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  5. XI.2.G Submission and Retention of Bids/Proposals

XI. Procurement and Contract Management

Guide to Financial Operations

XI.2.G Submission and Retention of Bids/Proposals

XI. Procurement and Contract Management
Guide to Financial Operations

When submitting to the Office of the State Comptroller (OSC) contract transactions requiring OSC approval, State agencies are required to submit the complete procurement record and all documentation necessary for OSC to complete its review, including, but not limited to:

  • a certified bid tabulation;
  • an evaluation and selection report or summary;
  • a Single Transaction Summary (STS) or AC 340-S with funds reservation amount identified (if applicable);
  • the Request for Proposal (RFP) or Invitation for Bid (IFB);
  • the evaluation criteria; and
  • the winning bid or proposal.

Section 2.E - Submission of Agency Contracts and Amendments of this Chapter provides additional information.

The Office of the State Comptroller (OSC) in most cases does not require the submission of all unsuccessful bids or proposals as part of the procurement record submitted for contract or purchase orders subject to OSC review (see the examples below for exceptions). However, unsuccessful bids and other procurement documents must be kept on file at the agency. This requirement is intended to reduce delivery and handling costs for the agencies and OSC. OSC reserves the right to request and review any and all unsuccessful proposals.

Examples where submission of unsuccessful bids may be required:

  • If an IFB is used and a bid(s) has been rejected or disqualified, or the agency has received a bid protest, OSC requires that all relevant bids (winning, rejected or protested) be submitted with the contract and procurement record.
  • If an RFP is used, only the selected vendor's technical proposal should be submitted. However, for OSC to properly review the cost score analysis, all cost proposals, including those of the unsuccessful vendors, must be included in the procurement record submitted to OSC.
  • If an RFP is used and a proposal(s) is rejected or disqualified, or the agency has received a bid protest, OSC requires that all relevant proposals (winning, rejected or protested) be submitted with the contract and procurement record.

Guide to Financial Operations

REV. 02/12/2020