CORPORATE PURCHASING & CONTRACT ADMINISTRATION POLICIES AND PROCEDURES MANUAL TABLE OF CONTENTS

INTRODUCTION

PART I – ADMINISTRATION MATTERS

DEFINITIONS: Acceptance---Agreements---Bid Bond---Bidder/Offeror---Buyer---Change Order/Modification---Consent of Surety---Contract or Agreement---Contract Administrator---Contract Administration Lead Time (CALT)---Corporate Contract Administration---Contract Coordinator---Contractor---Contractor Lead Time (CLT)---Economically Disadvantaged Individuals---Field Contracts and Materials Inspections---Invitation for Bid (IFB)---Minority Business Enterprise---Modification/PCO/Change Order---Notice of Award and Instructions to Proceed---Off-the-Shelf-Item---Payment Bond---Penal Sum or Amount---Performance Bond---Project Manager---Request for Contract (RFC)--- Request for Proposal (RFP)---Request for Qualifications---Request for Quotation (RFQ)---Shipping Lead Time(SLT)---Small Business Concern---Small Disadvantaged Business Concern---Socially Disadvantaged Individuals---Solicitation---Supplier---Supplier Lead Time (SLT)---Teaming Partner---Teaming Contract---Testing---Warranty---Women-Owned Small Business and Women’s Business Enterprise

CODE OF CONDUCT:

General

Contract Administration Responsibility

Questionable Conduct of Employees

ORGANIZATIONAL CONFLICTS OF INTEREST

General

Procedure

OBSERVANCE OF LAWS AND POLICY

Sensitive Transactions

Reporting Questionable Practices

UNAUTHORIZED CONTRACT ADMINISTRATION ACTIONS

Practice

Procedure

SIGNATURE AUTHORITY

Assigning Signature Authority

Using The Appropriate Authority Level

Unauthorized Actions

PROJECT CONTRACT ADMINISTRATION PROCEDURES

General

Specific Property Site Procedures

Project-Specific Procedure

Project Files

BONDS

Definition

Types of Bonds

Proposal Guarantee/Bid Bond

Performance Bonds

Payment Bonds

Furnishing Information To Lower-Tier Contractors

Consent of Surety

Administration

Withholding Payment

Non-bonded Contractor

INSURANCE

Requirements

Procedures

ASBESTOS ABATEMENT

Pre-qualification of Bidders

Contract Inquiry

Contract Terms

Administration of Contracts

LEAD ABATEMENT

Pre-qualification of Bidders

Contract Inquiry

Contract Terms

Administration of Contracts

PART II – PLANNING, INQUIRY & EVALUATION ACTIVITIES

CONTRACT ADMINISTRATION PLANNING

Purpose

Interface with Construction Management, Project Management and Finance

Planning Documents

Prioritizing Requirements

Contracts Status Register Setup

Typical Contract Administration Steps

Lead Times

Contract Administration Lead Time (CALT)

Contractor Lead Time (CLT)

Shipping Lead Time (SLT)

Make-Or-Buy Decisions

Taxes

MATERIAL REQUISITIONS & REQUEST FOR CONTRACTS

Material Requisitions (MR)

Request For Contract (RFC)

Components

Cost Estimate of Proposed Action (CEPA)

Delivery Date or Performance Time

Justification for other than Full and Open Competition

Description of the Materials / Scope of Work

Material Descriptions

RFC Statement of Work (SOW)

Specifications

DEVELOPMENT OF BIDDERS LIST

General

Finding & Qualifying Bidders For Major Packages

Debarred, Suspended and Ineligible Firms

Financial Stability

SOLICITATION

Specific Form and Content of Solicitations

Development of Standard Inquiry & Contract Documents

Types of Solicitations

Request for Qualifications

Informal Solicitation

Request For Proposal (RFP)

An Invitation For Bid (IFB) (competitive sealed bids, no negotiations)

Contract Administration Activities Under $___,000 (Usually Informal Solicitation)

Contract Administrations $___,00.00 Or More

Pre-Proposal Conference Or Pre-Bid Conference

Addendum or Amendment of Solicitation

Cancellation of Solicitations Before Opening

Responses to Solicitation

Receipt and Handling of Bids or Proposals

Late Proposals or Modifications to Proposals

BID EVALUATION AND AWARD RECOMMENDATIONS

General

Opening and Handling of Bids/Proposals

Handling of Bids/Proposals

Commercial Evaluation

Terms of Payment

Terms of Shipment

Selections Based Solely on Price

Selection Not Based Solely on Price

Technical Evaluations

Award Recommendations

PART III – TYPES OF AGREEMENTS

TYPES OF PURCHASE ORDERS AND CONTRACTS

General Selecting an Agreement Type

Fixed-Price Purchase Orders and Contracts

Fixed Price

Fixed-Price Agreement with Economic Price Adjustment

Fixed-Price Incentive Agreements

Fixed-Price Agreements with Possible Periodic Price Adjustments

Fixed-Ceiling-Price Agreements with Retroactive Price Adjustments

Cost-Reimbursement Purchase Orders and Contracts

Use and Features of the Cost-Reimbursement Agreement

Allowable Costs

Fee

Cost Agreements

Cost-Sharing Agreements

Cost-Plus-Fixed-Fee Agreements

Completion

Term

Cost-Plus-Award-Fee Agreements

Cost-Plus-Incentive-Fee Agreements

Time and Materials Agreements

Other Types of Agreements

Labor-Hour Agreements

Letter Agreements

Indefinite-Delivery Agreements

Definite-Quantity Agreements

Requirements Agreements

Indefinite-Quantity Agreements

Master Agreements

Purchase Agreements

PART IV – POST-AWARD CONTRACT ADMINISTRATION

CONTRACT PROCESSING

General

Informal Contracts

Work that Qualifies for Informal Contracts

Using Informal Contracts

Formal Contracts

Technical Documents and Data Transmittal

Monthly Contract Status Report

Backcharges

Notification of Backcharge

Determining the Method of Correction

Backcharge Rates

Contract Backcharge

Non-Acceptance of Backcharge

Final Settlement of Backcharge

Affidavits For Contractor

GOVERNMENT REGULATIONS

General

State Debarred, Suspended and Ineligible Firms

Government Laws & Regulations

PROGRESS PAYMENTS

General

Determining The Need For Progress Payments

Processing Invoices

PATENTS, DATA, AND COPYRIGHT PROVISIONS

INTERNATIONAL CONTRACT ADMINISTRATION

General

Terms and Conditions

Choice of Language

Choice of Law

Choice of Forum

Force Majeure

Duty-Free Entry

Foreign Exchange Purchases

Import and Export Control

GENERAL ADMINISTRATION

General

Maintaining Contract Files & Insurance Certificates

Coordinating Communications

Informal Communications

Meetings

Kickoff Meetings

Progress Review Meetings

Safety Meetings

Site Instructions

Formal Correspondence

Reporting

Technical Documents and Data

Internal Communications

Monitoring Contractor Performance

Safety

Acceptance Or Rejection of Work

Mobilization and Demobilization

Claims

Prevention

Documentation

Resolution

Liens

Owner's Claims Against Contractors

Nonperformance By Contractors

Lawsuits

EXPEDITING

Responsibilities

Sources of Information

PART V – MODIFICATIONS AND CHANGE ORDERS

GENERAL

Changes

TYPES OF MODIFICATIONS OR CHANGE ORDERS

Administrative

Unilateral

Bilateral

GUIDELINES AND PROCEDURES

General

Routine Changes

Emergency Changes

TYPES OF CHANGES

Design Changes

Changed Conditions

Administrative Changes

Constructive Changes

Additional Work

PART VI – CONTRACT TERMINATION

GENERAL AND AUTHORITY TO DIRECT

General

Authority To Direct A Termination

TYPES OF TERMINATION ACTIONS

Withdrawal Or Cancellation

Termination For Default

Termination For Convenience

Stop Work Orders

PART VII – CONTRACT ADMINISTRATION FILES

CONTRACT FILING SYSTEM

General

Contract Administration Files

Contract Administration Filing System

Retention of Files

PART VIII – CONTRACT AND PROJECT CLOSEOUT

ACCEPTANCE AND CLOSEOUT

Contract Close Out

Acceptance Or Rejection of Work

Contractor Evaluation

PART IX – FORMS, TEMPLATES & CHECKLISTS

Provided as independent files for instant use.

Exhibit 1 – Checklist for Lower-Tier Subcontractor Non-Payment complaints

Exhibit 2 – Certificate of Insurance

Exhibit 3 – Purchase Order and Contracts Status Register

Exhibit 4 - Material Requisition Form

Exhibit 5 - Request for Contract Form

Exhibit 6 - Justification for other than full and open competition

Exhibit 7 - Bid Tabulation Form

Exhibit 8 - Award Recommendation /Commitment Authorization Form

Exhibit 9 - Contractor Release of Lien Affidavit

Exhibit 10 - Contractor Non-Collusion Affidavit

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