Filing contractor tender returns

Filing contractor tender returns

Tender returns contain business sensitive information and personal data and must be stored out of sight at all times. The Archive Officer (Projects) provides secure storage of these records once they are no longer required for evaluation, when they are documented on the records database and will go on to be transferred to College Archives and Corporate Records Unit (ACRU) at project close.

  • Tender returns are held by the Category Manager (Finance) until the return of the signed tender report. 
  • Electronic version are uploaded to Project Filing 7.01 by the Category Manager (Finance). 
  • Once the tender report has been signed, all physical copies, including any electronic storage media, of the tender returns are transferred to the Archives Officer (Projects).
  • The Project Manager must ensure the tender report is filed in Section 7.01 of the hard and soft copy project filing.
  • Information Manager informed of tender report by Quantity Surveyor (Estates Projects).
  • The Archives Officer decants the documents from any binders or envelopes and stores them in a locked cabinet on 5th floor Sherfield.
  • The returns are logged on the ReMAS records database and a copy of the report is sent to the Project Manager.

Contract diagram

Project close out

Unsuccessful tenders are retained for one year or project close-out, whichever is later. Secure destruction is arranged by the Archives Officer (Projects) upon approval by the Project Manager.

Successful tenders are transferred to ACRU after project close-out, for 12 year retention.

Filing contractor contracts

The returned signed main works contract is delivered to Quantity Surveyor (Estates Projects) for checking.

The Category Manager (Finance) then signs two copies, and saves an electronic copy of the signed document in Project Filing Section 7.04.

One hard copy is sent to contractor by courier/hand delivered.

A full set of the hard copy documents are handed to the Archives Officer (Projects), along with any supporting CD’s/electronic media, for secure storage on Level 5 Sherfield for the project duration.

The Archives Officer (Projects) logs all documents received onto the ReMAS records database and sends a copy of the report to the Senior Supplier, Project Manager, Category Manager and Quantity Surveyor.

Access to the documents during the project period is to be arranged with the Archives Officer (Projects), so that all loaned records can be documented and monitored for their return.

Project close out

Following receipt of the F13 (End of defects) the contract is transferred to ACRU to be archived for 12 years in line with the College Retention Schedule.