Transcription
Contract Management PlanFor Consultant and Non-Prime ContractsCentralized Revenue Opportunity System ProjectOctober 2014Version 1.0
Contract Management Plan For Consultant and Non-Prime Contracts – V1.0October 2014Page i
Contract Management Plan For Consultant and Non-Prime Contracts – V1.0Revision Log:VersionNumberVersion Date0.01Revision AuthorSummary of Major Changes MadeCatherine TaylorInitial draft.0.0206/20/2014Jose L. GonzalezReview/Edit/Update0.0306/24/2014Kim BrainContent edits1.0010/11/2014Catherine TaylorFinal Version approved.Document Review CycleThis document will be reviewed annually and as needed throughout the CROS Project’s lifecycle. Theobjective of the review is to verify the relevance of this Contract Management Plan (CMP) to thebusiness needs of the CROS Project and update accordingly.October 2014Page ii
Contract Management Plan For Consultant and Non-Prime Contracts – V1.0Table of Contents1.2.3.Overview . 71.1Purpose . 71.2Scope . 71.3Referenced Documents. 71.4Definitions of Acronyms and Terms . 81.5Roles and Responsibilities . 8Contract Initiation . 102.1Input from Purchase Request System for RFO or Amendment . 142.2Initiation of the Contract . 142.2.1Develop RFO Materials . 142.2.2Legal Approval of RFO . 152.2.3Send RFO to BOE Contracts Section . 152.2.4Review RFO (BOE Contracts Section) . 152.2.5Review Final RFO . 152.2.6Release RFO to Vendor Community. 152.2.7Prepare Proposals . 152.2.8Receive Proposals . 152.2.9Evaluate RFO Response. 162.2.10Select Finalist . 162.2.11Approve Selection . 162.2.12Award Contract . 162.2.13Notify Respondents. 16Contract Execution and Management . 173.1Consultant Onboarding . 173.1.1Initiate Consultant/Employee-In Process . 183.1.2Consultant Orientation . 183.1.3Verify Process Compliance . 183.1.4Store Documents . 193.2Deliverable Management . 193.2.1Discussion of Deliverable Expectation Document . 203.2.2Develop Draft DED . 20October 2014Page iii
Contract Management Plan For Consultant and Non-Prime Contracts – V1.03.2.3Review DED Team Lead. 203.2.4Approve DED Business or Technical Manager . 213.2.5Record DED artifacts . 213.2.6Submit Deliverable . 213.2.7Review Deliverable. 213.2.8Approve Deliverable. 213.2.9Notify of Deliverable Rejection . 213.2.10Submit a Remediation Plan . 213.2.11Approve Remediation Plan . 213.2.12Dispute Resolution . 223.3Invoice Processing . 223.3.1Submit Timesheet/Invoice . 243.3.2Review and Validate Timesheet . 243.3.3Timesheet. 243.3.4Approve Timesheet . 243.3.5Invoice Processing . 243.3.6Invoice Administrative Approval . 243.3.7Submittal to BOE Accounting Branch. 243.3.8Document Storage . 243.3.9Verify Payment . 243.3.10Invoice Follow Up . 243.4Consultant Performance Management . 253.4.1Report Status . 263.4.2Submit Monthly Status Reports . 263.4.3Review Monthly Status Report . 273.4.4Assess Quarterly Performance Scorecard . 273.4.5Assess Deficiency . 273.4.6Report Deficiency . 273.4.7Contract Receives Deficiency Notice . 273.4.8Create Corrective Action Plan . 273.4.9Review Corrective Action Plan . 273.4.10Approve Corrective Action Plan . 27October 2014Page iv
Contract Management Plan For Consultant and Non-Prime Contracts – V1.03.4.11Monitoring Correction Action Plan . 283.4.12Contract Dispute . 283.54.5.3.5.1Notice of Dispute Filed . 293.5.2Meeting with affected parties . 293.5.3Final Decision . 29Reporting. 304.1Analyze Contract . 314.2Review Project Consultant Burn Report . 314.3Review Individual Consultant Burn Reports . 314.4Accept Document. 314.5Store Document . 31Contract Amendment . 325.1Reasons for Contract Amendment . 325.2Enacting a Contract Change . 335.2.1Research Step. 345.2.2Receive approval for Contract Amendment . 345.2.3Develop Amendment Materials . 355.2.4Review and Approve Amendment Package . 355.2.5Process Amendment . 355.2.6Store Amendment Document(s) . 355.36.Dispute Resolution . 28Replacing Consultant Staff . 365.3.1Initiate Staff Change. 375.3.2Review Staff Change . 375.3.3Off Board Consultant . 385.3.4Approve Staff Change . 385.3.5Negotiate Staff Change . 385.3.6Prepare Contract Amendment Paperwork . 385.3.7Approve Contract Amendment Paperwork . 385.3.8Onboard Replacement Consultant . 385.3.9Store Contract Document(s) . 38Contract Closure . 39October 2014Page v
Contract Management Plan For Consultant and Non-Prime Contracts – V1.06.1Contract Closures . 406.2Initiate Contract Closure . 416.3Consultant Final Report . 416.4Consultant Evaluation . 416.5Submit Closing Documents to BOE Contracts Section . 416.6Verify Invoices paid . 426.7Finalize Contract file and Document Storage . 42October 2014Page vi
Contract Management Plan For Consultant and Non-Prime Contracts – V1.01. Overview1.1 PurposeThe purpose of this Contract Management Plan (CMP) is to define the processes, procedures, activities,roles, and tools for the management of non-prime contracts. The contract management will consists ofprocuring, tracking and managing contracts to ensure all contractual obligations are fulfilled, includingthat delivered products and services are acceptable.1.2 ScopeThe scope of the CMP is the procurement and management of contracts related to non-prime productsand services. The CMP does not cover contracts for supplies (for example, contracts to procure officesupplies).The following contract management processes are defined in this plan: Contract Initiation – Activities to plan the procurement; develop of the Statement of Work(SOW) and evaluation criteria; solicit and evaluate proposals; and execute the purchase order.Contract Management – Activities required preparing and orienting a new Contractor; definingand managing contract deliverables; processing timesheets, invoice and payments andmanaging Contractor performance.Contract Amendment – Criteria and activities required to amend a contract.Contract Closure – Activities to finalize the contract ensuring the necessary documents arereceived and filed with the appropriate external stakeholders.1.3 Referenced DocumentsThe following documents are referred to in the CMP:Document/VersionSharePoint LocationCROS Contract Performance AssessmentPlan, V1.0CROS PMO/Project Management/All DocumentsSOWCROS Project Management/ConsultantContracts/(select specific contract)19130(b) JustificationCROS Project Management/ConsultantContracts/(select specific contract)Certificate of ComplianceCROS Project Management/ConsultantContracts/(select specific contract)Contract/Service Request Form (BOE-860)CROS Project Management/ConsultantContracts/(select specific contract)October 2014Page 7
Contract Management Plan For Consultant and Non-Prime Contracts – V1.0Document/VersionSharePoint LocationBOE Confidentiality Statement (BOE-4)CROS ProcurementRFO PackageCROS Project Management/ConsultantContracts/(select specific contract)Document Management PlanCROS PMO/Project Management/ProjectManagement PlanEmployee In/OutCROS Project Management/PMO/CROS Employee InCROS Project Management/PMO/CROS Employee Out1.4 Definitions of Acronyms and TermsTerm/AcronymDefinitionDeliverable Expectation Document (DED)Specifies BOE's expectations for contract execution,including the description, applicable standards,contract references, acceptance criteria, schedule andother information. The DED is reviewed and approvedby BOE to define expectations.Statement of Work (SOW)Defines the work activities, deliverables, and timelinea contractor must execute in performance of specifiedwork for BOE.1.5 Roles and ResponsibilitiesRolesResponsibilitiesBOE Contracts Section Acquire IT goods and (non-prime) consultant servicesBOE Legal Department Review SOW and other contract documents on behalf of BOEBusiness or TechnicalProject Manager Assigned responsibility for a specific contractPrepare SOW for specific contractEvaluate proposalsApproves DED to ensure deliverables meet project objectivesAccepts contract deliverablesContract Administrator Assigned responsibility for contract administrative oversight toensure compliance with general terms and conditionsIdentify contract risks/issues such as conflict of interestReviews DEDs and deliverables for contract complianceReviews and approves payment of consultant invoices October 2014Page 8
Contract Management Plan For Consultant and Non-Prime Contracts – V1.0RolesContract AnalystDeliverable LeadResponsibilities Receives, stores, and logs deliverable artifactsNotifies appropriate parties when deliverable artifacts are receivedPrepares and delivers deliverable disposition lettersTracks review scheduleMonitors and Reports deliverables statusReceives and processes consultant timesheets and invoicesAssigned deliverables based on knowledge and skills.For deliverables to which they are assigned: Deliverable ReviewerIdentifies deliverables-related risks and issuesConfirms team member assignments to the Deliverable ReviewTeam and engages new members as neededManages and schedules activities for the Deliverable Review Teamas neededConducts Kick-Off meeting with Deliverable Review Team as neededCreates review form, consolidates reviewer findingsAssembles and finalizes Recommended Deliverable DispositionAssigned based upon their skills and knowledgeFor deliverables to which they are assigned: Reviews DED and deliverable sections(s) to which they are assignedAttends meetings and walkthroughs related to assigned deliverableRecommend deliverable acceptance or rejectionAssists with the identification of deficiencies with unaccepteddeliverablesIV&V Analyst Reviews DEDs and deliverablesProvides Deliverable Lead and Management with review findingsProvides Deliverable Disposition RecommendationsAttends meetings and walkthroughs r
This document will be reviewed annually and as needed throughout the CROS Project’s lifecycle. The objective of the review is to verify the relevance of this Contract Management Plan (CMP) to the b
