Series Title (Agency Series #): Description, Retention (Legal Citation)
Client Intake Forms (OSCP14-001): Used to collect initial client contact information and enter it into the INFOS system. Forms show primary client information, household information, and family information. Information includes client name, social security number, income, housing type, education, service date, and related data.
Retention: Retain 4 years. (2003-0038/007)
Competitive Bid Records (OSCP14-006(a) and OSCP14-006(b)): Records documenting the publicizing, evaluation, and awarding of bids to contractors. Provides recorded evidence of accepted and rejected bids. Records include original request for proposals with addendums, notice of open competitive bid, bid rating records, bid acknowledgements, contractor RFP responses (includes bid, organization identification and transmittal sheet, and bid evaluation score sheet), and related correspondence.
Retention: OSCP14-006(a) Accepted bids: retain 6 years after awarded or cancelled; OSCP14-006(b) Rejected bid or bid exemptions: retain 2 years. (MOAR 166-150-0110(10b,c))
Contract Administration Records (OSCP14-004): Documents the management of contractor activities and payments for all DCHS contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, data entry screens, contract routing form, copy of contract, certificates of insurance, contractor information (bankruptcies, lawsuits, etc), and related correspondence.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
Contract Compliance Monitoring Records (OSCP14-020): Documents the departments monitoring of contractors' compliance with department, state, and federal requirements. Records include annual independent audits of contractors, annual audited financial statement of contractor, contractor information sheet, contract budgets, quarterly budget expenditure comparison report, insurance certificates, monthly expenditure reports, compliance review, worker's compensation insurance statements, correspondence, and related records.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
Contractor Cultural Competency Records (OSCP14-005): Documents contractor's compliance with OSCP requirements that services be culturally diverse and appropriate to their clientele. Records include plan (which shows contractor history, mission, scope of services, accessibility to services, training, culturally appropriate/specific services, outreach programs, and attachments); OSCP plan evaluation, correspondence about plan reviews and revisions, and letter of plan acceptance.
Retention: Retain 2 years after plan superseded or obsolete. (2003-0038/010)
Individual Service Delivery Forms (OSCP14-003): Used to input client services received from contractors into the INFOS system. Forms show contractor code, program code, client name and number, date, service code, hours of service, number of contacts, and service exit information.
Retention: Retain 4 years. (2003-0038/009)
Informal Quotes (OSCP14-019(a) and OSCP14-019(b)): Documents solicited quotations for purchases that do not require competitive bidding (less than $50,000 and not involving capital construction) as specified in PCRB 10.120. Records include written records of each quote, quotation tabulation forms (PD44), and requisitions (RX30). Information includes vendor name and address, name of vendor contact, price quote and delivery date, date of quote and how long quote is valid, terms, and specifications of the items being quoted.
Retention: OSCP14-019(a) Requirements quotes: retain 3 years; OSCP14-019(b) Other quotes: retain 2 years. (MOAR 166-150-0110(21))
Qualified Vendor Applications (OSCP14-007): Documents application and approval of vendors to provide specified contractual services on an ongoing, as-needed basis. Records include fiscal compliance reviews, reports of inconsistencies, application (showing organization identification and transmittal, power to contract, insurance certificate, organizational capacity, contractor job descriptions and personnel policies, accountability statement, by-laws, and review checklist), application approval, and related records.
Retention: Retain 6 years. (MOAR 166-150-0005(7))
Supplemental Client Information Forms (OSCP14-002): Used to input updated or expanded service information about clients into the INFOS system. Forms show contractor code and program code, client name and number, educational status, case management information, family history/status, and related data.
Retention: Retain 4 years. (2003-0038/008)