Description: Use for records related to acquiring goods and services for GNL. The Public Procurement Agency (PPA) is the Office of Primary Responsibility (OPR) as it is the central procurement unit for the GNL. PPA functions under the legislative provisions of the Public Procurement Act and the Public Procurement Regulations.

Filing Guidelines: Records are to be securely retained on site at Department until final disposition. It is the responsibility of the Departments to ensure all copies, regardless of media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.

Function: Financial Management

GNL OPR: Public Procurement Agency

Departmental OPR: Department of Finance

Retention: See table below

Disposition: Destroy

Media: Physical and/or electronic

Authority: CRIMS

CRIMS – Common Secondaries

No.	Function Specific Secondary	ACT	DIS
44	Quotes (Valued up to $2500 or less, excluding HST) Used for records relating to details of a purchase requirement by government staff valued at $2500 or less.	FY+1	D
45	Quotes (Valued at $2500 and above, excluding HST) Used for records relating to details of a purchase requirement by government staff valued at $2500 and above. Such requisitions are handled by PPA. Once departments submit their requisition to PPA, these records are deemed copies of convenience.	FY+1	D
48	Request for Information (RFI) Used for records relating to information used with conducting a RFI. RFs are used for to garner whether or not there is interest in the marketplace or to simply gather more information to address a particular sourcing issue for the GNL.	FY+1	D
53	Purchase Orders Used for records relating to the creation and management of purchase orders. A purchase order is a procurement tool used by GNL to purchase goods from a supplier (e.g. Standard, Blanket Standing Offer Release, Contract Standing Offer, Encumbered Contract Agreement, Direct Purchase Orders, and Travel Orders). Event Date equals Once Awarded.	ED FY+1	D
55	Request for Qualifications (RFQs) Used for records relating to an open call to pre-qualify suppliers for an upcoming procurement or to establish a pre-qualified supplier list for undetermined future procurements.	FY+1	D
56	Limited Call for Bids Used for records relating to information used to publish a limited call for bids to acquire from suppliers a response that is based on purchasing requirements created by procurement staff. Event Date (ED) equals retain until end of contract.	ED FY+2	D
57	Open Call for Bids Used for records relating to information used to post an open call for bids to acquire from suppliers a response that is based on purchasing requirements created by procurement staff.	FY+1	D
58	Corporate Purchasing Card (P-Card) Documents A P-Card is a Government-issued credit card used by employees to purchase goods and services (e.g. Reconciliation Package, P-Card Voucher(s), Purchase Receipt(s)/Invoice(s), P-Card Log and Bank Monthly Statement.	FY+2	D

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For more information please contact im@gov.nl.ca