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CONTRACT MANAGEMENT

CONTRACT MANAGEMENT. Presented by: Kathleen Baxter, C.P.M. Supervising Contracts and Programs Administrator Inland Empire Utilities Agency 6075 Kimball Avenue Chino, CA 91708. CONTRACT MANAGEMENT OVERVIEW. Welcome!. Contract Management Contract Development Contract Negotiations

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CONTRACT MANAGEMENT

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  1. CONTRACT MANAGEMENT Presented by: Kathleen Baxter, C.P.M. Supervising Contracts and Programs Administrator Inland Empire Utilities Agency 6075 Kimball Avenue Chino, CA 91708

  2. CONTRACT MANAGEMENTOVERVIEW • Welcome! Contract Management Contract Development Contract Negotiations Terms & Conditions

  3. WHY CONTRACT? • Fiduciary Responsibility • Legal Reasons • Good Business

  4. BENEFITS OF CONTRACTING • Obtain Specialized Skills • Staffing Flexibility • Transfer Risk

  5. CONTRACT MANAGEMENT • Centralized Program • Contract Checklist • Vendor Database • Commerce Tools • Cost Savings • Boilerplates • Consistent Process • Partnership/Expertise

  6. CONTRACT DEVELOPMENT • Technical Requirements (SOW, Evaluation Criteria, etc.) • Commercial Requirements (Contract Type, Payment Methods, Warranties, etc.) • Review Process • Contract Distribution

  7. EFFECTIVE SOLICITATIONS • Document Fair Process • Are Impartial • Leave No Appearance of Impropriety • Provide Open and Fair Access • Allow Competition • Result in Proposals for the SOW

  8. TYPES OF SOLICITATIONS • Requestfor Information (RFI) - Informally gather information - Price is not requested • Request for Quote (RFQ) - Low dollar purchases - Informal solicitation • Request for Proposal (RFP) - Formal solicitation over $50K are required - Allows for consideration other than price alone - For consultant’s selection based on highest qualifications - Pre-established selection criteria - Team selection process - negotiations • Invitation for Bid (IFB) - Public Works over $35K - Selection based upon lowest responsive bid

  9. CONTRACT NEGOTIATIONS • Leverage: • Best and Final • Piggybacking • Legal Requirements • Cost Savings and Avoidance Opportunities

  10. GOVERNING RULES • California State Legislation • IEUA Ordinance No. 81 • IEUA Policies Nos. A-32 and A-33 • Uniform Commercial Code (UCC)

  11. Contract Initiation • Usually starts with a request for solicitation. • Must complete the “Request for Contract or Amendment Form” – on PIPES; or • Complete a Task Order Initiation Form (either professional engineering services or contracted maintenance)- also on PIPES.

  12. FOR LEGAL CONTRACTS • Requires An Offer • Requires An Acceptance • Consideration (Usually Monetary) • Competent Parties • Legality of Purpose

  13. CONTRACTS • Professional Services Contracts • Design Contracts (usually high dollars); • Value Engineering Contracts; • Specialized Service – results in a report  MasterContracts – Task Orders Issued • Service Contracts • Large ScaleEquipment/Installation • Construction Contracts

  14. TERMS & CONDITIONS • Insurance & Indemnity • Warranty Provision • Payment • Contract Waiver • Dispute Handling • Clause for Termination • Audit Provision

  15. THANK YOU • WORKING TOGETHER FOR CONTINUOUS IMPROVEMENT • STRATEGIC PARTNERSHIP • ADD VALUE AND ENSURE PUBLIC TRUST

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