Transcription
TEXAS WORKFORCE COMMISSIONProcurement & Contract Management HandbookOriginal: September 2018(Revision: October 2021)Original: September 2018(Revision: May 2022)
Table of ContentsCHAPTER 1 - INTRODUCTION . 9Overview . 9How to use this Handbook . 10Procurement and purchasing terminology . 10Applicability to Vocational Rehabilitation Services. 10Grant Awards . 10Version Control . 11Accessibility . 11CHAPTER 2 - ETHICS and PROFESSIONAL STANDARDS . 12Overview . 12TWC Ethics Policy . 12Conflicts of Interest . 12Overview . 12Non-Disclosure and Conflict of Interest Certification Statement . 13Conflict of Interest Disclosure Statement . 13Disclosure Statement for Purchasing Personnel . 13Employment Restrictions . 14Reporting Conflicts . 14TWC Nepotism Policy . 14Suspected Fraud, Waste, or Abuse . 14CHAPTER 3 - CONFIDENTIALITY and RELEASE of INFORMATION . 15CHAPTER 4 - ROLES and RESPONSIBILITIES . 16Overview . 16TWC Business Unit Roles and Responsibilities . 16Business Unit and End-User . 16Statement of Work . 17Procurement and Contract Services Department . 17(PCSD)- Business Operations Division . 17Finance . 18Office of General Counsel . 18Contract Oversight and Support (COS) . 19Procurement Team . 19CHAPTER 5 - VENDOR COMMUNICATION . 20CHAPTER 6 - PROFESSIONAL CERTIFICATION and TRAINING. 22Overview . 22Purchaser and Contract Developer . 22Purchasing . 22Contract Development . 22Contract Manager . 23Documentation . 23CHAPTER 7 - PURCHASING and CONTRACTING STRATEGIES . 24Overview . 24Procurement and Contract Checklist . 24Contract Management and Oversight . 24Purchasing and Contracting Accountability and Risk Analysis .25Competitive Bids and Cost-Benefit Analysis Requirement . 28Texas Workforce Commission Procurement and Contract Management Handbook (5.2022)2 Page
CHAPTER 8 - THE PROCUREMENT CYCLE . 29CHAPTER 9 - PROCUREMENT PLANNING . 30Overview . 30Needs Assessment and Cost Estimate Form . 32Needs Assessment Overview. 32Needs Assessment Factors .32Conducting the Needs Assessment .33Cost Estimate Overview . 34Threshold Values .35Informal Budget Quotes .35Funding Source .35Allowable Use of Appropriated Funds .37Acquisition Plan . 37Initial Risk Assessment . 39CHAPTER 10 - PROCUREMENT METHOD DETERMINATION . 41Overview . 41Delegated Purchases . 41Exempt Purchases . 42Federal Funds Procurements . 42Best Value to the State . 42Identifying the Proper Procurement Method . 43Overview . 43Procurement Method Determination Process . 43Procurement Method –Non-Delegated Purchases . 45Overview . 45Texas Correctional Industries (TCI) Purchases . 45The State Use Program (Work Quest) . 45Proprietary Purchases . 45Printing . 45Term Contracts . 47SPD-Administered Agency-Specific Procurements . 47Procurement Method –Delegated Purchases . 47Overview . 47Purchases Delegated by Rule . 48Determining Contract Value . 48Competitive Bidding . 49Competitive Bidding – IFBs and Informal Bidding .50Overview .50Best Value Standard-Competitive Bidding .50Competitive Sealed Proposals/Request for Proposals (RFPs) . 50Overview .50Delegation .51Best Value Standard-Competitive Sealed Proposals .51Procurement Method – Other . 51Procurement Method – Interlocal SPD Texas MultipleAward Schedule (TXMAS) Contracts.51Texas Workforce Commission Procurement and Contract Management Handbook (5.2022)3 Page
Interagency Cooperation Contracts (IACs) .51Interlocal Cooperation Contracts (ILCs) .53Texas Disaster Act of 1975 .53Professional Services .54Professional Services of Physicians, Optometrist, andRegistered Nurses .54Consulting Services .54Legal Services .55State and Federal Surplus Property Programs .55Reverse Auction Procedure .55Open Enrollment .55Procurement Method - Information Technology . 56Overview . 56DIR Contracts. 56Overview .56DIR Cooperative Contracts Program .58Overview .58DIR Review and Signature Approval of Certain DIR SOWs .59Exemptions and Exclusions .59DIR Texas Multiple Award Schedule - (TXMAS) CONTRACTS .59Texas.Gov Services .60DIR Data Center Services .60Telecommunication Services .60Other Information Technology Procurements .60Determining Best Value for Purchases of Automated Information Systems .60Solicitation Process . 62Solicitation –IFB, RFP, RFO, RFQ, Open Enrollment . 62Overview .62Request for Applications .62Solicitation – Preparation . 63Overview .63Procurement Lead Time .63Internal Calendar of Major Events .65Solicitation Contents .68Solicitation – Reviews and Approvals . 69CAT – Review of Solicitations with a Value of 10 Million or More .69Review of Major Information Resources Projects (MIRP) .70Solicitation – Advertisement . 70Overview .70Texas SmartBuy (Electronic State Business Daily (ESBD)) .72Texas Register .73Centralized Master Bidders List .74Solicitation – Agency Communications with PotentialRespondents . 74Pre-Bid/Offer/Proposal Conferences .74Question and Answer Period .75Solicitation Addenda .76Communication with Agency Personnel .76Solicitation – Receipt and Control of Responses . 78Receipt .78Late Responses .78Withdrawal of Response .78Cancellation of Solicitation .80Texas Workforce Commission Procurement and Contract Management Handbook (5.2022)4 Page
Public Bid Opening Option .80CHAPTER 11 - VENDOR SELECTION . 81Overview . 81Evaluation Exemption: TCI Program, State Use Program, . 81Informal Evaluation: Informal Bids Only . 81Competitive Bid and Solicitation Responses . 81Minimum Qualification Review . 81Vendor Compliance Verifications. 82Overview .82Vendor Performance Tracking System Check .83Debarment .83System for Award Management (SAM) .83Iran, Sudan, and Foreign Terrorist Organizations .83Boycott Israel Check .83Boycott Certain Energy Companies Check .84Discriminate Against Firearm or Ammunition Industries Check .84Certain Foreign-Owned Companies in Connection with Critical lnfrastructure Check .84Warrant/Payment Hold .84Franchise Tax .85Secretary of State .85Preparation of Access to Agency Premises .85Evaluation – Bid Tabulation Process. 85Evaluation – Evaluation Committee Process . 86Evaluation Committee .86Non-Disclosure Agreements and Conflict of Interest Disclosures .87Evaluation of Responses .89Scoring Matrix .89Technical Advisors .90Price Component .90Reference Check .91Clarification of Responses .91Competitive Range Determination .91Oral Presentations .92Best and Final Offers .94Evaluation Committee Recommendation.94Evaluation Certification .94Preferences. 95Overview .95Reciprocal Preference Law .95Resolving Tie Bids .95CHAPTER 12 - CONTRACT FORMATION and AWARD . 97Overview . 97Negotiations . 97Overview . 97Negotiation Team. 98Preparation . 98Technical Leveling, Technical Transfusion, and OtherImproper Activities. 98Texas Workforce Commission Procurement and Contract Management Handbook (5.2022)5 Page
Contract Formation. 99Overview . 99Approach to Contract Formation . 99Contract Templates . 101Legal Elements of a Contract. 101Contract Terms . 102Authority to Contract . 103Binding Signatures. 103Form of the Contract . 104Overview .104Four-corner contract .104Purchase Order (PO) .104Pre-Award Reviews and Compliance Checks . 104Overview . 104Reviews and Approvals by Oversight Agencies . 105QAT – Major Information Resource Project.105DIR – Statements of Work (SOW) .106Agency Reviews and Approvals . 106Agency Verification of Best Review Standards .106Agency Signature – All Contracts .106Agency Signature – Contracts with a Value Exceeding 1 Million.108Agency Verification – Contracts with a Value Exceeding 5 Million .108Ag
Procurement and Contract Management Guide (G uide). 1 The TWC Procurement and Contract Management Handbook (Handbook) documents TWC's global guiding principles for procurement and contracting functions. As the designated centralized unit with primary responsibility for TWC procurement and
