OAR 125-246-0556
Procurement Files


(1)

Application. This Rule applies to Procurement Files, as defined in OAR 125-246-0110 (Definitions).

(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 (Definitions for ORS 279A.200 to 279A.225) through 279A.220 (Interstate cooperative procurements) (Cooperative Procurement); 279B.055 (Competitive sealed bidding) through 085 (seven methods for Supplies and Services); 279C.100 (Definitions for ORS 279C.100 to 279C.125) through 279C.125 (Architectural, engineering, photogrammetric mapping, transportation planning and land surveying services selection process for local public improvements procured through state agency) (Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services); or ORS 279C.300 (Policy on competition) through 279C.450 (Appeal procedure for decision to deny, revoke or revise prequalification) (Public Improvements);

(g)

Documentation of Contract Administration according to OAR 125-246-0555 (Contract Administration; General Provisions) 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)

A record of all material Communications regarding the Solicitation by interested Providers according to OAR 125-246-0635 (Authorized Agency and Provider Communications);

(F)

All information describing how the Provider was selected, including the method and basis for awarding the Contract;

(G)

A copy of the Request for Special Procurement, if any;

(H)

Documentation for a Federal Program purchase according to OAR 125-246-0360 (Purchases Through Federal Programs); and

(I)

Documentation related to Cooperative Procurements according to OAR 125-246-0400 (Cooperative Procurement; Purpose, Policy, and Definitions).

(3)

Time Period. The Agency must maintain Procurement Files, including all documentation, for a period in compliance with OAR 166-300-0015 (Administrative Records)(8) and any other applicable laws. Procurement Files must be made immediately available for review upon the request of the Department.
125‑246‑0100
Application
125‑246‑0110
Definitions
125‑246‑0120
Policies
125‑246‑0130
Application of the Code and Rules
125‑246‑0135
Solicitation Templates
125‑246‑0140
Procurement Authority
125‑246‑0150
Applicability of These Rules to Agencies
125‑246‑0165
Delegation Policy and Procedures
125‑246‑0170
Delegation of Authority
125‑246‑0200
Affirmative Action
125‑246‑0210
Subcontracting to and Contracting with Emerging Small Businesses
125‑246‑0220
Governor’s Policy Advisor for Economic and Business Equity
125‑246‑0300
Preference for Oregon Supplies and Services
125‑246‑0310
Reciprocal Preferences
125‑246‑0314
Disabled Veterans Preference
125‑246‑0316
Lighting Preference Relating to Mercury
125‑246‑0318
Oregon Employment Preference
125‑246‑0319
Federally Funded Transit Projects — Preference for Exceeding Federal Buy America Requirements
125‑246‑0320
Recycling
125‑246‑0321
Recycling Policy
125‑246‑0322
Preference for Recycled Materials
125‑246‑0323
Recycled Paper and Paper Products
125‑246‑0324
Recycling: Food Service and Food Packaging
125‑246‑0330
Supplier Requirements
125‑246‑0333
Independent Contractors
125‑246‑0335
Authority and Standards for Personal Services Contracts
125‑246‑0345
Procedures for Personal Services Contracts
125‑246‑0350
Approval of Personal Services Contracts
125‑246‑0351
Acquiring Services before Obtaining Requisite Approvals of a Personal Services Contract
125‑246‑0353
Reporting Requirements for Personal Services Contracts
125‑246‑0360
Purchases Through Federal Programs
125‑246‑0365
ORS 190 Agreements (Intergovernmental)
125‑246‑0400
Cooperative Procurement
125‑246‑0500
Oregon Procurement Information Network (ORPIN)
125‑246‑0555
Contract Administration
125‑246‑0556
Procurement Files
125‑246‑0570
Reinstatement of Expired Contract
125‑246‑0576
Payment Authorization for Cost Overruns for Services Contracts
125‑246‑0580
Dispute Resolution
125‑246‑0600
Ethics in Public Contracting
125‑246‑0605
Ethics
125‑246‑0610
Appointments to Advisory Committees
125‑246‑0615
Nonretaliation
125‑246‑0620
Specifications
125‑246‑0621
Anti-Trust Laws
125‑246‑0625
Sole-Source
125‑246‑0630
Fragmentation
125‑246‑0635
Authorized Agency and Provider Communications
125‑246‑0800
Selling or Leasing Supplies and Services
125‑246‑0900
Penalties
Last Updated

Jun. 8, 2021

Rule 125-246-0556’s source at or​.us