Bid and Quotation Files (Under $5,000)
Arranged By:
Numerical by file number
Application Number:
89-23
Item Number:
140.04
Purpose:
This record series consists of case files which document bid and procurement procedures 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 include specifications, 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 90-86.
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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