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 or 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 Electronic copies

Authority: CRIMS

CRIMS – Common Secondaries

No.	Function Specific Secondary	ACT	DIS
41	Requisitions (Valued at $2500 or less) Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
42	Requisitions (Valued at $2500 and above) Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
43	Tenders (Valued at $2500 and above) Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
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
46	Request for Proposals (RFP) Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
47	Request for Proposals (RFP) Evaluations Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
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
49	Master Standing Offers (MSO) Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
50	Master Standing Offers (MSO) Evaluation Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
51	Individual Standing Offers (ISO) Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
52	Individual Standing Offers (ISO) Evaluation Covered under function specific secondary # 56 Limited Call for Bids and # 57 Open Call for Bids	N/A	N/A
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
54	Vendor Information RECINDED Rationale: Not a current business process of PPA.	N/A	N/A
55	New 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	New 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	New 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	New 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