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VAAR PART 804 - ADMINISTRATIVE MATTERS


PART 804 - ADMINISTRATIVE MATTERS


PART 804--ADMINISTRATIVE MATTERS

TABLE OF CONTENTS

SUBPART 804.1--CONTRACT EXECUTION

§804.101

Contracting officer's signature.

SUBPART 804.2--CONTRACT DISTRIBUTION

§804.202-70

Distribution of construction contract files.

SUBPART 804.8--CONTRACT FILES

§804.805

Storage, handling, and disposal of contract files.

§804.870

Numbering contracts.

§804.871

Purchase order register.

§804.872

Contract records.

§804.873

Contract file.

§804.874

Contract working file.

PART 804 - ADMINISTRATIVE MATTERS

SUBPART 804.1 - CONTRACT EXECUTION

§804.101   Contracting officer's signature.

In the event a contracting officer's name and title has been typed, stamped or printed on the contract and the contracting officer is not available to sign the contract, a designee must be a contracting officer as specified in 801.602 and must have specific contracting authority to cover the contract to be signed.

SUBPART 804.2 - CONTRACT DISTRIBUTION:::

§804.202-70 Distribution of construction contract files.

SUBPART 804.8 - CONTRACT FILES:::

§804.805   Retention and disposal of contract files.

Contract files will be retained and disposed of as authorized by appropriate agency record control schedules.:::

§804.870   Numbering contracts.

Type of Contract

Letters

Construction

C

Procurement of books and periodicals for libraries and periodicals for other purposes

L

Supplies, equipment and services

P

Real estate

R

Vocational rehabilitation and education*

V

Sales - construction*

SC

Sales - real estate*

SR

Sales - all other*

S

*Included for informational purposes only.:::

§804.871   Purchase order register.

Purchasing activities utilizing the c.o.d. method of purchase when required to issue a purchase order to cover such transactions, as prescribed by 813.405-70, will establish and maintain by c.o.d. number, vendor, and commodity, a register of all such transactions. Transactions will be numbered consecutively on a fiscal year basis prefixed with the code 'c.o.d.' and suffixed with the fiscal year, e.g. c.o.d. 50-83. These transactions will be numbered in the fiscal year in which they are issued regardless of the date on which delivery is accomplished.:::

§804.872   Contract records.

Adequate and sufficient files will be maintained in the procuring office to support procurement action taken on bid invitations, contracts, negotiated purchases including small cash purchases and purchase orders transactions.:::

§804.873   Contract file.

§804.874   Contract working file.

Contracting "Working Files" other than those prescribed in §804.873 may be established when the contracting officer determines it to be administratively necessary to do so. These working files will contain only documentary copies necessary to the intended administrative function. When the construction contract is executed or approved by Central Office, the resident engineer also may establish such a "Working File." These working files shall be reviewed prior to the end of each month to determine that nothing contained therein is proper for inclusion in the official contract file. Upon completion of the contract work or delivery of supplies, original documents and other records which are not duplicated in the "Contract File" will be removed from the "Working File" and will be forwarded to the office maintaining the original contract. Copies of specifications, drawings, and other related papers maintained in the resident engineer's "Working File" will be transferred to the Chief, Engineering Service, upon completion of the contract.:::

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