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Comprehensive Guide to Effective Contract Management by Kathleen Baxter

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Join Kathleen Baxter, Supervising Contracts and Programs Administrator at Inland Empire Utilities Agency, for an extensive overview of contract management. This presentation covers essential aspects including contract development, negotiations, and terms & conditions. Learn about the fiduciary responsibilities, legal reasons for contracting, and the benefits such as specialized skills and risk transfer. Discover effective solicitation types, governing rules, and key components of contracts. Enhance your understanding to foster strategic partnerships and ensure continuous improvement.

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Comprehensive Guide to Effective Contract Management by Kathleen Baxter

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  1. CONTRACT MANAGEMENT Presented by: Kathleen Baxter, C.P.M. Supervising Contracts and Programs Administrator Inland Empire Utilities Agency 6075 Kimball Avenue Chino, CA 91708

  2. CONTRACT MANAGEMENTOVERVIEW • Welcome! Contract Management Contract Development Contract Negotiations Terms & Conditions

  3. WHY CONTRACT? • Fiduciary Responsibility • Legal Reasons • Good Business

  4. BENEFITS OF CONTRACTING • Obtain Specialized Skills • Staffing Flexibility • Transfer Risk

  5. CONTRACT MANAGEMENT • Centralized Program • Contract Checklist • Vendor Database • Commerce Tools • Cost Savings • Boilerplates • Consistent Process • Partnership/Expertise

  6. CONTRACT DEVELOPMENT • Technical Requirements (SOW, Evaluation Criteria, etc.) • Commercial Requirements (Contract Type, Payment Methods, Warranties, etc.) • Review Process • Contract Distribution

  7. EFFECTIVE SOLICITATIONS • Document Fair Process • Are Impartial • Leave No Appearance of Impropriety • Provide Open and Fair Access • Allow Competition • Result in Proposals for the SOW

  8. TYPES OF SOLICITATIONS • Requestfor Information (RFI) - Informally gather information - Price is not requested • Request for Quote (RFQ) - Low dollar purchases - Informal solicitation • Request for Proposal (RFP) - Formal solicitation over $50K are required - Allows for consideration other than price alone - For consultant’s selection based on highest qualifications - Pre-established selection criteria - Team selection process - negotiations • Invitation for Bid (IFB) - Public Works over $35K - Selection based upon lowest responsive bid

  9. CONTRACT NEGOTIATIONS • Leverage: • Best and Final • Piggybacking • Legal Requirements • Cost Savings and Avoidance Opportunities

  10. GOVERNING RULES • California State Legislation • IEUA Ordinance No. 81 • IEUA Policies Nos. A-32 and A-33 • Uniform Commercial Code (UCC)

  11. Contract Initiation • Usually starts with a request for solicitation. • Must complete the “Request for Contract or Amendment Form” – on PIPES; or • Complete a Task Order Initiation Form (either professional engineering services or contracted maintenance)- also on PIPES.

  12. FOR LEGAL CONTRACTS • Requires An Offer • Requires An Acceptance • Consideration (Usually Monetary) • Competent Parties • Legality of Purpose

  13. CONTRACTS • Professional Services Contracts • Design Contracts (usually high dollars); • Value Engineering Contracts; • Specialized Service – results in a report  MasterContracts – Task Orders Issued • Service Contracts • Large ScaleEquipment/Installation • Construction Contracts

  14. TERMS & CONDITIONS • Insurance & Indemnity • Warranty Provision • Payment • Contract Waiver • Dispute Handling • Clause for Termination • Audit Provision

  15. THANK YOU • WORKING TOGETHER FOR CONTINUOUS IMPROVEMENT • STRATEGIC PARTNERSHIP • ADD VALUE AND ENSURE PUBLIC TRUST

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