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Texas Building and Procurement Commission Statewide Contracting Program. TBPC Brown Bag Presentation Texas State Government Contract Management 101 Presented by Adrian Pineda and Sergio Upton May 9, 2007. Contract Planning Contract Procurement Statewide Contracting Processes
TBPC Brown Bag Presentation
Texas State Government
Contract Management 101
Presented by Adrian Pineda
and Sergio Upton
May 9, 2007
Plan – Identify contracting objectives and contracting strategy
Procurement – Fairly and objectively select the most qualified contractors
Rate/Price Establishment – Establish processes that are cost-effective and aligned with the cost of providing the goods and services.
Contract Formation – Ensure the contract contains provisions that hold the contractor accountable for producing desired results.
Contract Oversight – Monitor and enforce the terms of the contract.Contract Planning
Identifies existing statutory requirements, agency rules, policies and business processes
The following questions aid the assessment:
What does your agency specifically need?
What will fulfilling this need do for the agency?
How will your agency know when the need has been met?Needs Assessment
Identifying the stakeholders
Determines the type, content and frequency of reporting
Choosing the appropriate procurement method (i.e. IFB, RFI, RFO, RFP, RFQ)Communications Plan
Estimates can be attained through internal subject matter experts or obtaining pricing from vendors
Care should be taken to avoid giving potential bidders a competitive advantageCost Estimates
Provides foundation for critical contracting components in later phases
Proper risk management can increase likelihood of project success, mitigate chance of project failure and clarify organization objectives of the project
Develop and implement a process by which to continually identify and re-evaluate risks.
Quantify and analyze the likelihood of potential impact of identified risks
Limit, lessen, or abolish risksRisk Management
Statement of Work (SOW)
Vendor Qualifications/Financial Background / References
Independent Quality Assurance Program
Most Recent Terms and Conditions
HUB Requirements / Good Faith Effort / HSP
Execution of OfferPreparing the Solicitation
Major contracts are defined as any contract that has an estimated value of at least $1,000,000.
State agencies are required to submit major contract solicitations to the CAT team for review through CATRAD. The CAT has 30 days upon receipt of solicitation to review the initiating agency's major contract.CAT Review
TBPC has 14 days upon receipt of solicitation to review the initiating agency's request for delegation.Review and Delegation
Posting on Electronic State Business Daily (ESBD) for solicitations over $25KAdvertising the Solicitation
Access is administered by designated agency “Superusers”.
Agency solicitations and other related documents are uploaded into the CATRAD system by end-user.
DIR is electronically notified of solicitations containing a technology component.
The submission of the Major Contract Questionnaire (MCQ) is no longer a requirement for CAT reviews.CATRAD Features
Users can provide a preferred response date for the review to facilitate expedited schedules
New administrative functions including automated assignment of reviews, system generated responses and customized reporting
Increased visibility of solicitation and delegation requests to designated TBPC Procurement Division staff and CAT Team membersCATRAD Application