Or. Admin. R. 274-005-0050 - Contract File
(1) The Director of Veterans' Affairs (director) will maintain as a public record a list of those individuals who are authorized to sign personal service contracts on behalf of the director.
(2) The director will maintain a file and complete record of all personal service contracts and the administration and development of contract negotiations. The contract file will include:
(a) Statement of agency justification for the contract;
(b) Written justification for negotiation in lieu of competitive procurements when negotiation is used for personal service contracts in excess of$75,000 per agreement per fiscal year.
(3) For contracts in excess of $75,000 per fiscal year, the contract file will include the following:
(a) A copy of the request for proposal;
(b) List of prospective contractors who were requested to submit proposals;
(c) Method used to advertise/notify other possible prospective contractors;
(d) A copy of each proposal
(e) Method of evaluating proposals;
(f) Record of negotiations and results;
(g) How the contractor was selected, including the basis for awarding the contract; and
(h) Resulting contact, if awarded; and
(i) A completed Form W-9, Payer's Request for Taxpayer Identification Number and Certification, as applicable.
(4) For contracts of $75,000 or less, the contract file will include the following:
(a) The names of firms or individuals and cost estimates/quotations considered;
(b) The basis for selection of the contractor;
(c) How reasonableness of price was determined; and
(d) A completed Form W-9, Payer's Request for Taxpayer Identification Number and Certification, as applicable.
The Form(s) referenced in this rule is not printed in the OAR compilation. Copies are available from the agency.
Stat. Auth.: Ch. 214, OL 1997, ORS 406.030, ORS 407.115 & ORS 407.125
Stats. Implemented: Ch. 214 OL 1997, ORS 407.115 & ORS 407.125
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