3104.1 The Director of Procurement shall be responsible for establishment of contract files containing the records of each of the following:

1. (a) Each solicitation including canceled solicitations;
2. (b) All bids and proposals received;
3. (c) Each contract awarded; and
4. (d) Contract payments.

3104.2 The documentation in each contract file shall be sufficient to constitute a complete history of the transaction, in accordance with §1203.2 of chapter 12 of the D.C. Procurement Regulations.

3104.3 Each bid or proposal file shall be kept for a minimum of three (3) years, and shall contain the following information:

1. (a) The invitation (IFB) or request (RFP) number;
2. (b) The bid or proposal opening and closing dates;
3. (c) A general description of the procurement item(s) or service (s);
4. (d) The names of bidders or offerors contacted and the nature of the contact, as well as, the names of all bidders or offerors that respond to the solicitation; and
5. (e) The prices bid or proposed.

3104.4 In addition to the requirements of §3104.3, any other information required for bid or proposal evaluation also shall be entered into the abstract or record and be available for public inspection upon request.

3104.5 The following provisions of chapter 12 of the D C . Procurement Regulations ("DCPR") relating to contract files and the physical completion of contracts shall apply to procurement by the University:

1. (a) DCPR chapter 12, §1203.2;
2. (b) DCPR chapter 12, §§1203.4 through 1203.8;
3. (c) DCPR chapter 12, §1204; and
4. (d) DCPR chapter 12, §1205.

SOURCE: Final Rulemaking published at 39 DCR 2566 (April 10, 1992).