A. All procurement records shall be retained and disposed of by the city in accordance with records retention guidelines and schedules issued by the State of Arizona Department of Library, Archives and Public Records. If a contract is funded in whole or in part by assistance from a federal agency, then the records retention requirements of that granting agency shall be followed. Defacing or changing records is expressly prohibited and will result in disciplinary action. Records or documents are not to be removed from their normal location unless there is proper authorization.
B. All determinations and other written records pertaining to a solicitation, award, or performance of a contract shall be maintained by the city in a bid file by originating departments and the City Clerk's office.
(Res. 2008-011, passed 2-19-2008)