8503-01       BIZ TRACK SYSTEM

Series is created to track the procurement process from inception through the life of the project. Series replaces the Bid Book and is used to replicate hard copy and to provide reference information for staff to query system and track procurement processes. System and databases may include information on good faith efforts, contractor information, notes, information contained in contracts (contractor name, contract number, purchase order number, council action, dates, etc.), information on contractors (name, phone, address, contact, etc.). Series includes MWESB (Minority, Women and Emerging Small Businesses) Databases, Annual Supply Database, Bid History Databases and other similar databases.

 

Record Copy? Yes

Vital Record?  Yes

Confidential? Yes

 

RETENTION: Data related to procurement activity must be retained in compliance with retention schedules listed here in sections 8501 and 8503. Retain system program documentation 1 year after system superseded or obsolete

 

AUTHORITY: OAR 166-200-0060(2)

 

8503-02(A)     BIZ TRACK REPORTS -- ANNUAL

Series is created by staff to document annual activities. Series is used by staff to track issues and report on specific queries of the Biz track system. Records are customized reports and may include information on contract, compliance, contractors, and other related fields from Biz Track System.

 

Record Copy? Yes

Vital Record?  No

Confidential? No

 

 

RETENTION: Annual Report: Permanent

 

AUTHORITY: OAR 166-200-0010(3)

 

8503-02(B)    BIZ TRACK REPORTS – OTHER THAN ANNUAL

Series is created by staff to document general activities. Series is used by staff to track issues and report on specific queries of the Biz track system. Records are customized reports and may include information on contract, compliance, contractors, and other related field from Biz Track System.

 

 

Record Copy? Yes

Vital Record?  No

Confidential? No

 

RETENTION: Reports other than annual: 2 years

 

AUTHORITY: OAR 166-200-0010(2)

 

 

8503-03     EEO CERTIFICATION RECORDS

Series is created to provide a central record for compliance/non-compliance information on contractor.  Series is used to determine EEO certification and ability to meet requirements of  City Code requirements.  Series tracks information on specific contractors.  Records include correspondence, notes, EEO certification, references to specific cases, workforce data, statement of non-discrimination and vendor lists.

 

Record Copy? Yes

Vital Record?  No

Confidential?  No

 

RETENTION:  3 years after last date of certification.

 

AUTHORITY:  OAR 166-200-0090(15)

  

8503-04    USER PROFILE RECORDS

Series is created to track users of the computerized procurement system. Series is used to authorize access to specific areas of the system. Records include name, contact information, user ID, edit screens, etc.

 

Record Copy? Yes

Vital Record?  No

Confidential? ConsultCityAttorney

 

RETENTION: 3 years after superseded or obsolete

 

AUTHORITY: OAR 166-200-0060(3)