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SCOPE OF WORK. Presented by: Jenifer Barnett, Purchasing Manager, Sonoma State Brian Cotham, Director of Procurement, Fresno State . Topics. Definition Basic Requirements of a Scope of Work Flexible Nature of the Scope of Work Developing a Scope of Work Handouts: Scope of Work Format

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scope of work

SCOPE OF WORK

Presented by:

Jenifer Barnett, Purchasing Manager, Sonoma State Brian Cotham, Director of Procurement, Fresno State

topics
Topics
  • Definition
  • Basic Requirements of a Scope of Work
  • Flexible Nature of the Scope of Work
  • Developing a Scope of Work
  • Handouts:
    • Scope of Work Format
    • Checklist for Determining Adequacy of a Scope of Work
    • Useful Words/Open-Ended Phrases to Avoid
  • Group Breakouts
definition scope of work
Definition – Scope of Work
  • Describes the work to be performed or the services to be provided.
    • Describes tasks
    • Direct methodologies to be used
    • Sets forth a period of performance
when is a scope of work needed
When is a Scope of Work needed
  • Bid for Goods
  • Public Work/Construction
  • Bid for Furnish & Install
  • Request for Proposals (RFP) for Professional Services
  • Standard Agreements for Services
responsibility of scope of work
Responsibility of Scope of Work
  • The departments are generally responsible for the initial draft
  • Procurement will review and ask questions of department to help fine tune
  • Important – Departments need to give Procurement as much information and detail about the Scope as possible.
    • Holding back information may cause delay or result in not getting the desired product or service
basic requirements
Basic Requirements
  • Clarity
    • Not sufficiently definitive vs. too restrictive
  • Precision
    • Contractual vehicle expressing University needs to vendor
    • Any work outside the scope will be considered new procurement with resulting increased costs
  • Completeness
    • What needs to be done
    • Who will do what
    • When it should be done
    • Where it should be done
    • How contract performance will be judged
ambiguous scope of work
Ambiguous Scope of Work
  • Misunderstanding may be likely
  • Can lead to Unsatisfactory Performances
  • Delays
  • Protests and Possible Litigation
  • Higher Costs
  • Time Consuming
flexible nature
Flexible Nature
  • Loose (Broad and General) or Tight (Specific and Detailed
  • Performance Type
    • Describes what is wanted, but leaves it up to the vendor to determine how is to be accomplished
    • Vendor is responsible for the product working as specified
  • Design Type
    • Tell Vendors what is wanted and/or how to do it
    • The University is responsible for the end product functioning as desired
developing a scope of work
Developing a Scope of Work
  • Basic Planning
    • The “why” and “what” should be answered
    • All parties should be at the table: police/parking, EH&S, University Affairs or whoever is in charge of marketing
    • Think BIG Picture
  • Outlining
    • Objectives
    • Context of the Project
    • Scope – Technical Considerations and Tasks
    • Acceptance
    • Responsibilities
    • Schedule
    • Deliverables
    • Data Requirements
    • Information Requirements
    • Person- Hours
handouts
Handouts
  • Scope of Work Format
  • Checklist for Determining Adequacy of a Scope of Work
  • Useful Words to Assist in Preparing a Scope of Work/Open-Ended Phrases to Avoid