RRDS Contracts and Agreements

Records Retention & Disposition Schedule

Contracts & Agreements

Schedule Number: 166-450-0020


Bids and Awards Records
Schedule Number: 166-450-0020 (1)

Records document the procurement process including advertising,
evaluation and award of bids to vendors or agencies and provide evidence of accepted and rejected bids for services and products. Records may include but are not limited to:

Accepted and rejected bids records,
Advertising records such as requests for information (RFI's) and request for proposals (RFP's),
Bid and quote lists,
Bid specifications,
Comparison summaries,
Correspondence,
Notices of bid opening and award,
Selection of agents of record records,
Spreadsheets,
Tabulation worksheets,
Tally sheets.

Retention:
(a) Accepted improvement bids: 10 years after substantial completion
(b) Other accepted bids: 6 years after bid awarded or canceled
(c) Rejected bids or bid exemptions: 2 years

Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department

SEE ALSO: Purchasing Records


Contracts and Agreements
Schedule Number: 166-450-0020 (2)

Records document the negotiation, execution, completion, and termination of legal agreements, and the purchase and sale of land and buildings between the college and other parties. Records include but are not limited to:

Addenda,
Amendments,
Contract or agreement,
Contract review records,
Correspondence,
Exhibits,
Facilities scheduling,
Instructional services agreements,
Lease agreements,
Legal records,
Prevailing wage reports and other documentation furnished by the Bureau of Labor and Industry,
Title insurance policies and forms.

Retention: 
(a) Contracts or agreements documenting building construction, alterations, or repair: for life of structure
(b) Other contracts and agreements: 6 years after expiration

Disposition: transfer to College Operations/Budget Office
Responsbile unit: College Operations/Budget Office

SEE ALSO: Instructional Agreements and Records


Instructional Agreements and Records
Schedule Number: 166-450-0020 (3)

Records document the participation of the college in a variety of educational courses and programs. Records may document the contract or agreements as well as the administrative activities and student records concerned with these programs. 

Types of agreements may include:

  • Articulation agreements with high schools (2+2, Step Ahead, Alternative Education, GED/ELS, and High School Services), other community colleges, and four year institutions;
  • Instructional Services Agreements which document agreements between college and other entities, including the state government, for educational services; and
  • Short-Term Contracted Training Records which document non-degree, noncredit, short-term classes that enable persons in business, government, industry, or the general public to learn new skills or update existing skills.

Records may include but are not limited to:

Class lists,
Contracts or agreements,
Correspondence,
Course and credit records,
Flyers,
Payment records,
Registration records,
Reports,
Transcripts,
Working files,
Related documentation.

Retention:
(a) Working papers: Until contract is finalized
(b) Other records: 6 years after expiration of contract

Disposition: transfer to Records Center, destroy
Responsbile unit: creating office or department


Personal Service Contracts
Schedule Number: 166-450-0020 (4)

Records document contractual agreements made by the college with individuals or firms for service rendered. Records may include but are not limited to:

Addenda,
Contractor selection statements,
Contracts,
Correspondence,
Exhibits,
Expense records,
Justification statements,
Proposals.

Retention: 6 years after expiration
Disposition: transfer to Records Center, destroy
Responsbile unit: creating office or department


Software Licensing Agreements
Schedule Number: 166-450-0020 (5)

Records document computer software licensing agreements. Records may include but are not limited to licensing agreements for word processing, database managing, and other software programs used in offices and classrooms. The contracts may include but are not limited to name of the software; ISBN number; name of the publisher; licensee name, title, department, and office location; institution name and address; authorized signature; and related documentation. Records may also include statistical reports on the number of students using the licensed programs and the number of hours in use.

Retention: 6 years after expiration
Disposition: transfer to Records Center, destroy
Responsbile unit: creating office or department

SEE ALSO: Software Management Records


Title and Deed Records
Schedule Number: 166-450-0020 (6)

Records document the real property acquired or sold by the college.
The records may include but are not limited to:

Correspondence,
County recorder's plat descriptions,
Earnest money receipts,
Easement details,
Memoranda of understanding,
Property deeds,
Public hearing notices and minutes,
Purchase agreements,
Sales agreements,
Title abstracts,
Working papers.

Retention: permanent
Disposition: transfer to Archives
Responsbile unit: College Operations/Budget Office