RECORDS MANAGEMENT FLOWCHART
SRM IFB
SOLICITATIONS
SAP R3 RFQ
IFB
{Publish to SRM Portal}
MANDATORY
All Documents for Solicitation
Attached.
R3/SAP RFQ (IFB)
Establish CN#
All Documents for Solicitation
Attached to R3/SAP RFQ.
Send e-Alert and email to the incumbent
supplier(s) and any known potential bidders
directing them to the SRM Portal to download
the solicitation documents.
Send e-Alert and email to the incumbent
supplier(s) and any known potential
bidders directing them to eMarketplace to
download the solicitation from the DGS
website.
Receive Bid Responses though SRM Portal. Bidders
must attach all required documentation. Costs can
be entered 1 of 3 ways: per line item, per lot or by
attached cost spreadsheet.
Receive Bid Responses in Bid Room, in the
required electronic format, i.e. CD; and, if
requested, paper copies.
Commodity Specialist opens bid electronically
in Bid Room, provides a list of bidders and
follows Bid Opening Procedures.
Bid room provides list of bidders.
Commodity Specialist opens bid in Bid Room and
follows Bid Opening Procedures.
Commodity Specialist creates bid tab and BA/CC posts bid tab to eMarketplace.
Commodity Specialist creates follow-on
document.
SRM Contract (Number: 44#)/PO (Number: 43#)
All Documents for Contract/PO attached and
additional requirements for Records
Management, in accordance with the Document
Naming and Records Management Procedure.
Commodity Specialist creates R3/SAP Contract
(Number: 46#)/PO (Number: 45#)
All Documents for Contract/PO attached in SAP.
Scan into Onbase the additional documents in
accordance with the Document Naming and
Records Management Procedure.
Remember this includes, but not limited to the
following:

Unsuccessful bids, notes and working
papers, STD-21 documentation.
After Contract/PO fully executed:

Prepare the documents to be uploaded on eMarketplace and /or Treasury website.

Commodity Specialist to provide required documents for posting to the V: Contract Change Folder for
their respective team for review by their ACM. ACM will copy the documents to be posted into
internet Bid Folder and send email notification to BA /CC for posting. ACM will also place a copy of the
document changes in the V: Current Contracts Folder.
Continue to add additional documents to the contract file, and Records Managements or Onbase, during the life
of the contract, i.e. change notices, amendments, renewals, etc.

BA/CC will post the revisions with a copy of the newest version of the contract on eMarketplace and/or
Treasury as applicable.
Records Management Process Flow Chart 9/3/2010 Rev. 0
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RECORDS MANAGEMENT FLOWCHART
SRM RFP
SOLICITATIONS
SRM RFQ FROM ITQ
Complete SRM Solicitation (Number: 61#)
RFP
{Publish to SRM Portal}
MANDATORY
All Documents for Solicitation
Attached
Send e-Alert and email and any known potential
offerors directing them to the SRM Portal to
download the solicitation.
RFQ (Formal Process)
{Held Status in SRM}
All Documents for Solicitation
Attached
Send e-Alert and email to the prequalified suppliers for that
category directing them to
eMarketplace to download the
solicitation from the DGS website.
Receive Responses in Bid Room, in the required electronic format, i.e. CD; and, if requested, paper copies.
Save a copy of each offeror’s response provided in their electronic response in your designated working folder,
i.e. “U: drive” for DGS/BOP. Follow the File Naming Procedure when saving and naming your documents.

DGS/BOP uploads technical submittals to eRFP for evaluation.
After evaluation is complete and recommendation for selection is approved, assign a Contract/PO number in
SRM and place all documents relative to this solicitation:

DGS/BOP - In the V: Current Contract Folder under the SRM Contract/Purchase Order and save in
the Solicitation Document Folder for that Contract/PO; and

Upload into Records Management under the solicitation number, in accordance with the Document
Naming and Records Management Procedure for RFP/RFQ.
Complete SRM Contract
(Number: 44#)
All Documents for Contract and
RM Attached
Complete SRM Purchase Order
(Number: 43#)
All Documents for PO and RM
Attached

DGS/BOP: Save all Contract Documents in the V: Current Contracts Folder under the SRM
Contract/Purchase Order and save in the Contract Document Folder for that Contract/PO; and

Upload into Records Management under the Contract/PO number, in accordance with the
Document Naming and Records Management Procedure.
After Contract/PO fully executed:

Prepare the documents to be uploaded on eMarketplace and /or Treasury website.

Commodity Specialist move required documents for posting to the V: Contract Change Folder for
their respective team for review by their ACM. ACM send email notification to BA/CC for posting.
Continue to add additional documents to the contract file during the life of the contract, i.e. change notices,
amendments, renewals, etc.

BA/CC will post the revisions with a copy of the newest version of the contract on eMarketplace
and/or Treasury as applicable.
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RECORDS MANAGEMENT FLOWCHART
COSTARS
IFB
Create using BCMS {Templates}
Save to e-contract folder at
R:\Forms\COSTARS Completed.
Publish to DGS website
 COSTARS
 eMarketplace
Send eAlert and email to incumbent
supplier(s) and any known potential
bidders directing them to download the
solicitation from the DGS website.
Receive Bid Response(s) in Bid Room, in
the required hard-copy format. (Bidder is
also encouraged to include in its bid
package an electronic submission, i.e. CD.)
Commodity Specialist executes contract award in accordance with procedures.
Retain all electronic Contract documents in the e-contract
folder at R:\Forms\COSTARS Completed to be retained in
accordance with Records Management Policy. Includes,
but may not be limited to the following:
 Award Letter
 Contractor Responsibility Determination
 Bid Item Workbook
Scan the following hard-copy Contract documents to the
e-contract folder at R:\Forms\COSTARS Completed to be
retained in accordance with Records Management
Procedure. Includes, but may not be limited to the
following:
 Signed Bid/Contract Form (Executed Signature Page)
 Corporate Certification (if applicable)
 Small Business Certification (if applicable)
 Department of State Certification
 Manufacturer(s) Authorization (if applicable)
Remember this also includes, but is not limited to:
 Unsuccessful bids, notes and working papers.
After Contract fully executed:

Prepare the documents to be uploaded on COSTARS webpage.

Commodity Specialist will copy the documents to be posted into COSTARS Internet Posting Folder.

Systems Section will upload the documents to the COSTARS webpage and Treasury website.

Destroy hard-copy Contract file.
Continue to add additional documents to the e-contract file during the life of the contract, i.e. addendums,
renewals, product/price updates, etc.

The newest version of any product/price update will be posted to the COSTARS webpage.
Records Management Process Flow Chart 9/3/2010 Rev. 0
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