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Texas Building and Procurement Commission Statewide Contracting Program

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

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Texas Building and Procurement Commission Statewide Contracting Program

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  1. Texas Building and Procurement CommissionStatewide Contracting Program TBPC Brown Bag Presentation Texas State Government Contract Management 101 Presented by Adrian Pineda and Sergio Upton May 9, 2007

  2. Contract Planning Contract Procurement Statewide Contracting Processes Contract Administration CATRAD Overview/Demonstration Contract Management 101

  3. Contract Management Framework

  4. Five Core Processes: 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

  5. Needs Assessment (on-going) Communications Plan (Inter-disciplinary) Cost Estimates (Relevant by industry) Risk Management General Contract Planning

  6. Establishes a clear definition of the contracting objectives and purpose to be accomplished by the contract. 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

  7. Manages and controls internal and external communication through: 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

  8. Estimated cost will provide an idea of the range of commodities/services that can be procured 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 advantage Cost Estimates

  9. Defined as the combination of the probability of an event and its consequences. 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 Three-part process: 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 risks Risk Management

  10. Background and Introduction Statement of Work (SOW) Vendor Qualifications/Financial Background / References Contract Term(s) Evaluation Criteria Deliverables Reporting Payment Method(s) Independent Quality Assurance Program Most Recent Terms and Conditions HUB Requirements / Good Faith Effort / HSP Negotiation Execution of Offer Preparing the Solicitation

  11. Some External Major Contract Requirements: Quality Assurance Team (QAT) Texas Project Delivery Framework Contract Advisory Team (CAT) Reviews Contract Procurement

  12. CAT Enabling Legislation: As mandated by the Texas Government Code 2262.101 in subchapter C, The Contract Advisory Team is created to assist state agencies in improving contract management practices by reviewing the solicitation of major contracts by state agencies. 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

  13. Delegation Requests: For purchases of services estimated to cost more than $100,000, agencies must submit solicitations to TBPC for review and delegation. Texas Government Code 2156.121. TBPC has 14 days upon receipt of solicitation to review the initiating agency's request for delegation. Review and Delegation

  14. Central Master Bidder’s List (CMBL) notifies interested vendors of business opportunities Posting on Electronic State Business Daily (ESBD) for solicitations over $25K Advertising the Solicitation

  15. Evaluation Team Evaluation Criteria Scoring Methodologies Interviews and Oral Presentations Score Tabulation Response Evaluation

  16. ESBD Major Contract Reporting requirement for contracts over $5M Professional and Consultant Services/Construction Contracts to LBB Contract Award/Notification

  17. Vendor Performance Tracking System Monitoring Contractor Performance Types of Contract Reviews/Audits Payment Approval Change Management Dispute Resolution Schedule Issues Quality Assurance Contract Extension and Renewal Contract Closeout Contract Administration

  18. CATRAD Overview • (C)ontract (A)dvisory (T)eam (R)eview (A)nd (D)elegation • CATRAD Version 1 – Currently available for state agencies to use. • Planned CATRAD Version 2 Release – We will continue to log feedback from internal and external users of program and develop the requirements for a second version in spring of 2007.

  19. The CATRAD application provides agencies with the ability to submit and track online progress of their major contract solicitation requests and delegation requests. 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

  20. Benefits Increased organization 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 members CATRAD Application

  21. CATRAD Application CATRAD Demonstration

  22. CATRAD Application

  23. CATRAD Application

  24. CATRAD Application

  25. Questions??? CATRAD Application

  26. Adrian Pineda adrian.pineda@tbpc.state.tx.us (512) 463-3414 Sergio Upton sergio.upton@tbpc.state.tx.us (512) 463-8169 Statewide Contracting ProgramContact Information CATRAD Application

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