destroy
21.0.2	Records relating to unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Records include: submissions notifications of outcome reports on debriefing sessions.	Retain minimum of 2 years after action completed, then destroy
21.0.3	Records relating to contracts resulting from tenders and supporting records. Records include: correspondence and records of negotiations including minutes or notes of meetings draft versions of contracts or agreements containing significant changes/alterations or formally circulated for comment final, approved and signed versions of contracts or agreements records of variation or review of contracts or agreements. Note: Specialty contracts include contracts under seal and deeds to property. Note: In some cases the agreement may specify retention periods for records relating to the agreement or the fulfilment of conditions of the agreement. In these cases the 'expiry of the agreement' should be interpreted to include the fulfilment of these retention periods or conditions. Note: Limitation periods for contractual agreements or arrangements may be longer in other States. These may need to be taken into account when assessing retention requirements for intrastate agreements or arrangements.	(A) For specialty contracts: Retain minimum of 12 years after expiry or termination of agreement or after action completed, whichever is later, then destroy (B) For standard contracts or agreements: Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is later, then destroy
21.0.4	Summary records created to facilitate the management of contracts or tenders, e.g. contract registers, tender registers. Note: With paper-based registers, retain minimum of 7 years after last entry in the register. With electronic registers, retain minimum of 7 years after last update or amendment to an entry, or after data has become obsolete, then destroy.	Retain minimum of 7 years after action completed, then destroy

21.0.1

Description of records

Records relating to the development, issue, evaluation and review of tenders. Records include:

records of planning for the tender
minutes or notes of meetings
Statements of Requirements
Requests for Proposals
Expressions of Interest
Requests for Tender (RFT)
draft contracts
records of arrangements for carrying out the evaluation process
evaluation reports
recommendations
final reports
public notices
records of post offer negotiations
records of due diligence checks.

Disposal action

Retain minimum of 7 years after tender process completed, then destroy

21.0.2

Description of records

Records relating to unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Records include:

submissions
notifications of outcome
reports on debriefing sessions.

Disposal action

Retain minimum of 2 years after action completed, then destroy

21.0.3

Description of records

Records relating to contracts resulting from tenders and supporting records. Records include:

correspondence and records of negotiations including minutes or notes of meetings
draft versions of contracts or agreements containing significant changes/alterations or formally circulated for comment
final, approved and signed versions of contracts or agreements
records of variation or review of contracts or agreements.

Note: Specialty contracts include contracts under seal and deeds to property.
Note: In some cases the agreement may specify retention periods for records relating to the agreement or the fulfilment of conditions of the agreement. In these cases the 'expiry of the agreement' should be interpreted to include the fulfilment of these retention periods or conditions.
Note: Limitation periods for contractual agreements or arrangements may be longer in other States. These may need to be taken into account when assessing retention requirements for intrastate agreements or arrangements.

Disposal action

(A) For specialty contracts:

Retain minimum of 12 years after expiry or termination of agreement or after action completed, whichever is later, then destroy

(B) For standard contracts or agreements:

Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is later, then destroy

21.0.4

Description of records

Summary records created to facilitate the management of contracts or tenders, e.g. contract registers, tender registers.
Note: With paper-based registers, retain minimum of 7 years after last entry in the register. With electronic registers, retain minimum of 7 years after last update or amendment to an entry, or after data has become obsolete, then destroy.

Disposal action

Retain minimum of 7 years after action completed, then destroy

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