ORCA 6/13/2019 - Laserfiche WebLink

6.0 CONTRACT ADMINISTRATION AND MANAGEMENT 6.1 Authority to Execute and Administer Contracts. The Regional ORCA Operations Team (ROOT) Agency is duly authorized to award, execute and modify contracts with the Systems Integrator (SI) and with other ORCA Vendors. Said contracts provide that no Agency shall be liable to the contractors for more than its applicable percentage share, of the total amounts due the contractors. The ROOT Agency shall solicit proposals and bids and award and administer the SI and other ORCA Vendor contracts related to the ORCA System within the budgets adopted by the Joint Board. The ROOT Agency shall follow its established procurement policies and procedures, and unless otherwise approved by the Joint Board, and shall be responsible for administration of such contracts. 6.2 Contract Administration and Management. The Agencies agree it is essential to have efficient processes and procedures for administering contracts with the SI and other ORCA Vendors. This Section 6.0 describes the general contract administration and management activities and actions that are to be managed or taken by the ORCA Director, the ROOT Agency, the Regional Program Manager, or by the Agencies. The Agencies intend that the authorities of the ROOT and Joint Board are to be generally consistent with the usual grants of authorities for administration of contracts awarded by a public agency, notwithstanding the fact that the ROOT Agency may have specific policies and practices related to contract administration that are different from the other Agencies. 6.2.1 The ORCA Director shall make all decisions except those decisions identified in this Agreement that are made by the Joint Board or governing bodies of the Agencies consistent with the level of monetary expenditure authorized by the Joint Board. The ORCA Director, ROOT contract management staff, and the ORCA Project Team, will monitor the performance of ORCA Vendor contracts and maintain a contract management system that ensures that the contractors perform in accordance with the terms, conditions and specifications of their contracts. 6.2.2 The Agencies acknowledge that it is essential the contract administration and management staff and the ORCA Project Team serve as communication conduit with the SI or other ORCA Vendors. The Agencies and members of the Joint Board shall refrain from communicating directly with the SI or other ORCA Vendors, unless specifically designated by the ORCA Director or Regional Program Manager. However, each Agency may communicate directly with ORCA Vendors as necessary for specialized applications or Agency-specific integrations. 6.2.3 The SI and other ORCA Vendor contracts shall be administered by the ORCA Project Team's Regional Program Manager during the development and implementation of the ORCA System and by the ORCA Director after transition to operations. 6.2.4 Contract Documentation for SI and other ORCA Vendors contracts will be maintained by the ROOT Agency on behalf of the Agencies. Any Agency may request copies of the Contract Documentation. If an Agency receives a public disclosure request for any of the materials in the Contract Documentation, the Agency will forward the request to the ORCA Director, who shall administer the request in accordance with the ORCA Public Records Disclosure Policy. 6.2.5 The ORCA Director may delegate specific activities required to perform contract administration or contract management functions to various members of the ROOT. 15