(A) Record keeping is an integral part of contract administration and is especially important when considering any contract changes including, but not limited to, change orders and claims/dispute resolution. Adequate records must be maintained to document the need for changes and to establish pricing for extra work. The primary goal of project records is to ensure that documentation exists for the acceptance of materials and work items for both quality and quantity. The basis of acceptance for quality, the method of measurement and the basis of payment are established by the specifications. The records shall indicate that work was accomplished, what inspections and tests were made and the results. The DOE must ensure that each item in the contract is documented sufficiently to satisfy an audit. Documentation is also required for work performed by utilities that is to be paid on a force account basis. Documentation shall also demonstrate that the contract was administered in compliance with the general provisions of the contract and specs, e.g., wage rates, equal employment opportunity, safety and the like.
(B) Project records shall always be available for inspection by appropriate personnel. The DOE staff, EEO Contract Compliance Coordinator/Officer and Prevailing Wage Coordinator will periodically review the level and completeness of project documentation. Should the level of documentation not exist to the satisfaction of the reviewer, he or she shall inform the CE in writing the specific findings and required remedies. If within a specified period of time the documentation has not been improved, the CE may request reimbursements to any involved consultant be withheld until such time as documentation improves. Additionally, the CE may request that the consultant not be permitted on construction contracts in the future.
(Ord. 131-05, passed 10-17-2005)