BPS Procurement Directive Implementation Guidebook

10.3.6 Procurement Records RetentionDirective Mandatory Requirement #23: Procurement Records RetentionFor reporting and auditing purposes, all procurement documentation, as well as any other pertinentinformation must be retained in a recoverable form for a period of seven years.Organizations must have a written policy for handling, storing and maintaining the suppliers’ confidentialand commercially sensitive information.Organizations must retain all procurement documents as well as any pertinent information for reporting,auditing, and bid dispute resolution purposes.Types of documentation to be retained by Organizations include:• A copy of the procurement justification or business case;• Information about supplier consultations, including requests for information, undertaken in the process ofdevelopment of the procurement documents;• Evidence that all required approvals were obtained;• Copies of all procurement documents used to qualify and select suppliers;• Where procurement was conducted using a non-competitive method, justification, applicable exemptionsand associated approvals;• Copies of all advertisements of procurement documents;• Copies of all successful and unsuccessful submissions, including conflict-of-interest declarations and otherattached forms;• Information regarding any procurement process issues;• Information regarding evaluation of all submissions;• Information regarding all supplier debriefings, including written documentation of the offer of supplierdebriefing;• Copies of all award letters, notices and posted announcements;• Copies of all agreements;• Information regarding all changes to the terms and conditions of the agreement, including any changes thatresulted in an increase in the agreement price;• Information regarding supplier performance after agreement execution, including performance monitoringand management, as well as the knowledge transfer mechanisms;• Information regarding risk assessments and contingency plans;• Contractor security screening decisions;• Information regarding procurement-related protests, disputes or supplier complaints, including anyagreement disputes;• Evidence of receipt of the deliverables; and• Any other documentation related to procurement.Page 34