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All records shall be retained in accordance with OAR 137-047-0620. To facilitate contract file record keeping and reduce accounting and auditing difficulties in having dispersed contract files, each city department will maintain a complete file on all contracts executed on behalf of that department. Information to be included in the file shall include, at a minimum:

A. Any and all invitation for bids, requests for proposals, and any advertisements;

B. Council consent authorizing contract execution when applicable;

C. Copies of the signed contract, any required insurance certificates, bonds, or other bid security;

D. Any approved Local Contract Review Board waivers; and

E. List of who the solicitation documents were sent out to or the list of plan holders.

The City Recorder’s Office shall retain the original executed contract as well as original copies of any required insurance certificates, performance bonds, and payment bonds or other bid security. The department which is responsible for the procurement shall continually monitor insurance certificates to ensure the City remains an additional insured and that the other party has sufficient coverage. (Ord. 3013, added, 05/18/2010)

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