Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0020 - Contracts and Agreements

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the contracts and
				agreements of community colleges. Retention periods apply to the official copy
				of all public records, regardless of medium or physical format, created or
				stored by the above specified agencies. Please note the exceptions to this
				General Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Bid and Award
			 Records
: Records document the procurement process including advertising,
			 evaluation and award of bids to vendors or agencies and provide evidence of
			 accepted and rejected bids for services and products. Records may include but
			 are not limited to bid and quote lists; notices of bid opening and award;
			 comparison summaries; spreadsheets; tabulation worksheets; bid advertising
			 records such as requests for information (RFI's) and request for proposals
			 (RFP's); tally sheets; bid specifications; requests for qualifications (RFQs);
			 invitations to bid (ITBs); records of accepted and rejected bids; selection of
			 agents of record records; and correspondence. SEE ALSO: Purchasing Records.
			 (Minimum retention: Accepted agency improvement bids: 10 years after
			 substantial completion; Other accepted bids: six years after bid awarded or
			 canceled; Rejected bids or bid exemptions: two years after bid awarded or
			 canceled).
(2)
Contracts and
			 Agreements
: Records document the negotiation, execution, completion, and
			 termination of legal agreements, and the purchase and sale of land and
			 buildings between the college and other parties. Records include the official
			 contract or agreement; amendments; exhibits; addenda; facilities scheduling;
			 lease agreements; title insurance policies and forms; legal records; contract
			 review records; instructional services agreements; prevailing wage reports and
			 other documentation furnished by the Bureau of Labor and Industry; and
			 correspondence. (Minimum retention: Contracts or agreements documenting
			 building construction, alterations, or repair: 10 years after substantial
			 completion; Other contracts and agreements: six years after
			 expiration).
(3)
Instructional
			 Agreements and Records
: Records document the participation of the
			 college in a variety of educational courses and programs. Records may document
			 the contract or agreements as well as the administrative activities and student
			 records concerned with these programs. Types of agreements may include
			 Articulation Agreements with high schools (2+2, Step Ahead, Alternative
			 Education, GED/ELS, and High School Services), other community colleges, and
			 four year institutions; Instructional Services Agreements which document
			 agreements between college and other entities, including the state government,
			 for educational services; and Short-Term Contracted Training Records which
			 document non-degree, non-credit, short-term classes that enable persons in
			 business, government, industry, or the general public to learn new skills or
			 update existing skills. Records may include but are not limited to contracts or
			 agreements; registration records; class lists; payment records; flyers; course
			 and credit records; transcripts; working files; reports; correspondence; and
			 related documentation. (Minimum retention: Working papers: Until contract
			 finalized; Other records: six years after expiration).
(4)
Personal Service Contracts
:
			 Records document contractual agreements made by the college with individuals or
			 firms for service rendered. Records may include but are not limited to
			 contracts; addenda; exhibits; justification statements; proposals; contractor
			 selection statements; expense records and correspondence. (Minimum retention:
			 six years after expiration).
(5)
Software Licensing
			 Agreements
: Records document computer software licensing agreements.
			 Records may include but are not limited to licensing agreements for word
			 processing, database managing, and other software programs used in offices and
			 classrooms. The contracts may include but are not limited to name of the
			 software; ISBN number; name of the publisher; licensee name, title, department,
			 and office location; institution name and address; authorized signature; and
			 related documentation. Records may also include statistical reports on the
			 number of students using the licensed programs and the number of hours in use.
			 [SEE: Software Management Records in Information Management Records section.]
			 (Minimum retention: six years after expiration).
(6)
Title and Deed Records
:
			 Records document the real property acquired or sold by the college. The records
			 may include but are not limited to purchase agreements; title abstracts;
			 easement details; public hearing notices and minutes; county recorder's plat
			 descriptions; memoranda of understanding; earnest money receipts; sales
			 agreements; property deeds; working papers; and correspondence. (Minimum
			 retention: Permanent).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005-192.170 &
				  357.805-357.895