Contracts Management Guide - Texas Comptroller of Public Accounts

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Appendix 1 79
[Insert TITLE here] SECTION I GENERAL 1.1 SCOPE. The State of Texas, by and through the _________________ {Insert agency name here} seeks [Insert general description here] services in accordance with the specifications contained in this Request for Proposal (“RFP”). In particular, the services requested herein and to be provided under any contract(s) awarded as a result of this RFP are for ___________________ [Insert the specific services and purpose]. [The following to be included only when soliciting for IDQ or Requirements contracts:] No Guarantee of Volume. The State of Texas does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this solicitation and resulting contract. [It is recommended that you provide some sort of past performance and or reporting data to assist vendors in their Proposals]. 1.2 CONTRACT TERM. The services requested shall be provided for a period of _____ [state initial term, ex. Two (2) years], beginning _____[insert start date], or the last signature date, whichever is later, and ending ______ [Length of contract term should not extend past end of biennium in which execution of contract occurs, i.e. no later than August 31, 2008]. [If applicable, include the following] This contract may be renewed for up to [state renewal options, ex. three (3) one (1) year renewal options] upon mutual agreement of the parties to be evidenced in writing prior to the expiration date of the initial term. [Length of renewal term should run so it expires within biennium] 1.3 COMPENSATION. [Insert compensation details here] 1.4 DEFINITIONS. For purposes of this RFP, the following definitions apply: [The following is a list of generic definitions to be used only if the terms appear in the RFP] (a) Acceptable Quality Level - The level of performance of requested services below which the contract will not be paid or damages may be assessed; (b) Addendum - A modification of the specifications issued by ________ {Insert agency name here} and distributed to prospective Respondents prior to the opening of responses; (c) Best and Final Offer (“BAFO”)- A formal request made to selected Respondents for revisions to the originally submitted Proposal; (d) Contract – The contract awarded as a result of this RFP and all exhibits thereto., This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent’s Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits; and (e) Contractor – Respondent whose Proposal results in a contract with ________ {Insert agency name here}. [List any additional definitions here that may specifically apply to the RFP.] SECTION II STATEMENT OF WORK 2.1 SERVICE REQUIREMENTS. Services shall include, but are not limited to, the requirements contained in this RFP. Services set forth that contain the words "must" or "shall" are mandatory and must be provided as specified with no alteration, modification, or exception. Services set forth that contain the words "may" or "can" allow Respondents to offer alternatives to the manner in which the services are provided. The requested services and corresponding deliverables are as follows: [List description of services and specific forms of deliverables here.] 2.2 SUBCONTRACTORS. Subcontractors providing services under the Contract shall meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract shall relieve Respondent of 80
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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
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
Page 54 and 55: • Exemption of Goods or Services
Page 56 and 57: 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 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 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
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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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