Contracts Management Guide - Texas Comptroller of Public Accounts

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Exhibit C to RFP Template Compensation and Fees 98 Appendix 2: Solicitation Announcement 99 Appendix 3: Pre-Solicitation Conference Guidelines 100 Appendix 4: Administrative Review Checklist 101 Appendix 5: Evaluation Team Guidelines 102 Appendix 6: Evaluation Team Briefing Instructions 104 Appendix 7: Non-Disclosure Statement 105 Appendix 8: Reference Check Form 106 ii Appendix 9: Contract Terms 108 Appendix 10: Best Value – Respondent Questionnaire 122 Appendix 11: Sample Contract Monitoring Sheet 126 Appendix 12: BAFO Evaluation Example 127 Appendix 13: RFP Bid Tabulation Sheet 133 Appendix 14: Sample Executive Approval Memo 135 Index 136 Legal Reference Section 138
Introduction Contract management is the coordination and management of five core processes: • Planning • Procurement • Contract Formation • Rate/Price Establishment • Contract Administration There is no single “right” way to contract. Various types of purchases and contracts may require different practices, processes, and strategies for successful implementation. The suggestions, comments, techniques, examples and recommendations included in this Guide are NOT appropriate for every type of contract. The nature and level of risk associated with each of these elements vary depending on the nature of the business relationship. Purpose The purpose of the Contract Management Guide (Guide) is to offer state agency contract managers recommendations on improving existing contract management processes and practices. A Contract Manager is responsible for coordinating the processes required for effective contract management. Contract management may involve a variety of distinct disciplines and roles including: 1. Executive Management; 2. Organization Management; 3. Project Management; 4. Planning; 5. Program Staff (subject matter experts and monitors); 6. Contractor Management; 7. Purchasers; 8. Accounting/Budget; 9. Legal; 10. Audit; 11. Quality Control/Assurance; 2
Page 2 and 3: STATE OF TEXAS CONTRACT MANAGEMENT
Page 6 and 7: THIS GUIDE: • Provides practical
Page 8 and 9: Contract Management Framework Effec
Page 10 and 11: Contract Management: This refers to
Page 12 and 13: Vendor: a business entity or indivi
Page 14 and 15: (2) all direct or indirect pecuniar
Page 16 and 17: een granted portal membership right
Page 18 and 19: A central agency, such as DIR, plan
Page 20 and 21: The level of risk associated with e
Page 22 and 23: • Request for Information (RFI) -
Page 24 and 25: • Open Enrollment Contracts. Pote
Page 26 and 27: TASK SUGGESTED LEAD TIME FROM CONTR
Page 28 and 29: (4) The Guide offers recommendation
Page 30 and 31: Preparing the Solicitation fter an
Page 32 and 33: • Expansion of an existing instal
Page 34 and 35: COMMON TYPES OF PAYMENT Payment Typ
Page 36 and 37: Quantity The solicitation document
Page 38 and 39: HIGH Level of Importance LOW Source
Page 40 and 41: Further discussion on contract moni
Page 42 and 43: The Electronic State Business Daily
Page 44 and 45: Solicitation Submission and Opening
Page 46 and 47: data information system. This contr
Page 48 and 49: A sample agenda for a team briefing
Page 50 and 51: In the first scenario, the top five
Page 52 and 53: 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
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This Exhibit C is incorporated into
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EXHIBIT A to RFP No. ______ HUB SUB
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Enter your company’s name here: S
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EXHIBIT B EXECUTION OF PROPOSAL RFP
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authority of the state auditor, und
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Appendix 3 Pre-Solicitation Confere
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Appendix 5 Evaluation Team Guidelin
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Non-voting Members Appendix 6 Evalu
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Vendor Name: Reference Name: Compan
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Appendix 9 Contract Terms Informati
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Consideration/Price Example 1 The c
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Antitrust Contractor represents and
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Contractor Responsibilities Contrac
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Right to Audit Contractor understan
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Termination This contract shall ter
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When a Texas business address shown
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Section 411.1405, are subject to pe
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Email Address of Contact: (3) State
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Training: Experience: Certification
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Evaluation Results Appendix 12 BAFO
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Max Points 30 Vendor Response / Eva
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Ability Rating Issues/Questions COM
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Total Scores: Price Points + Techni
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DATE: TO: [Name of Executive] THROU
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Organization • No structured cont
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Index A Abandonment or Default, 56
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i Black’s Law Dictionary (7 th ed
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“Apparent authority is not enough
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c. Notification of objection to the
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Contracts Management Guide - Texas Comptroller of Public Accounts

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