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Administrative Policy & Procedures Manual » PaCS Manual » 300 Procurement and Contract Services.
Procurement and Contract Services
Section 304: Construction Contracting
Effective: 04/27/2005
To ensure proper documentation and record keeping for all campus construction projects.
All competitively bid (through PaCS) campus construction projects.
OSU must maintain a record of complete information regarding building infrastructure, materials used, and operating and maintenance information for any equipment or systems installed, and all specified warranties. All competitively bid construction projects contain a requirement for the contractor to provide official "Record Documents" before Oregon State University (OSU) formally accepts a project.
Upon completing a construction project, the contractor is required as a condition of the contract, to submit the project Record Documents. Once all documents have been received and approved, a letter of "Project Acceptance" is sent to the Contractor. Only Procurement and Contract Services (PaCS) is authorized to sign the letter of final acceptance.
PaCS is also responsible for reporting to the Oregon University System acceptance of construction projects solicited under the OUS Administrative Rules that govern construction contracting.
Upon completion of a construction project, the contractor prepares two sets of Record Documents for submittal to the appropriate Construction Manager, who reviews them for compliance with the project plans and specifications. The Construction Manager notifies PaCS that the project is ready for final acceptance, and forwards the Record Documents for PaCS review.
PaCS reviews the project specifications to ensure all required warranties have been included in the Record Documents. If all materials have not been provided, PaCS contacts the Construction Manger who works with the Contractor to make any required changes or provide missing documents.
Original warranties are pulled from the Record Documents and are filed with Facilities Services for possible use during the warranty period. One complete set of the Record Documents is forwarded to Facilities Services for permanent record storage in the document vault. The second set of the Record Documents goes to the Shop section of Facilities Services for maintenance purposes or to the affected auxiliary unit (University Housing & Dining Services, Athletics, and Memorial Union) for their use in maintenance of the completed project.
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