GA - GAC
Rules and Regulations of the State of Georgia
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Subject 665-2-13 RECORDS

Rule 665-2-13-.01 Record Maintenance

Except where state law provides to the contrary, after the award of a contract, the purchasing records of an agency are public documents, and these documents shall be maintained for a period of three years after the expiration date of the contract. Record retention shall be in accordance with the Georgia Records Act (O.C.G.A. § 50-18-90et seq.).

Rule 665-2-13-.02 Records

(1) The agency or GTA shall identify each paper or electronic contract record individually so it can be readily located and referenced.
(2) The agency or GTA shall document all purchase transactions. As applicable, each paper or electronic record shall include:
(a) Requisition;
(b) Required approval to proceed with acquisition;
(c) Original offers if in writing, or written documentation of verbal offers received;
(d) Worksheets/evaluations;
(e) Distribution list, if used;
(f) Written justification for waiver or emergency purchase;
(g) Evaluation of offers received;
(h) Copy of purchase order(s) or certification to agency authorizing placing of order;
(i) Related correspondence;
(j) Reason(s) for receiving only one offer in response to a solicitation;
(k) Negotiated contracts.
(3) After award of contract all material in the contract record, except confidential information, shall be open to interested persons, by appointment during normal office hours in accordance with the Georgia Open Records Act.