Department of Transportation
Chapter 731
Division 146
GENERAL PROVISIONS RELATED TO PUBLIC CONTRACTING
731-146-0030
Procurement Files
(1) Application. This Rule applies to Procurement Files as defined in this section. “Procurement Files” means any of the following files maintained by ODOT: a solicitation, Contract, Price Agreement, work order contract, amendment or Contract Administration file, separately or collectively.
(2) Procurement File documentation and level of detail should be directly related to the dollar value and risk of the procurement. Each Procurement File must contain:
(a) An executed Contract, if awarded;
(b) The record of the actions used to develop the Contract;
(c) A copy of the Solicitation Document, if any;
(d) Any required findings or statement of justification for the selection of the Contractor and sourcing method pursuant to ORS 279A.200 through 279A.220 (Cooperative Procurement); 279B.055 through 279B.085 (seven methods for Goods or Services); 279C.100 through 279C.125 (Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying and Related Services); or 279C.300 through 279C.450 (Public Improvements);
(e) A list of prospective Contractors notified of any solicitation;
(f) The method used to advertise or notify prospective Contractors of any solicitation;
(g) Copy of each Offer that resulted in the Award of a Contract;
(h) The method of evaluating Offers, the results of the evaluation, and basis of selection;
(i) The record of any negotiation of the statement of work, costs, and results;
(j) A record of any material communications regarding the solicitation by interested Contractors; and
(k) A copy of the Request for Special Procurement, if any.
(3) ODOT must maintain Procurement Files, including all documentation, for a period not less than six (6) years, except for ten (10) years beyond each Contract’s expiration date for Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services and Related Services or for another period in accordance with another provision of law.
Statutory/Other Authority: ORS 184.619, 279A.065(5)(a) & 279A.070
Statutes/Other Implemented: ORS 279A.050, 279A.065(5) & 279A.070
History:
DOT 1-2019, amend filed 02/21/2019, effective 02/21/2019
DOT 4-2011, f. 12-22-11, cert. ef. 1-1-12
DOT 5-2005, f. & cert. ef. 8-23-05
DOT 3-2005(Temp), f. 2-16-05, cert. ef. 3-1-05 thru 8-27-05