Contracts Management Guide - Texas Comptroller of Public Accounts

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Index A Abandonment or Default, 56 Addendum, 6, 23, 24, 41, 81, 82, 84, 106, 107 Administrative Changes, 71 Advertise, 6, 22, 40, 47 Advertising Methods, 39 Affirmation Clauses, 57, 127 Announcements, 40 Appendix, 13, 26, 29, 40, 41, 46, 47, 56, 79, 80, 106, 108, 109, 111, 112, 115, 119, 127, 129, 135, 140, 141, 146, 148 Assignment, 11, 57, 88, 121, 133 Authority to Contract, 51, 52 Best Value, 17, 18, 26, 35, 36, 47, 84, 85, 135, 136 Bid, 4, 6, 7, 16, 17, 29, 32, 79, 84, 146 Bid Deposit, 6 Bid Opening, 6, 8, 41, 106, 153 Bid Tabulation, 6, 79 Bidder, 6, 7, 8, 17, 21, 39, 100, 102, 106, 127, 128, 146 Bidders List, 6, 39, 100, 128 Biennium, 6, 28, 81, 117 Bonding Requirements, 32 B C Centralized Master Bidders List, 6, 39, 100, 128 Change Management, 59, 71 Communications Plan, 16 Competitive Range, 48, 49 Competitive Sealed Bidding, 6, 7, 16, 17 Competitive Sealed Proposals, 6 Conferences, 40, 41, 106 Constructive Changes, 72 Consultant, 6, 11, 43, 51, 70, 113, 115, 139 Consulting Services, 6, 7, 8, 11, 31, 39, 43, 44, 51, 154 Contract, 5, 6, 13, 51, 56, 57, 59, 60, 115 Contract Administration, 2, 6, 7, 16, 37, 59, 60, 61, 62, 63, 70, 76, 85 Contract Advisory Team, 3, 7, 13, 132 Contract Close-Out, 78 Contract Formation, 2, 5, 14, 15, 28, 31, 51, 54 Contract Manager, 2, 3, 7, 15, 16, 23, 37, 38, 59, 60, 61, 70, 77, 78, 119 Contract Manager Responsibilities, 60 Contract Term, 3, 19, 28, 50, 53, 54, 55, 56, 60, 61, 62, 73, 79, 81, 115, 116, 117, 151 Contract Terms, 50, 53, 54, 55, 56, 60, 61, 62, 63, 79, 115, 125 Contractor, 2, 3, 6, 7 Contractor Qualifications, 32, 37, 56 Cost Estimates, 21 Cure Notices, 75 145 Delegation, 52 Deliverable, 7, 28, 30, 31, 32, 38, 61, 63, 69, 71, 72, 81, 82, 86, 115, 132, 133, 134, 139 Design Specifications, 26, 27, 28 Determining the Procurement Method, 15, 16 Developing the Bid List, 40 Discussions, 17, 22, 47, 48, 49, 50, 83, 106, 110, 120 Dispute Resolution, 55, 56, 72, 73, 86, 87, 88, 119, 120 Drafting the Contract, 14, 55 D E Electronic State Business Daily, 7, 18, 19, 39, 40, 82, 83, 107 Elements of a Contract, 31, 53 Ethical Standards, 10, 23 Evaluation and Award, 46, 84 Evaluation Committee, 84 Evaluation Criteria, 32, 33, 34, 37, 46, 48 Evaluation Team Briefing, 79, 109, 111 Evaluation Teams, 46, 109 EXECUTION OF PROPOSAL, 82, 83, 102, 103, 108, 119, 127, 128 Federally Funded Contracts, 57 Final Acceptance, 38, 78 Force Majeure, 56, 91, 124 F G Goods, 6, 7, 8, 9, 16, 21, 23, 25, 26, 27, 28, 30, 32, 33, 39, 52, 54, 55, 59, 60, 61, 69, 74, 99, 121, 129 Grants, 20, 30, 37, 57, 58, 64, 78 Historically Underutilized Business, 7, 29, 83, 88, 99 HUB Subcontracting Plan, 33, 47, 82, 83, 98, 99, 108 Independent Contractor, 57, 89, 125 Insurance, 38, 57, 87, 89, 100, 122, 125, 145, 152, 156 H I L Legal Reference Section, 3, 75, 151
M Major Consulting Services Contract, 6, 7, 43 Major Contract, 3, 7, 13, 15, 23, 25, 79, 129 Monitoring, 14, 21, 25, 37, 59, 60, 62, 63, 64, 65, 66, 67, 68, 69, 70, 79, 90, 123, 139, 148 Needs Assessment, 20, 26 Negotiations, 7, 8, 16, 17, 45, 49, 50, 54, 110, 120 Non-Disclosure Statement, 26, 46, 79, 109, 112 Opening, 6, 8, 41, 42, 46, 81, 82, 84, 106, 149, 153 Oral Presentations, 22, 33, 48, 49, 84 N O Patents and Copyrights, 57 Payment Approval, 59, 70 Payment Bond, 7, 32 Payment Types, 29, 31 Performance Based Specifications, 26, 27 Performance Bond, 7, 32 Planning, 2, 7, 14, 15, 16, 17, 20, 21, 22, 24, 25, 26, 27, 28, 43, 50, 55, 59, 61, 62, 86, 133 Post Award Conference, 61, 62 Pre-Bid Conference, 106, 108 Preparing the Solicitation, 26 Pre-Solicitation Conference Guidelines, 41, 79, 106 Price, 2, 6, 7, 8, 16, 17, 18, 21, 27, 30, 42, 44, 45, 47, 49, 56, 64, 71, 72, 91, 110, 117, 126, 133, 153 Procurement Lead Time, 16, 22 Professional Certification, 3 Professional Services, 152 Proposal Opening, 6, 8, 84 Proposal Submission Requirements, 33, 37 Propriety, 18, 19, 47, 89, 124 Purchasing Department, 3, 8, 15, 22, 41, 46, 47, 48, 106, 109, 110, 111 Quality, 2, 21, 26, 28, 32, 35, 64, 76, 81, 82, 113, 117, 132, 134, 152 Quantity, 32, 52, 64, 72, 152 P Q 146 R Reference Check Form, 48, 79, 113 References, 33, 48, 83, 84, 108, 113, 135, 136, 145 Reporting, 37, 15 Request for Information, 8, 17, 18, 21, 87 Request for Offer, 8, 17 Request for Proposal, 6, 8, 16, 17, 81, 85, 95, 105, 112, 123 Request for Qualifications, 8, 17, 18 Respondent, 8, 11, 17, 22, 26, 27, 28, 32, 33, 37, 38, 40, 41, 47, 48, 49, 51, 52, 79, 81, 82, 83, 84, 85, 92, 99, 100, 101, 102, 103, 111, 112, 127, 135, 136, 137, 138 Responsible, 2, 3, 4, 6, 8, 10, 11, 17, 22, 31, 60, 61, 63, 64, 65, 82, 83, 92, 121, 125 Responsive, 6, 17, 18, 29, 47, 87, 92, 108, 109, 122 RFP Template, 22, 79, 119 S Scope of Work, 22, 31, 56, 70, 71, 92, 116, 123 Service, 6, 8, 10, 11, 12, 15, 17, 18, 20, 21, 43, 44 Single Responses, 47 Solicitation, 3, 4, 6, 8, 11, 13, 14, 15, 17, 18, 20, 21, 22, 24, 25, 28, 31, 32, 33, 35, 37, 38, 39, 40, 41, 42, 46, 47, 49, 51, 61, 79, 81, 82, 83, 99, 101, 102, 105, 106, 108, 122, 133 Solicitation Announcement, 40, 79, 105 Specification Types, 26, 29 Standards,10, 17, 20, 21, 23, 27, 30, 32, 57, 58, 64, 71, 78, 82, 85, 86, 88 Statement of Work, 14, 20, 21, 26, 28, 29, 30, 32, 35, 37, 38, 55, 59, 61, 63, 69, 81, 85, 94, 131 Strategic Sourcing, 8 Substantive Changes, 72 Substitutions, 57, 125, 126 T Taxes, 57, 88, 91, 103, 126, 128 Termination, 28, 55, 57, 73, 74, 75, 86, 88, 89, 117, 125, 136 Vendor, 7, 9, 19, 27, 35, 46, 64, 68, 99, 102, 108, 118, 125, 127 Vendor Performance, 35, 48, 125, 140 Withholding Payment, 71 Written Questions, 41 V W
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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
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Form of the Contract Evidence of an
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State Contracting Standards/Oversig
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Contract Manager Responsibilities T
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� Contract value and complexity;
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Consider the effect that the contra
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importance of the contract to the c
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Below is a sample risk assessment.
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If the contract does not provide fo
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In order to determine what constitu
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4. Proper dispute resolution is a c
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Since you have failed to perform th
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Contract Close-Out T he contract cl
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Appendix 1 79
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esponsibility for ensuring the requ
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(d) If Respondent takes any excepti
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4. Exhibit C: Authorized Key Person
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LIABILITIES RESULTING FROM THE NEGL
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11.17. Patent, Trademark, Copyright
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11.29. Contracts for Services In ac
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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 108 and 109: Appendix 3 Pre-Solicitation Confere
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 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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