(1)The Director of Veterans’ Affairs (director) will maintain as a public record a list of those individuals who are authorized to sign personal service contracts on behalf of the director.
(2)The director will maintain a file and complete record of all personal service contracts and the administration and development of contract negotiations. The contract file will include:
(a)Statement of agency justification for the contract;
(b)Written justification for negotiation in lieu of competitive procurements when negotiation is used for personal service contracts in excess of $75,000 per agreement per fiscal year.
(3)For contracts in excess of $ 75,000 per fiscal year, the contract file will include the following:
(a)A copy of the request for proposal;
(b)List of prospective contractors who were requested to submit proposals;
(c)Method used to advertise/notify other possible prospective contractors;
(d)A copy of each proposal;
(e)Method of evaluating proposals;
(f)Record of negotiations and results;
(g)How the contractor was selected, including the basis for awarding the contract; and
(h)Resulting contact, if awarded; and
(i)A completed Form W-9, Payer’s Request for Taxpayer Identification Number and Certification, as applicable.
(4)For contracts of $75,000 or less, the contract file will include the following:
(a)The names of firms or individuals and cost estimates/quotations considered;
(b)The basis for selection of the contractor;
(c)How reasonableness of price was determined; and
(d)A completed Form W-9, Payer’s Request for Taxpayer Identification Number and Certification, as applicable.
Rule 274-005-0050 — Contract File,