Contract Management Procurement Bureau CMPB

1. Contract Management & Procurement Bureau(CMPB)

2. Before procuring professional services know the rules.CMPB will assist you. Rule 2.40.2 NMAC and section 13-1-118 NMSA 1978, Competitive sealed proposals (RFP); professional services contracts; contract review General Services Department Rule 1.4.1 NMAC Procurement Code section 13-1-125 NMSA 1978, small purchases Procurement code section 13-1-128, Sole Source Source: Procuremen Code Website http://www.conwaygreene.com/nmsu/lpext.dll?f=templates&fn=main-hit-h.htm&2.0

3. DFA Policy In accordance with Department of Finance and Administration (DFA) Rule 2.40.2 NMAC (provided in Appendix A), Section 13-1-118 NMSA 1978 and General Services Department, (GSD) Rule 1.4.1 NMAC, all professional services contracts and amendments entered into by all state agencies (except those agencies exempted from this process under Section 6-5-9 NMSA 1978 or other relevant statutes) must be reviewed and approved by CRB (DFA�s Contract Review Board). (The link to GSD Rule 1.4.1 NMAC is (http://www.nmcpr.state.nm.us/nmac) Professional Services Contracts shall contain a performance measure or performance measures that are aligned with the Agency�s Strategic Plan. The CRB will review and approve all state agency contracts resulting in a total contractual expenditure greater than five thousand dollars ($5,000.00). A professional service contract which must be reviewed by DFA shall not become binding and effective until signed and dated by a member of the CRB. In accordance with State Purchasing Division�s (SPD) directive, any procurement methodology [General Services Agreement (GSA), Sole Source, emergency, Request for Proposal (RFP), Invitation to Bid (ITB)] must be pre-approved or pre-reviewed by SPD. SPD requires the RFP authorization form (if a RFP is conducted) or a memo justifying procurement methodology, a requisition from Share, and specifications for approval. The requisition must be made to unselected vendor for zero amount. Professional Services Contracts that are exempt from provisions of the Procurement Code are set forth in Section 13-1-98 NMSA 1978, including emergency procurements, do not require CRB approval. Therefore, CRB will not review or sign such contracts.

4. Program should: First determine the need for services. If the funds to be used are Grant related, evaluate whether or not the expenditure is allowable. Determine which type of procurement method you will be using. CMPB can assist you. Small Purchases ($5,000 to $50,000 excluding gross receipts tax.) Sole Source Request for Proposal (RFP) � competitive, $50,000 and up for Professional Services Emergency Contract Contract Exempt from the Procurement code State Price Agreement

5. Important time frames: All requests for contractual documents less than $200,000 must be submitted to CMPB at least 45 days prior to the requested effective date of the document. If an RFP or an ITB (bid) is also required, add at least another 60 days prior to the requested effective date of the document. All requests for contractual documents greater than or equal to $200,000 must be submitted to CMPB at least 60 days prior to the requested effective date of the document. If an RFP or an ITB (bid) is also required, add at least another 60 days prior to the requested effective date of the document. All requests for contractual documents related to information technology must be submitted to CMPB at least 120 days prior to the requested effective date of the document. Procurements with major IT considerations and Federal funding can take up to one year to complete the RFP and obtain State and Federal approvals. *Contracts that are sole source or retroactive will take longer than the designated number of days. Therefore, department staff must allow for this additional time in planning for submission of those requests.

6. Begin the Contract Request Process 1. Obtain an electronic version of the HSD Contract Request Form and/or the Procurement Planning Form from the CMPB. HSD requests exemption to use it�s own boilerplate each year from DFA. There are additional items listed on the HSD boilerplate that are not on the DFA boilerplate which is why CMPB will develop your contract. The scope of work MUST be tied to the Agency�s Strategic Plan. When your scope of work is defined, it must be sent electronically to the CMPB for preparation of the contract draft. CMPB will prepare all contracts.

7. 2. You must complete the HSD Contract Request Form. There is a signature line on the HSD Contract Request Form to be signed by the Program Manager. Be sure to include a copy of the requisition in Share. This requisition should be made out to correct vendor for the correct contract amount. 3. All completed documents: Contract Request Form including scope of work, requisition and the procurement planning form are then sent to the CMPB Contract Officer for review and editing. If all documents are in order, the CMPB Contract Officer will obtain approval from assigned budget analyst to verify budget information provided on the requisition, verify DFA vendor file, prepare the contract module in Share, and prepare all necessary documents to be forwarded to DFA/Contracts Review Bureau, SPD and/or Do-IT as required. Upon approval from the DFA/Contracts Review Bureau, SPD, or Do-IT, the CMPB Contract Officer will initiate the process for a purchase order to be issued.

8. 4. CMPB Contract Officer will be notified when the contracts have been signed by the DFA/Contracts Review Bureau, SPD and/or Do-IT. 5. Documents will be sent back to the CMPB Contract Officer. Program will receive two original signed documents; give one to the vendor, and keep the other for Program file. An original will also be retained in CMPB. Services can now begin. Invoices should be submitted to CMPB within 10 days of month-end to ensure timely payment, especially at the end of the contract period.

9. Request for Proposal (RFP) boilerplate Sole Source Determination Form Retroactive Request Form Campaign Disclosure Form