1 contract administration skills a verbal contract isn't worth the paper it's printed on....
TRANSCRIPT
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Contract Administration Skills
A verbal contract isn't worth the paper it's printed on.
-Samuel Goldwyn
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Welcome
Name?
Where do you work?
How are you connected to Contracts?
What is your favorite ice cream?
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Reference Packet
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Consultant Services Web Site
www.dot.state.mn.us/consult
THE GREAT WEB TREASURE HUNT
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Scope of Services
First things first:
Every good contract begins with a good Scope of Services.
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Scope of Services
What are some characteristics of a good Scope of Services?
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Scope Hints
• KISS• State the obvious• Eliminate “gray” areas• Use “will” or “must”
instead of “shall”• Declarative sentences• Avoid lists• Use outline format• No legalese• Just say no to added risk
and responsibility
• No technical jargon• Avoid ambiguity• Avoid judgmental terms• Focus on the WWWWH• 20-30 word sentences• Eliminate prepositions• Say it once• Use active voice• Use 4 eyes!
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Scope Exercise
Read scenario/submittal from the Project Manager
With a partner, write down what additional information you might need from the Project Manager to write a good Scope of Services.
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Scope Exercise
Ask the Project Manager questions. Record your answers to help you write your scope.
Armed with the information from the Project Manager, write a Scope of Services for this project.
Use outline format, and no more than 2 pages long.
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Scope Exercise
Be sure to check for the 4 Cs:
Clear
Concise
Complete
Correct
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Scope Exercise
The eyes have it!
Switch scopes with at least two people. Be prepared to present an idea or opinion about what you have read!
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Contract Process Choices
So many options…which one will I
choose?
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Process Choices
Direct Select Annual Plan Informal RFP < $25K Informal RFP > $25K <
$100K Formal RFP Certified List Direct
Select Certified List RFP T-Contract Work Order
Single Source Joint Powers Interagency DOA Master Roster &
Master Contract Pre-qualified Direct
Select < $100K Pre-qualified >$100K &
< $800K Pre-qualified > $800K
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Direct Select - < $5K
Key points to remember:
• No Certification Form
• Do not write multiple contracts for the same Contractor under $5K
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Annual Plan - $5K per year per Contractor
Key points to remember:
• No Certification Form
• Check with Contract Management (Jim Cownie) before writing
• Usually used for training, seminars, and workshops
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Informal RFP - $5K to $25K
Key points to remember:
• Certification Form
• No Public Notice Required
• 10 affirmative responses required if no Public Notice (recommend Public Notice)
• Best Value Selection
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Informal RFP - $25K - $100K
Key points to remember:
• Certification Form
• Public Notice (10 business days)
• Sealed Proposal NOT required
• Best Value Selection
• Over $50K – need pre-award
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Formal RFP - > $100K
Key points to remember:
• Certification Form
• Public Notice (15 business days)
• Sealed proposals REQUIRED
• Best Value Selection
• Over $50K – need pre-award
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Certified List – Direct Select
Key points to remember:
• Only used for Market Research and Asbestos/Regulated Waste
• Standing Certification Form
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Certified List - RFP
Key points to remember:
• Only used for Market Research and Asbestos/Regulated Waste
• Best Value Selection
• Standing Certification Form
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T-Contract Work Order
Key points to remember:
• NO more T-CONTRACTS!
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Single Source
Key points to remember:
• Good idea to run it by Consultant Services before the Contractor is contacted
• Certification Form
• Single Source Justification Form
• Over $50K – need pre-award
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Joint Powers
Key points to remember:• Contract with city, county, school district, U of M,
other states, or governmental entities• One party may exercise common power on behalf
of other party• Certification Form• Single Source Justification Form• Over $50K need pre-award
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Interagency
Key points to remember:
• Contract with another State agency
• NO Certification Form
• Two signatures (each agency)
• NOT Met Council or University of Minnesota
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DOA Master Roster & Master Contract
Key points to remember:• For information technology projects up to $2
million• Uses special forms (on contract management
web site)• Direct selection up to $25K• Limited to vendors on the list
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Pre-qualified < $100K
Key points to remember:
• Certification Form
• Spread the work around
• All subcontractors must be pre-qualified
• Must obtain approval of selection
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Pre-qualified > $100K & < $800K
Key points to remember:• Certification Form• Public Notice soliciting Letters of Interest
(10 business days)• Selection Committee• Must obtain approval of selection• All subcontractors must be pre-qualified
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Pre-qualified > $800K
Key points to remember:• Certification Form• Public Notice soliciting Letters of Interest (10
business days)• Selection Committee short lists 3-5 firms• RFP to short-listed firms• Best Value Selection – same committee• Must obtain approval of selection• All subcontractors must be pre-qualified
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Federal Posting Times
Please check your reference packet for required posting times for Federal funded
contracts!
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Flow Chartswww.dot.state.mn.us/consult
Flow charts are on the web!
Call the HELP DESK if you need guidance: 651-297-7505
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Process Exercise
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Process Exercise
It’s the old “Pass the Envelope” exercise!
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Hands-On Training
Work with Consultant Services to establish correct Work Types!
Call John Kellerman at (651) 296-6519 to obtain Mn/DOT Contract Number
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Hands-On Training
CPS Form
Encumbrance Form
Certification form (with Scope)
Pre-Qualification Announcement (Over $100K)
Fill out and forward to Consultant Services with Consultant Coordinator signature.
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Consultant Services will:
Update Consultant Agreement Reporting and Tracking) CART
Return CPS to Administrator Route Certification Form for signatures Return signed Certification Form to
Administrator
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Hands-On Training
Contract Administrator will: Solidify dates in announcement Email announcement to Melissa McGinnis
so she can post it on the Web – be sure to include Mn/DOT Contract number!
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Hand-On Training
Selection Committee-Approval of CommitteeSelection Committee - Conflict Of InterestSelection Committee – Rating Form
During 10 day LOI period, CA will: Organize Technical Selection Committee Obtain approval of Committee from Dick Stehr Accept Letters of Interest Schedule Selection Committee meeting
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Hands-On Training
Contract Administrator will: Compile a list of firms that submitted a LOI Review the list to verify Pre-qualified status Forward the list via email to Brad Hamilton Request any documentation needed from
Consultant Services
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Hand-On Training
Selection Committee – Ranking Form
Selection Approval Memo
Selection Committee –Successful Respondent Letter
Selection Committee –Unsuccessful Respondent Letter
Contract Administrator will: Conduct Selection Committee meeting Email Brad Hamilton the name of selected Consultant Send out letters to selected and non-selected firms Obtain approval of selection from Dick Stehr
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Hand-On Training
Negotiations Finalize scope $$$ Schedule Team Deliverables
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Hand-On Training
Project Authorization Form
“TC08”
Fill out and send to Artemis Coordinator
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Write the Contract
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Hands-On Training
Contract – High Risk
Contract Administrator will fill out the Special Terms
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Hands-On Training
General Terms
Attach the General Terms to the Special Terms. Make sure that you add a header!
The Signature Page goes after the General Terms and before the Exhibits.
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Hands-On Training
Exhibits
Scope
Budget
Invoice
Progress Report
Key Personnel
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Hands-On Training
Contract Review
Locate the Contract Check List from the web site and check it against your contract.
Send the Contract to Consultant Services for review.
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Hands-On Training
Contract RoutingSignature Letter - ContractorContract Administrator will:-Make changes/corrections to the contract-Make 5 copies – front page YELLOW – -Send with cover letter to the Contractor for signature
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Hands-On Training
Contract RoutingWhen the contract comes back signed, the Contract Administrator will:- Check to make sure that signatures are correct (see hand-out)- Send all 5 copies with a copy of the Certification Form, Announcement, fully filled out Encumbrance Form, and TC08 to Dalia Jorge in Consultant Services.
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Signature Routing
Consultant Services will route for signatures. Once fully signed, CS will send back to the Contract Administrator.
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Hands-On Training
Notice to ProceedContract Administrator will send fully executed contract to the Contractor with the Notice to Proceed Letter.Other copies:-2 to Project Accounting MS 215-1 to Project Manager
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FILE DOCUMENTATION
See Reference Packet
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Questions & Discussion
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Class Evaluations