This 115-page document outlines the basic Policies and Procedures a Corporation should follow when making commitments to Vendors and Contractors. The manual reflects the intent of applicable public laws and statutes along with generally accepted good business practices.

The manual is in Word™ format and is easily modified to clearly convey each organization’s unique needs. The “point & click” Table of Contents makes this document a useful electronic reference manual for network posting.

Simple but Effective
These policies and procedures have been proven over time to be an easy and cost-effective solution to properly administering and documenting activities related to purchasing and contracting.

Useful Exhibits
Exhibits which are formatted in Word ™, Excel™ or PDF providing effective templates for everyday use by contract administrators and buyers.
All exhibits are 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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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:

o    General

o    Contract Administration Responsibility

o    Questionable Conduct of Employees

·         ORGANIZATIONAL CONFLICTS OF INTEREST

o    General

o    Procedure

·         OBSERVANCE OF LAWS AND POLICY

o    Sensitive Transactions

o    Reporting Questionable Practices

·         UNAUTHORIZED CONTRACT ADMINISTRATION ACTIONS

o    Practice

o    Procedure

·         SIGNATURE AUTHORITY

o    Assigning Signature Authority

o    Using The Appropriate Authority Level

o    Unauthorized Actions

·         PROJECT CONTRACT ADMINISTRATION PROCEDURES

o    General

o    Specific Property Site Procedures

o    Project-Specific Procedure

o    Project Files

·         BONDS

o    Definition

o    Types of Bonds

o    Proposal Guarantee/Bid Bond

o    Performance Bonds

o    Payment Bonds

o    Furnishing Information To Lower-Tier Contractors

o    Consent of Surety

o    Administration

o    Withholding Payment

o    Non-bonded Contractor

·         INSURANCE

o    Requirements

o    Procedures

·         ASBESTOS ABATEMENT

o    Pre-qualification of Bidders

o    Contract Inquiry

o    Contract Terms

o    Administration of Contracts

·         LEAD ABATEMENT

o    Pre-qualification of Bidders

o    Contract Inquiry

o    Contract Terms

o    Administration of Contracts

PART II – PLANNING, INQUIRY & EVALUATION ACTIVITIES

·         CONTRACT ADMINISTRATION PLANNING

o    Purpose

o    Interface with Construction Management, Project Management and Finance

o    Planning Documents

o    Prioritizing Requirements

o    Contracts Status Register Setup

o    Typical Contract Administration Steps

o    Lead Times

o    Contract Administration Lead Time (CALT)

o    Contractor Lead Time (CLT)

o    Shipping Lead Time (SLT)

o    Make-Or-Buy Decisions

o    Taxes

·         MATERIAL REQUISITIONS & REQUEST FOR CONTRACTS

o    Material Requisitions (MR)

o    Request For Contract (RFC)

o    Components

o    Cost Estimate of Proposed Action (CEPA)

o    Delivery Date or Performance Time

o    Justification for other than Full and Open Competition

o    Description of the Materials / Scope of Work

o    Material Descriptions

o    RFC Statement of Work (SOW)

o    Specifications

·         DEVELOPMENT OF BIDDERS LIST

o    General

o    Finding & Qualifying Bidders For Major Packages

o    Debarred, Suspended and Ineligible Firms

o    Financial Stability

·         SOLICITATION

o    Specific Form and Content of Solicitations

o    Development of Standard Inquiry & Contract Documents

o    Types of Solicitations

o    Request for Qualifications

o    Informal Solicitation

o    Request For Proposal (RFP)

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

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

o    Contract Administrations $___,00.00 Or More

o    Pre-Proposal Conference Or Pre-Bid Conference

o    Addendum or Amendment of Solicitation

o    Cancellation of Solicitations Before Opening

o    Responses to Solicitation

o    Receipt and Handling of Bids or Proposals

o    Late Proposals or Modifications to Proposals

·         BID EVALUATION AND AWARD RECOMMENDATIONS

o    General

o    Opening and Handling of Bids/Proposals

o    Handling of Bids/Proposals

o    Commercial Evaluation

o    Terms of Payment

o    Terms of Shipment

o    Selections Based Solely on Price

o    Selection Not Based Solely on Price

o    Technical Evaluations

o    Award Recommendations

PART III – TYPES OF AGREEMENTS

·         TYPES OF PURCHASE ORDERS AND CONTRACTS

o    General Selecting an Agreement Type

o    Fixed-Price Purchase Orders and Contracts

o    Fixed Price

o    Fixed-Price Agreement with Economic Price Adjustment

o    Fixed-Price Incentive Agreements

o    Fixed-Price Agreements with Possible Periodic Price Adjustments

o    Fixed-Ceiling-Price Agreements with Retroactive Price Adjustments

o    Cost-Reimbursement Purchase Orders and Contracts

o    Use and Features of the Cost-Reimbursement Agreement

o    Allowable Costs

o    Fee

o    Cost Agreements

o    Cost-Sharing Agreements

o    Cost-Plus-Fixed-Fee Agreements

o    Completion

o    Term

o    Cost-Plus-Award-Fee Agreements

o    Cost-Plus-Incentive-Fee Agreements

o    Time and Materials Agreements

o    Other Types of Agreements

o    Labor-Hour Agreements

o    Letter Agreements

o    Indefinite-Delivery Agreements

o    Definite-Quantity Agreements

o    Requirements Agreements

o    Indefinite-Quantity Agreements

o    Master Agreements

o    Purchase Agreements

PART IV – POST-AWARD CONTRACT ADMINISTRATION

·         CONTRACT PROCESSING

o    General

o    Informal Contracts

o    Work that Qualifies for Informal Contracts

o    Using Informal Contracts

o    Formal Contracts

o    Technical Documents and Data Transmittal

o    Monthly Contract Status Report

o    Backcharges

o    Notification of Backcharge

o    Determining the Method of Correction

o    Backcharge Rates

o    Contract Backcharge

o    Non-Acceptance of Backcharge

o    Final Settlement of Backcharge

o    Affidavits For Contractor

·         GOVERNMENT REGULATIONS

o    General

o    State Debarred, Suspended and Ineligible Firms

o    Government Laws & Regulations

·         PROGRESS PAYMENTS

o    General

o    Determining The Need For Progress Payments

o    Processing Invoices

·         PATENTS, DATA, AND COPYRIGHT PROVISIONS

·         INTERNATIONAL CONTRACT ADMINISTRATION

o    General

o    Terms and Conditions

o    Choice of Language

o    Choice of Law

o    Choice of Forum

o    Force Majeure

o    Duty-Free Entry

o    Foreign Exchange Purchases

o    Import and Export Control

·         GENERAL ADMINISTRATION

o    General

o    Maintaining Contract Files & Insurance Certificates

o    Coordinating Communications

o    Informal Communications

o    Meetings

o    Kickoff Meetings

o    Progress Review Meetings

o    Safety Meetings

o    Site Instructions

o    Formal Correspondence

o    Reporting

o    Technical Documents and Data

o    Internal Communications

o    Monitoring Contractor Performance

o    Safety

o    Acceptance Or Rejection of Work

o    Mobilization and Demobilization

o    Claims

o    Prevention

o    Documentation

o    Resolution

o    Liens

o    Owner's Claims Against Contractors

o    Nonperformance By Contractors

o    Lawsuits

·         EXPEDITING

o    Responsibilities

o    Sources of Information

PART V – MODIFICATIONS AND CHANGE ORDERS

·         GENERAL

o    Changes

·         TYPES OF MODIFICATIONS OR CHANGE ORDERS

o    Administrative

o    Unilateral

o    Bilateral

·         GUIDELINES AND PROCEDURES

o    General

o    Routine Changes

o    Emergency Changes

·         TYPES OF CHANGES

o    Design Changes

o    Changed Conditions

o    Administrative Changes

o    Constructive Changes

o    Additional Work

PART VI – CONTRACT TERMINATION

·         GENERAL AND AUTHORITY TO DIRECT

o    General

o    Authority To Direct A Termination

·         TYPES OF TERMINATION ACTIONS

o    Withdrawal Or Cancellation

o    Termination For Default

o    Termination For Convenience

o    Stop Work Orders

PART VII – CONTRACT ADMINISTRATION FILES

·         CONTRACT FILING SYSTEM

o    General

o    Contract Administration Files

o    Contract Administration Filing System

o    Retention of Files

PART VIII – CONTRACT AND PROJECT CLOSEOUT

·         ACCEPTANCE AND CLOSEOUT

o    Contract Close Out

o    Acceptance Or Rejection of Work

o    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