Procurement File Documentation for Reasonable Accommodation Acquisitions - 708

State agencies shall document the procurement file with required procurement/contract-related information. Medical and/or confidential information must not be contained in the procurement file.

Federal and State law requires that certain information in connection with the reasonable accommodation process must be kept confidential. This includes the fact that an accommodation has been requested or approved and information about functional limitations. It also means that any employee of a state department who obtains or receives such information is strictly bound by these confidentiality requirements. State agencies should ensure to the extent possible that these requirements are met during the reasonable accommodation process, including the procurement/acquisition process so that any reasonable accommodation related information that is disclosed will be no more than is necessary to process the request.