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|Policy Title:||Contract Administration|
|Approved By: DHS Chief Administrative Officer||
Approved Date: 02/28/2007
Description: Provides requirement to attend Contract Administration training for those DHS employees responsible for contract administration duties.
Purpose/Rationale: Describes Department of Human Services (DHS) policy for effective Contract Administration. DHS has the responsibility to maintain the integrity of its programs by applying a high degree of professionalism and stewardship towards its activities associated with monitoring the performance and obligations of its contractors and providers.
Applicability: This policy applies to all DHS employees responsible for monitoring and approving the performance and obligations of DHS contractors and providers.
Failure to Comply: Poor contract administration can result inappropriate payments; ie payment for services and good that are not delivered or do not meet DHS standards. This potentially compromises the safety of the customers and clients we serve. Further implications include a loss of credibility with the public; elimination of delegated authority to contract by the Department of Administrative Services (DAS); legislative intervention and legal action brought against the DHS.
Additionally, Contract Administrators, can be held personally financially liable if convicted of violating any provision of ORS 279A.140. Fines range from not less than $500 to not more than $3,000.
DHS contractors must comply with all performance requirements, laws, rules, and general provisions specified in their executed contract with DHS. DHS is responsible for monitoring contractor performance. DHS staff assigned to monitor contractor performance are DHS’ Contract Administrators.
Managers, who have authority to bind and obligate DHS through the execution of contracts in accordance with DHS Policy 040-010 must ensure staff assigned as Contract Administrators have attended Contract Administration training. To register for this training you may go to: http://www.dhs.state.or.us/training/
Contract Administration - OAR 125-246-0110(33), "Contract Administration" means all functions related to a given Contract between an Agency and a Contractor from the time the Contract is awarded until the Work is completed and accepted or the Contract is terminated, payment has been made, and disputes have been resolved. Contract Administration includes Amendments.
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Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330