Bid and Quotation Files (Over $5,000)
Arranged By:
Chronological by year
Application Number:
89-23
Item Number:
140.03
Purpose:
This record series consists of case files which document bid and procurement procedure of various commodities by the University as required by the Illinois Purchasing Act (Ill. Rev. Stat. 1989,. ch. 127, par. 132.1 et seq.). In addition, the documents serve as reference for monetary planning and legal inquiries. Contents of the record series differ from bid files involved with acquisitions under $5,000 by including advertisements in Illinois newspapers. A typical file contains specifications, bid lists, weekly quotes, newspaper receipts, quantity of product, vendor name, due date, register number, signatures, date of acquisition, delivery date, and payment terms. The Department of Food Services maintains the duplicate copies as the originals are located with the Illinois Department of Central Management Services. CMS maintains the record series for ten (10) years under the authority of State Records Application 79-111.
Procedure:
Retain in office for five (5) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
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