Contracts Management Guide - Texas Comptroller of Public Accounts

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Appendix 3 Pre-Solicitation Conference Guidelines Objective: A pre-solicitation conference is sometimes required to clarify specifications. It may be essential for potential bidders to visit the site prior to submitting a bid. Typically, the program staff, in conjunction with the Purchasing Department, determines if a pre-solicitation conference is necessary. If a pre-solicitation conference is necessary, the solicitation document must include: � Exact physical location, including room number. � Date and time of conference. The date must allow sufficient time for bidders to receive and review the solicitation prior to the conference. Typically, this is 7-10 days after the solicitation is published. If the conference is mandatory, the following statement must be included in the solicitation. "Failure to attend the pre-bid conference will result in disqualification of the solicitation." Typically, the purchaser conducts the conference. The purchaser provides: � A recording device (optional) � A sign-in sheet for attendees � Additional copies of the solicitation The conference begins as follows: � Purchaser's opening remarks such as the purpose of the conference, requisition number and title of the procurement. � Announce conference is being recorded, if applicable. Advise attendees to turn off or turn to vibrate any cell phones or pagers. � Remind everyone to sign in, especially for mandatory conferences. � Introduce agency representatives. � Introduce attendee's. (optional depending on number attending conference) � Review solicitation by section or page and ask for questions regarding each section and/or page. (Do not read the RFP word for word – summarize and allow for questions) � Take notes of any addendum items or significant discussions. � Site inspections may be conducted prior to or after the solicitation review, depending on the circumstances, but prior to close of the conference. After site inspections all attendee's should return to conference room to ask any questions as a result of the site inspection. � Recap – Discuss and confirm the items to be included in addendum, if any. Remind attendees that oral changes are not official until they are included in an addendum. � Collect sign-in sheets. Note: Usually attendees want copies of the sign-in sheets. If possible, make copies for attendees prior to the end of the conference. After the conference: � Keep recorded conference minutes in the contract file as official documentation of the meeting. The minutes may or may not be transcribed. � Purchaser prepares addendum with input from the program staff. Program staff will review for accuracy prior to mailing. � Purchaser will determine if there is sufficient time until bid opening or if bid date should be extended. � Mail or fax addendum to attendees if needed. � Send copy of addendum to program staff. If architectural or engineering plans are involved, advise program staff to provide a copy to the Architect or Engineer so they can provide copies to the plan rooms. � Post addendum on the Electronic State Business Daily. 105
[Solicitation No.] [Solicitation Title] [Vendor Name] 1. Execution of Proposal – Signed 2. HUB Subcontracting Plan Appendix 4 Administrative Review Checklist 3. Submitted original and required # of copies 4. Addenda Acknowledged 5. Mandatory Pre-Bid Conference Attendance (if applicable) 6. Proposal Content Company Information Experience and Qualifications Compensation and Fees References Licenses/Certificate SOLICITATION RESPONSIVE 106 Yes No Yes No
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STATE OF TEXAS CONTRACT MANAGEMENT
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Exhibit C to RFP Template Compensat
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THIS GUIDE: • Provides practical
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Contract Management Framework Effec
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Contract Management: This refers to
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Vendor: a business entity or indivi
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(2) all direct or indirect pecuniar
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een granted portal membership right
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A central agency, such as DIR, plan
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The level of risk associated with e
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• Request for Information (RFI) -
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• Open Enrollment Contracts. Pote
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TASK SUGGESTED LEAD TIME FROM CONTR
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(4) The Guide offers recommendation
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Preparing the Solicitation fter an
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• Expansion of an existing instal
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COMMON TYPES OF PAYMENT Payment Typ
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Quantity The solicitation document
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HIGH Level of Importance LOW Source
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Further discussion on contract moni
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The Electronic State Business Daily
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Solicitation Submission and Opening
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data information system. This contr
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A sample agenda for a team briefing
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In the first scenario, the top five
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The second question, “What will h
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• Exemption of Goods or Services
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Any contract or mutual understandin
Page 58 and 59: Form of the Contract Evidence of an
Page 60 and 61: State Contracting Standards/Oversig
Page 62 and 63: Contract Manager Responsibilities T
Page 64 and 65: � Contract value and complexity;
Page 66 and 67: Consider the effect that the contra
Page 68 and 69: importance of the contract to the c
Page 70 and 71: Below is a sample risk assessment.
Page 72 and 73: If the contract does not provide fo
Page 74 and 75: In order to determine what constitu
Page 76 and 77: 4. Proper dispute resolution is a c
Page 78 and 79: Since you have failed to perform th
Page 80 and 81: Contract Close-Out T he contract cl
Page 82 and 83: Appendix 1 79
Page 84 and 85: esponsibility for ensuring the requ
Page 86 and 87: (d) If Respondent takes any excepti
Page 88 and 89: 4. Exhibit C: Authorized Key Person
Page 90 and 91: LIABILITIES RESULTING FROM THE NEGL
Page 92 and 93: 11.17. Patent, Trademark, Copyright
Page 94 and 95: 11.29. Contracts for Services In ac
Page 96 and 97: Signatures: EXHIBIT A OF CONTRACT N
Page 98 and 99: This Exhibit C is incorporated into
Page 100 and 101: EXHIBIT A to RFP No. ______ HUB SUB
Page 102 and 103: Enter your company’s name here: S
Page 104 and 105: EXHIBIT B EXECUTION OF PROPOSAL RFP
Page 106 and 107: authority of the state auditor, und
Page 110 and 111: Appendix 5 Evaluation Team Guidelin
Page 112 and 113: Non-voting Members Appendix 6 Evalu
Page 114 and 115: Vendor Name: Reference Name: Compan
Page 116 and 117: Appendix 9 Contract Terms Informati
Page 118 and 119: Consideration/Price Example 1 The c
Page 120 and 121: Antitrust Contractor represents and
Page 122 and 123: Contractor Responsibilities Contrac
Page 124 and 125: Right to Audit Contractor understan
Page 126 and 127: Termination This contract shall ter
Page 128 and 129: When a Texas business address shown
Page 130 and 131: Section 411.1405, are subject to pe
Page 132 and 133: Email Address of Contact: (3) State
Page 134 and 135: Training: Experience: Certification
Page 136 and 137: Evaluation Results Appendix 12 BAFO
Page 138 and 139: Max Points 30 Vendor Response / Eva
Page 140 and 141: Ability Rating Issues/Questions COM
Page 142 and 143: Total Scores: Price Points + Techni
Page 144 and 145: DATE: TO: [Name of Executive] THROU
Page 146 and 147: Organization • No structured cont
Page 148 and 149: Index A Abandonment or Default, 56
Page 150 and 151: i Black’s Law Dictionary (7 th ed
Page 152 and 153: “Apparent authority is not enough
Page 154 and 155: c. Notification of objection to the
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Contracts Management Guide - Texas Comptroller of Public Accounts

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