Contracts Management Guide - Texas Comptroller of Public Accounts

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(d) If Respondent takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Respondent’s Proposal in response to this RFP and Respondent’s proposed alternative must also be provided in the Proposal. Respondents cannot take a ‘blanket exception’ to this entire RFP. If any Respondent takes a ‘blanket exception’ to this entire RFP or does not provide proposed alternative language, the Respondent’s Proposal may be disqualified from further consideration. Respondents are strongly encouraged to submit written questions during the official question and answer period regarding any term or condition of this RFP and whether [Insert name of agency here] may negotiate that provision under this particular RFP. 3.6 PROPOSAL SUBMISSION. (a) All Proposals shall be received and time stamped at {Insert agency name here} prior to [insert time of RFP Opening here], Central Daylight Time, on the date specified in the Schedule of Events above. {Insert agency name here} reserves the right to reject late submittals. (b) Proposals should be placed in a separate envelope or package and correctly identified with the RFP number and submittal deadline/RFP opening date and time. It is Respondent’s responsibility to appropriately mark and deliver the Proposal to ________ {Insert agency name here} by the specified date. (c) Telephone and facsimile Proposals will not be accepted. (d) Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum with the submitted Proposal. 3.7 DELIVERY OF PROPOSALS. Proposals shall be submitted to {Insert agency name here} by one of the following methods: U.S. Postal Service {Insert appropriate Agency Name and Mailing Address here]. Overnight/Express Mail {Insert appropriate Agency Name and Mailing Address here]. 83 Hand Deliver {Insert appropriate Agency Name and Physical Address here]. Hours – 8:00 AM to 5:00 PM (C.D.T.) 3.8 PROPOSAL OPENING. Proposals will be opened at the {Insert appropriate Agency Name and Mailing Address here]. (a) All submitted Proposals become the property of {Insert agency name here} after the RFP submittal deadline/opening date. (b) Proposals submitted shall constitute an offer for a period of ninety (90) days or until selection is made by {Insert agency name here}, whichever occurs earlier. 3.9 PROPOSAL EVALUATION AND AWARD. a) {Insert agency name here} shall award a contract to a Respondent whose Proposal is considered to provide the best value to the State of Texas, as defined by Tex. Government Code, Section 2155.074. b) A committee will be established to evaluate the Proposals. The committee will include employees of {Insert agency name here} and other persons invited by {Insert agency name here} to participate. c) The evaluation committee will determine best value by applying the following criteria and assigned weighted values: [Example: Criteria Weight Company Information 5%
Proposed Services 5% Experience and Qualifications 10% Compensation and Fees 70% References 10%_ 100%] d) The evaluation committee will determine if Best and Final Offers are necessary. Award of a contract may be made without Best and Final Offers. {Insert agency name here} may, at its discretion, elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposals. A request for a Best and Final Offer is at the sole discretion of {Insert agency name here} and will be extended in writing. e) In evaluating Proposals to determine the best value for the State, {Insert agency name here} may consider information related to past contract performance of a Respondent including, but not limited to, the Texas Comptroller of Public Accounts Vendor Performance Tracking System (available at http://www.window.state.tx.us/procurement/prog/vendor_performance). SECTION IV GENERAL TERMS AND CONDITIONS 4.1 Any Contract awarded as a result of this RFP will contain the general terms and conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions. CONTRACT TO PERFORM 1. BETWEEN {Insert agency name here} AND _________________________________ Contract No.____________ This agreement (“Contract”) is entered into by the {Insert agency name here}, an agency of the State of Texas, and_____________(“Contractor”), located at____________________________. I. Recitals Whereas, on _________, 2007 {Insert agency name here} issued a Request for Proposals from qualified, independent firms to ________ and on ________, 2007 issued its official response to questions (collectively “RFP”); and Whereas, Contractor submitted a proposal (Proposal) dated ____________, 2007, in response to {Insert agency name here} RFP; and Whereas, Contractor was selected to _________________ (short statement of the work to be performed; Now Therefore, the {Insert agency name here} and Contractor hereby agree as follows: This Contract is entered into pursuant to ____________. II. Authority III. Services, Standards of Performance and Contract Administration Contractor shall provide the services and the deliverables described herein in the manner required by all of the following documents: 1. This Contract 2. Exhibit A: The Statement of Work 3. Exhibit B: The RFP and Addenda 84
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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
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 82 and 83: Appendix 1 79
Page 84 and 85: esponsibility for ensuring the requ
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
Page 132 and 133: Email Address of Contact: (3) State
Page 134 and 135: 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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