Subject 665-2-13 RECORDS
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.).
| (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:
| (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. |
