OAR 414-070-0310: Procurement Files

(1) Application. This rule applies to Procurement Files. (2) Required Documentation. All Procurement Files must contain: (a) All Written documents delivered to an Agency from the Department, whether the documents relate to approvals, revocations, orders, modifications, or other actions (Actions), related to the documents’ subject matter and Action; (b) An executed Contract, if awarded, and any Ordering Instruments and Amendments (collectively, Contract); (c) The record of the actions used to develop and administer the Contract; (d) A copy of the Solicitation, if any; (e) The Contract Administrator and any delegates; (f) Any required findings or statement of justification for the selection of the Provider and sourcing method according to ORS 279A.200 through 279A.220 (Cooperative Procurement); 279B.055 through 085 (seven methods for Supplies and Services); 279C.100 through 279C.125 (Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services); or ORS 279C.300 through 279C.450 (Public Improvements); (g) Documentation of Contract Administration according to OAR 414-070-0300 and if required by the selected procurement method: (A) A list of prospective Providers notified of any Solicitation; (B) The method used to advertise or notify prospective Providers; (C) A copy of each Offer that resulted in the Award of a Contract; (D) The record of any Negotiation of the Statement of Work and results; (E) All information describing how the Provider was selected, including the method and basis for awarding the Contract; (F) A copy of the Request for Special Procurement, if any; (G) Documentation related to Cooperative Procurements according to OAR 137-027-0290. (3) Time Period. The Department must maintain Procurement Files, including all documentation, for a period in compliance with OAR 166-300-0015(8) and any other applicable laws.