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.

Notes

Or. Admin. R. 274-005-0050

DVA 19-1982, f. & ef. 8-16-82; DVA 4-1992(Temp), f. & cert. ef. 4-1-92; DVA 8-1992, f. & cert. ef. 8-3-92; Renumbered from 274-005-0010; DVA 7-1993, f. 5-18-93, cert. ef. 5-21-93; DVA 5-1996, f. & cert. ef. 7-22-96; DVA 5-2000, f. & cert. ef. 4-24-00

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