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Contract Management Guide

Background

Pursuant to Texas Gov't Code 2262.051, TPASS in consultation with the Office of the Attorney General (OAG), the Department of Information Resources (DIR), the Comptroller of Public Accounts (CPA), and the State Auditor's Office (SAO), developed and periodically updates the Contract Management Guide (CMG) for use by state agencies. More Background info...

Purpose

The purpose of the CMG is to offer contract managers at state agencies recommendations on improving existing contract management processes and practices. More on CMG Purpose...

Features

The CMG includes a model of contract provisions, to distinguish between essential, recommended and optional contract provisions. More Features of the CMG...

Contact Us

We are soliciting your feedback with regards to updating the CMG. Please email us any questions you have about the CMG, your ideas, recommendations, and requests for what you would like to see in the CMG revision to 2262contractadvisoryteam@cpa.state.tx.us.

Table of Contents

View the entire current Guide in printer-friendly PDF -- updated March 2014

View each individual section in PDF below. To view and print PDFs, download the latest version of Adobe Acrobat Reader.

  Revision Date
Introduction (PDF) 10/01/2011
How the guide is organized (PDF) 10/01/2011
Professional Certification (PDF) 02/18/2014
Contract Management Framework (PDF) 10/01/2011
Definitions (PDF) 10/01/2011
Ethical Standards and Policies (PDF) 10/01/2011
Conflict of Interest (PDF) 10/01/2011
Chapter 1
Contract Advisory Team (PDF) 02/18/2014
Chapter 2
Planning (PDF) 10/01/2011
Technology Addendum (PDF) 10/01/2011
Chapter 3
Preparing the Solicitation (PDF) 10/01/2011
Preparing the Statement of Work (PDF) 10/01/2011
Specification Types (PDF) 10/01/2011
Historically Underutilized Business (PDF) 10/01/2011
Payment Types (PDF) 10/01/2011
Contractor Qualifications (PDF) 10/01/2011
Best Value Considerations (PDF) 10/01/2011
Chapter 4
Advertising the Solicitation (PDF) 10/01/2011
Solicitation Announcements- Development the Bid List (PDF) 10/01/2011
Pre-Solicitation Conferences (PDF) 10/01/2011
Communication with Respondents (PDF) 10/01/2011
Written Questions (PDF) 10/01/2011
Solicitation Submission and Opening (PDF) 10/01/2011
Consulting Services (PDF) 10/01/2011
Professional Services (PDF) 10/01/2011
Mixed Services (PDF) 10/01/2011
Chapter 5
Evaluation and Award (PDF) 10/01/2011
Evaluation Teams (PDF) 10/01/2011
Responsive Proposals (PDF) 10/01/2011
Single Responses (PDF) 10/01/2011
Proposal Evaluation (PDF) 10/01/2011
Oral Presentations-Discussions (PDF) 10/01/2011
Determining the Competitive Range (PDF) 10/01/2011
Negotiations (PDF) 10/01/2011
Award (PDF) 10/01/2011
Evaluation and Award of Grants (PDF) 10/01/2011
Chapter 6
Contract Formation (PDF) 10/01/2011
Approach to Contract Formation (PDF) 10/01/2011
Legal Elements of a Contract (PDF) 10/01/2011
Drafting the Contract (PDF) 10/01/2011
Contract Terms (PDF) 10/01/2011
State Contracting Standards (PDF) 10/01/2011
Authority to Contract (PDF) 10/01/2011
Delegated Purchases (PDF) 10/01/2011
Federally Funded Contracts (PDF) 10/01/2011
Contract Formation for Grants (PDF) 10/01/2011
Chapter 7
Contract Administration (PDF) 10/01/2011
Contract Manager Responsibilities (PDF) 10/01/2011
Monitoring Performance (PDF) 04/01/2013
Payment Approval (PDF) 10/01/2011
Change Management (PDF) 10/01/2011
Dispute Resolution (PDF) 10/01/2011
Termination (PDF) 10/01/2011
The Contract Administration File (PDF) 10/01/2011
Contract Close-out (PDF) 10/01/2011
Grant Close-out (PDF) 10/01/2011
Sample ContractClose Close-out (PDF) 10/01/2011
Essential clauses and Provisions (PDF) 10/01/2011
Recommended Clauses (PDF) 10/01/2011
Index of List and Tables (PDF) 10/01/2011
Legal References (PDF) 10/01/2011

Appendix Index

Appendix 1
RFP Template (PDF) 10/01/2011
Appendix 2
Solicitation Announcement (PDF) 10/01/2011
Appendix 3
Pre-Solicitation Conference Guidelines (PDF) 10/01/2011
Appendix 4
Administrative Review Checklist (PDF) 10/01/2011
Appendix 5
Evaluation Team Guidelines (PDF) 10/01/2011
Appendix 6
Evaluation Team Briefing Instructions (PDF) 10/01/2011
Appendix 7
Non-Disclosure Statement (PDF) 10/01/2011
Disclosure Statement for Purchasing Personnel (PDF) 10/01/2011
Appendix 8
Reference Check Form (PDF) 10/01/2011
Appendix 9
Contract Terms (PDF) 10/01/2011
Appendix 10
Best-Value Respondent Questionnaire (PDF) 10/01/2011
Appendix 11
Sample Contract Monitoring Worksheet (PDF) 10/01/2011
Appendix 12
BAFO Evaluation Example (PDF) 10/01/2011
Appendix 13
RFP Evaluation Scoring Matrix (PDF) 10/01/2011
Appendix 14
Sample Executive Approval Memo (PDF) 10/01/2011
Appendix 15
Contract Management Best Practices Matrix (PDF) 10/01/2011
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