Request for Purchasing Approval, Authority

RDA No.

Series Description

Retention Event

Minimum
Retention &
Disposition

PII

Confidential

Use Case / Notes

Old RDA
No.  (If
Applicable)

PUR00007

Agencies are required to secure approval or authority from the State Bureau of Procurement to initiate procurements beyond the agency's delegated dollar level for a bid, request for proposal or sole source purchase; and, for the purchase of legal services or motor vehicles of any dollar amount per PRO-C-2 in the State Procurement Manual. In addition, per PRO-A-4. agencies are required to submit procurement plans to the State Bureau of Procurement for authorization of intended purchases. 

This record series covers the request for purchasing approval or authority (RPA) form, correspondence and related records and the documents associated with the procurement plan process between the state agency and the State Bureau of Procurement. Note: Agencies should use PUR00010 for its own internal records.  

End of
Resulting
Contract or, 
RPA or
Procurement
Plan Denial
Date

EVT + 6
Years
Then
Destroy

No

No

RPA Form and associated documentation; Procurement
Plans and related documents. 

State Bureau of Procurement
retains official record

90111