File Close Out

Each ministry will have specific processes and guidance on the administrative steps to close out a contract file.  There are documents from each stage of the procurement lifecycle that are generated and need to be retained.  Refer to the ministry links at the right or check with the ministry’s Procurement Specialist for ministry-specific templates, checklists, etc. before relying on the corporate guidance provided here.

If a ministry-specific checklist doesn’t exist, a corporate checklist of contract documents is available below and as a downloadable Word document. Note that this list is intended to describe everything that might apply; individual files may not include every document listed, and alternatively, may include some documents that are not listed.

The Government Records Service determines how long each of these records are required to be maintained; any questions on this should be directed to the applicable Ministry Records Officer.  

Plan

  • Needs analysis, cost-benefit analysis and/or feasibility study of proposed contract
  • Business case, if applicable
  • Prepared contract/project planning requirements and decision documents
  • Estimate of contract costs
  • Identification of risk and insurance requirements
  • Pre-approvals sought and given
  • Executive approval (if required)
  • File/contract/project number
  • Review of existing eligibility/pre-qualification list, if applicable

 

Pre-award

  • Solicitation process selected
  • Approval of formal change standard solicitation document (if needed)
  • Legal opinions, if applicable
  • Identification of award and evaluation criteria
  • Internal reference check process, if contract valued at $10 million or more
  • Solicitation advertisements including directed marketing
  • Solicitation documents and/or evidence of three quotes obtained, or documentation on grounds for direct award
  • Evaluation handbook template
  • Completed evaluation handbooks for each proponent / respondent, for both individual and consensus evaluations OR list of bidders with prices bid by each
  • Pre-bid/proponent meeting materials and sign-in sheets, if applicable
  • Solicitation acknowledgement form (if used)
  • Distribution and receipt of submission packages, if applicable
  • Secure financial guarantees (if used)
  • Submissions received and opened
  • Documentation of any submissions that missed mandatory requirements
  • All documents from the evaluation process (notes, scores, scoring summary, etc.)
  • Names of evaluation committee members (and qualifications if needed)
  • Record of reference checks (if used)
  • Direct award justification, if applicable
  • Copy of the Notice of Intent, if used

 

Award

  • Copy of letter to successful bidder/proponent/respondent
  • Copy of letter(s) to unsuccessful bidder(s)/proponent(s)/respondent(s)
  • Feedback provided to proponents/respondents
  • Documented responses to debriefings
  • Debriefing notes, if applicable
  • Pre-work discussions/work plan confirmation
  • Contract finalization items/terms/scope of work
  • Insurance certificates/documents
  • WorkSafeBC letter of good standing, if applicable
  • Financial guarantees and documentation (if needed)
  • Copies of any required certifications
  • Copy of signed contract

 

Manage

  • Copies of monitoring notes/inspection reports
  • Project plans/schedules
  • Performance measurement guidelines, forms, etc.
  • Correspondence from the contractor (letters, e-mails, etc.)
  • Progress reports submitted by the contractor
  • Invoice copies processed against the contract
  • Summary of all payments made against the contract
  • Contract modifications, extensions or amendments
  • Cancellation and dispute resolution materials (if needed)
  • Copies of records identifying receipt of deliverables
  • Notices to comply, stop work orders, termination letters (if used)
  • Copies of site inspections or visits to contractor’s facility
  • Minutes of progress meetings attended by the contractor
  • Copies of waivers of moral rights (if needed)
  • Copies of non-disclosure agreements (if needed)

 

Close out

  • Contract evaluation (especially if over $50,000) specific to deliverables, contractor performance and internal government team performance
  • Any final documentation shared with contractor
  • Lessons learned
  • Copies of internal reports related to Agreement on Internal Trade data collection requirements

 

Relationship Management

  • Information requests and responses
  • Activities to increase vendor community knowledge
  • Training provided to the vendor community (contact the Procurement Services Branch if customized vendor training is desired)