| (a) In compliance with Government Code, §441.1855
and the Act, a state agency shall maintain sufficient records and
reports to verify compliance with Government Code, §2155.083,
the Act and these rules, including:
(1) each contract entered into by the state agency
by the agency pursuant to the Act and these rules;
(2) all contract solicitation documents related to
the contract;
(3) all documents that reflect and identify the basis
for any agency decisions relating to a procurement, including actions
taken which deviate from requirements or recommendations in the state
procurement manual or contract management guide;
(4) all purchase orders, change orders, and invoices
associated with the contract;
(5) all contract amendments, renewals, or extensions
executed by the agency; and
(6) all other documents necessary to record the full
execution and completion of the each contract.
(b) Pursuant to Government Code, §441.1855, a
state agency may only destroy the contract and documents only after
the seventh anniversary of the date:
(1) the contract is completed or expires; or
(2) all issues that arise from any litigation, claim,
negotiation, audit, open records request, administrative review, or
other action involving the contract or documents are resolved.
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