1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel...
-
Upload
isabel-tobin -
Category
Documents
-
view
217 -
download
0
Transcript of 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel...
![Page 1: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/1.jpg)
1
Contract Administration Skills
A verbal contract isn't worth the paper it's printed on.
-Samuel Goldwyn
![Page 2: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/2.jpg)
2
Welcome
Name?
Where do you work?
How are you connected to Contracts?
What is your favorite ice cream?
![Page 3: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/3.jpg)
3
Reference Packet
![Page 4: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/4.jpg)
4
Consultant Services Web Site
www.dot.state.mn.us/consult
THE GREAT WEB TREASURE HUNT
![Page 5: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/5.jpg)
5
Scope of Services
First things first:
Every good contract begins with a good Scope of Services.
![Page 6: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/6.jpg)
6
Scope of Services
What are some characteristics of a good Scope of Services?
![Page 7: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/7.jpg)
7
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!
![Page 8: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/8.jpg)
8
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.
![Page 9: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/9.jpg)
9
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.
![Page 10: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/10.jpg)
10
Scope Exercise
Be sure to check for the 4 Cs:
Clear
Concise
Complete
Correct
![Page 11: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/11.jpg)
11
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!
![Page 12: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/12.jpg)
12
Contract Process Choices
So many options…which one will I
choose?
![Page 13: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/13.jpg)
13
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
![Page 14: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/14.jpg)
14
Direct Select - < $5K
Key points to remember:
• No Certification Form
• Do not write multiple contracts for the same Contractor under $5K
![Page 15: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/15.jpg)
15
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
![Page 16: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/16.jpg)
16
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
![Page 17: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/17.jpg)
17
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
![Page 18: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/18.jpg)
18
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
![Page 19: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/19.jpg)
19
Certified List – Direct Select
Key points to remember:
• Only used for Market Research and Asbestos/Regulated Waste
• Standing Certification Form
![Page 20: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/20.jpg)
20
Certified List - RFP
Key points to remember:
• Only used for Market Research and Asbestos/Regulated Waste
• Best Value Selection
• Standing Certification Form
![Page 21: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/21.jpg)
21
T-Contract Work Order
Key points to remember:
• NO more T-CONTRACTS!
![Page 22: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/22.jpg)
22
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
![Page 23: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/23.jpg)
23
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
![Page 24: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/24.jpg)
24
Interagency
Key points to remember:
• Contract with another State agency
• NO Certification Form
• Two signatures (each agency)
• NOT Met Council or University of Minnesota
![Page 25: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/25.jpg)
25
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
![Page 26: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/26.jpg)
26
Pre-qualified < $100K
Key points to remember:
• Certification Form
• Spread the work around
• All subcontractors must be pre-qualified
• Must obtain approval of selection
![Page 27: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/27.jpg)
27
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
![Page 28: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/28.jpg)
28
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
![Page 29: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/29.jpg)
29
Federal Posting Times
Please check your reference packet for required posting times for Federal funded
contracts!
![Page 30: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/30.jpg)
30
Flow Chartswww.dot.state.mn.us/consult
Flow charts are on the web!
Call the HELP DESK if you need guidance: 651-297-7505
![Page 31: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/31.jpg)
31
Process Exercise
![Page 32: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/32.jpg)
32
Process Exercise
It’s the old “Pass the Envelope” exercise!
![Page 33: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/33.jpg)
33
![Page 34: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/34.jpg)
34
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
![Page 35: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/35.jpg)
35
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.
![Page 36: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/36.jpg)
36
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
![Page 37: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/37.jpg)
37
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!
![Page 38: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/38.jpg)
38
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
![Page 39: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/39.jpg)
39
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
![Page 40: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/40.jpg)
40
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
![Page 41: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/41.jpg)
41
Hand-On Training
Negotiations Finalize scope $$$ Schedule Team Deliverables
![Page 42: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/42.jpg)
42
Hand-On Training
Project Authorization Form
“TC08”
Fill out and send to Artemis Coordinator
![Page 43: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/43.jpg)
43
Write the Contract
![Page 44: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/44.jpg)
44
Hands-On Training
Contract – High Risk
Contract Administrator will fill out the Special Terms
![Page 45: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/45.jpg)
45
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.
![Page 46: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/46.jpg)
46
Hands-On Training
Exhibits
Scope
Budget
Invoice
Progress Report
Key Personnel
![Page 47: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/47.jpg)
47
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.
![Page 48: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/48.jpg)
48
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
![Page 49: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/49.jpg)
49
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.
![Page 50: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/50.jpg)
50
Signature Routing
Consultant Services will route for signatures. Once fully signed, CS will send back to the Contract Administrator.
![Page 51: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/51.jpg)
51
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
![Page 52: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/52.jpg)
52
FILE DOCUMENTATION
See Reference Packet
![Page 53: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/53.jpg)
53
Questions & Discussion
![Page 54: 1 Contract Administration Skills A verbal contract isn't worth the paper it's printed on. -Samuel Goldwyn.](https://reader036.fdocuments.in/reader036/viewer/2022062318/551571b8550346a1418b50fb/html5/thumbnails/54.jpg)
54
Class Evaluations