1. (1) Contract Administrator. DOC may appoint, in Writing, a Contract administrator as an DOC representative for each Contract. The Contract administrator may delegate in Writing a portion of the Contract administrator’s responsibilities to a technical representative for specific day-to-day administrative activities for each Contract.

2. (2) Documentation Requirements. Contract Administration documentation and level of detail should be directly related to the dollar value and risk of the procurement. Documentation of Contract Administration is a part of the procurement file, whether maintained with the procurement file or at a separate location. Contract Administration documentation must include:

   1. (a) An executed Contract, if maintained separate from the procurement file;
   2. (b) The record of the actions used to administer the Contract;
   3. (c) Contact information for the Contractor;
   4. (d) The name and contact information for the Contract administrator and any technical representative delegates, together with a description of duties delegated to any technical representative;
   5. (e) All executed amendments;
   6. (f) Claims related to the Contract;
   7. (g) Release of claims documents; and
   8. (h) Copies of invoices, project status reports, receiving records and Contract close-out documents, as applicable.

Statutory/Other Authority

ORS 179.040, 421.438, 423.020, 423.030 & 423.075

Statutes/Other Implemented

ORS 179.040, 421.438, 423.020, 423.030 & 423.075

History

DOC 11-2022, adopt filed 11/07/2022, effective 01/01/2023