Or. Admin. R. 813-006-0035

Current through Register Vol. 63, No. 8, August 1, 2024

Section 813-006-0035 - Contracting Procedure and Responsibility

The procedures for screening and selection of personal service contractors, relating the responsible parties to their actions, are as follows:

(1) Consultants -- Action: Submit qualifications, credentials, costs estimates, project approach and other pertinent information relating to the project announcement.

(2) agency project manager -- Action:

(a) Determines that work on a project requires the services of a consultant;

(b) Prepares cost estimate for contract;

(c) Determines type of selection and screening process to be used to select a contractor and obtains approval of Director or his/her designee to begin contracting process for consultant services;

(d) Maintains a file on the selection and screening of applicants for consultant services;

(e) Notifies prospective contractors of projects for which Competitive Procurement or Small Purchase Procurement Procedures will be used as required by OAR 813-006-0025 or 813-006-0030;

(f) Completes screening and selection procedure and selects a contractor according to Department rules;

(g) Forwards draft of contract, Personal Service Contract Input Form, and Contractor Selection and Justification Statement for contracts over $2,500 to the Department's contract officer and to Director or his/her designee for approval;

(h) Forwards draft of contract that totals $25,000 or more to Attorney General for review and approval of legal sufficiency, unless contract form has previously been approved by Attorney General;

(i) Obtains contractor's signature on approved contract; and

(j) When notified by the contract officer, authorized contractor to begin work.

(3) agency Director or his/her designee -- Action:

(a) Approves each project's scope and budget and use of the contracting process;

(b) Makes direct and emergency appointments and grants exceptions as necessary and in accordance with Department rules;

(c) Approves/disapproves Personal Services Contracts and all subsequent amendments; and

(d) Signs approved contracts.

(4) agency contract officer -- Action:

(a) Reviews contract and selection process for compliance with Department rules and other applicable state and federal rules and regulations;

(b) Submits recommended contracts over $1,000 and required forms to Budget and Management Division, Executive Department for review and approval;

(c) Forwards one copy of final approved contract to contractor and retains a copy of the contract with original signatures for the Department's contract file;

(d) Notifies project manager when contractor may begin work.

Or. Admin. R. 813-006-0035

HSG 14-1987, f. & ef. 12-21-87; HSG 3-1989(Temp), f. & cert. ef. 6-8-89; HSG 6-1989, f. & cert. ef. 11-3-89; HSG 2-1991(Temp), f. & cert. ef. 8-7-91; HSG 8-1991, f. & cert. ef. 12-23-91

Stat. Auth.: ORS 90.800 - ORS 90.840, ORS 91.886, ORS 183, ORS 456.515 - ORS 456.723 & ORS 458.210 - ORS 458.650

Stats. Implemented: ORS 456.515 - ORS 456.720