Texas Comptroller of Public Accounts

Texas Comptroller of Public Accounts, Glenn Hegar

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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 September 1, 2016

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

  Revision Date
Introduction (PDF) 09/01/2016
How the guide is organized (PDF) 09/01/2016
Professional Certification (PDF) 09/01/2016
Contract Management Framework (PDF) 09/01/2016
Definitions (PDF) 09/01/2016
Ethical Standards and Policies (PDF) 03/01/2016
Conflict of Interest (PDF) 09/01/2016
Chapter 1
Contract Advisory Team (PDF) 09/01/2016
Chapter 2
Planning (PDF) 09/01/2016
Technology Addendum (PDF) 09/01/2016
Chapter 3
Preparing the Solicitation (PDF) 09/01/2016
Preparing the Statement of Work (PDF) 09/01/2016
Specification Types (PDF) 09/01/2016
Historically Underutilized Business (PDF) 09/01/2016
Payment Types (PDF) 09/01/2016
Contractor Qualifications (PDF) 09/01/2016
Best Value Considerations (PDF) 09/01/2016
Chapter 4
Advertising the Solicitation (PDF) 09/01/2016
Solicitation Announcements- Development the Bid List (PDF) 09/01/2016
Pre-Solicitation Conferences (PDF) 09/01/2016
Communication with Respondents (PDF) 09/01/2016
Written Questions (PDF) 09/01/2016
Solicitation Submission and Opening (PDF) 09/01/2016
Consulting Services (PDF) 09/01/2016
Professional Services (PDF) 09/01/2016
Mixed Services (PDF) 09/01/2016
Chapter 5
Evaluation and Award (PDF) 09/01/2016
Evaluation Teams (PDF) 09/01/2016
Responsive Proposals (PDF) 09/01/2016
Single Responses (PDF) 09/01/2016
Proposal Evaluation (PDF) 09/01/2016
Oral Presentations-Discussions (PDF) 09/01/2016
Determining the Competitive Range (PDF) 09/01/2016
Best and Final Offers (PDF) 09/01/2016
Negotiations (PDF) 09/01/2016
Award (PDF) 09/01/2016
Evaluation and Award of Grants (PDF) 09/01/2016
Chapter 6
Contract Formation (PDF) 09/01/2016
Approach to Contract Formation (PDF) 09/01/2016
Legal Elements of a Contract (PDF) 09/01/2016
Drafting the Contract (PDF) 09/01/2016
Contract Terms (PDF) 09/01/2016
State Contracting Standards (PDF) 09/01/2016
Authority to Contract (PDF) 09/01/2016
Delegated Purchases (PDF) 09/01/2016
Federally Funded Contracts (PDF) 09/01/2016
Contract Formation for Grants (PDF) 09/01/2016
Chapter 7
Contract Administration (PDF) 09/01/2016
Contract Manager Responsibilities (PDF) 09/01/2016
Monitoring Performance (PDF) 09/01/2016
Payment Approval (PDF) 09/01/2016
Change Management (PDF) 09/01/2016
Dispute Resolution (PDF) 09/01/2016
Termination (PDF) 09/01/2016
State Agency Reporting of Contracting Information (PDF) 09/01/2016
The Contract Administration File (PDF) 09/01/2016
Contract Close-out (PDF) 09/01/2016
Grant Close-out (PDF) 09/01/2016
Sample ContractClose Close-out (PDF) 09/01/2016
Essential clauses and Provisions (PDF) 09/01/2016
Recommended Clauses (PDF) 09/01/2016
Legal References (PDF) 09/01/2016

Appendix Index

Appendix 1
RFP Template (PDF) 09/01/2016
Appendix 1B
RFP Template Part B (PDF) 09/01/2016
Appendix 2
Solicitation Announcement (PDF) 09/01/2016
Appendix 3
Pre-Solicitation Conference Guidelines (PDF) 09/01/2016
Appendix 4
Administrative Review Checklist (PDF) 09/01/2016
Appendix 5
Evaluation Team Guidelines (PDF) 09/01/2016
Appendix 6
Evaluation Team Briefing Instructions (PDF) 09/01/2016
Appendix 7
Non-Disclosure Statement (PDF) 09/01/2016
Disclosure Statement for Purchasing Personnel (PDF) 03/01/2016
Appendix 8
Reference Check Form (PDF) 09/01/2016
Appendix 9
Contract Terms (PDF) 09/01/2016
Appendix 10
Best-Value Respondent Questionnaire (PDF) 09/01/2016
Appendix 11
Sample Contract Monitoring Worksheet (PDF) 09/01/2016
Appendix 12
BAFO Evaluation Example (PDF) 09/01/2016
Appendix 13
RFP Evaluation Scoring Matrix (PDF) 09/01/2016
Appendix 14
Sample Executive Approval Memo (PDF) 09/01/2016
Appendix 15
Contract Management Best Practices Matrix (PDF) 09/01/2016
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