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PROCEDURE for REQUESTS FOR APPROVAL (RFQ’S) and CONTRACTS/PURCHASE ORDERS

PROCEDURE for REQUESTS FOR APPROVAL (RFQ’S) and CONTRACTS/PURCHASE ORDERS. LIGO-G080592-00-P 29 October 2008 Linda Turner. RFQ or CONTRACT PACKAGE COMPONENTS. COVER LETTER(S) RFQ – INVITATION TO BID CONTRACT – AWARD LETTER and NOT-SELECTED NOTIFICATION RFQ/CONTRACT STATEMENT OF WORK

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PROCEDURE for REQUESTS FOR APPROVAL (RFQ’S) and CONTRACTS/PURCHASE ORDERS

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  1. PROCEDURE forREQUESTS FOR APPROVAL (RFQ’S) and CONTRACTS/PURCHASE ORDERS LIGO-G080592-00-P 29 October 2008 Linda Turner LIGO II

  2. RFQ or CONTRACT PACKAGE COMPONENTS • COVER LETTER(S) • RFQ – INVITATION TO BID • CONTRACT – AWARD LETTER and NOT-SELECTED NOTIFICATION • RFQ/CONTRACT • STATEMENT OF WORK • GENERAL PROVISIONS • DRAWINGS • SPECIFICATIONS • ADDENDUMS as needed LIGO II

  3. NUMBERING, SUBMITTING, DISTRIBUTING NUMBER! NUMBER! NUMBER! LIGO II

  4. NUMBERING, SUBMITTING, DISTRIBUTING • COVER LETTERS • MUST HAVE A DCC NUMBER BEFORE BEING SENT TO VENDORS • WHEN SAME COVER LETTER IS SENT TO MULTIPLE VENDORS, EACH LETTER WILL USE THE SAME DCC NUMBER • BOTH THE RFQ/CONTRACT NUMBER AND THEIR RESPECTIVE DCC NUMBER SHOULD BE REFERENCED ON THE COVER LETTER • ADVISE VENDORS TO REFERENCE BOTH THE RFQ NUMBER AND THE DCC NUMBER WHEN CORRESPONDING IN ANY REGARD TO THE RFQ/CONTRACT LIGO II

  5. NUMBERING, SUBMITTING, DISTRIBUTING • RFQ/CONTRACT PACKAGE • COMPLETE PACKAGE MUST HAVE A DCC NUMBER (this is what would be referenced on the cover letter(s) • ANY COMPONENTS SHOULD HAVE OWN UNIQUE DCC NUMBERS • SPECIFICATIONS • DRAWINGS • “STAND—ALONE” DOCUMENTS LIGO II

  6. NUMBERING, SUBMITTING, DISTRIBUTING • ADDENDUMS to an RFQ • OWN UNIQUE DCC NUMBER, INDEPENDENT OF THE RFQ NUMBER • CONTRACT REVISIONS • RETAIN THE SAME NUMBER AS THE CONTRACT WITH THE REVISION REFLECTED IN THE NUMBER LIGO II

  7. NUMBERING, SUBMITTING, DISTRIBUTING SUBMITTING or UPLOADING to the DCC LIGO II

  8. NUMBERING, SUBMITTING, DISTRIBUTING • COVER LETTER(S) • MULTIPLE LETTERS WITH THE SAME DCC NUMBER SHOULD BE MERGED AND SUBMITTED AS ONE PDF FILE • RFQ/CONTRACT PACKAGE • INDIVIDUAL COMPONENTS WITH THEIR OWN NUMBER SHOULD BE SUBMITTED AS STAND—ALONE DOCUMENTS • FULL PACKAGE SHOULD BE SUBMITTED AS ONE COMPLETE MERGED PDF FILE AND IN THE ORDER IN WHICH IT WOULD BE VIEWED LIGO II

  9. NUMBERING, SUBMITTING, DISTRIBUTING • ADDENDUMS • IN THE NEW DCC SYSTEM, docDB, SYSTEM FEATURES ABILITY TO RELATE DOCUMENTS BACK TO THE PARENT DOCUMENT • INSURE THE ADDENDUM IS “RELATED” BACK TO ORIGINAL RFQ LIGO II

  10. NUMBERING, SUBMITTING, DISTRIBUTING DISTRIBUTING LIGO II

  11. NUMBERING, SUBMITTING, DISTRIBUTING • RFQ/CONTRACT PACKAGE • ASSEMBLE INTO DESIRED VIEWING ORDER • MERGE INTO ONE PDF FILE • COVER LETTER, IF MERGED WITH PACKAGE (preferred), DOES NOT NEED ITS OWN DCC NUMBER • COVER LETTER, IF SENT AS SEPARATE PDF FILE, NEEDS ITS OWN DCC NUMBER • ADDENDUMS TO RFQ/REVISIONS TO CONTRACTS • COVER LETTER, IF MERGED TO THE ADDENDUM OR REVISION, DOES NOT NEED ITS OWN DCC NUMBER LIGO II

  12. SECURITY LOCK YOUR PDF FILE! LIGO II

  13. SECURITY • WHY???? • SOFTWARE NOW READILY AVAILABLE FOR EDITING PDF’s • AN “UN-LOCKED” OR UNSECURED DOCUMENT LEAVES LIGO VULNERABLE • PDF SECURITY ALLOWS DOCUMENT PROTECTION AT TWO LEVELS • PROTECTION AGAINST EDITING • RESTRICTING THE ABILITY TO PRINT THE DOCUMENT LIGO II

  14. SECURITY • HOW??? • USING ADOBE ACROBAT PRO 9, THE FOLLOWING DEMONSTRATION ILLUSTRATES THE STEPS LIGO II

  15. OTHER CONTRACTUAL DOCUMENTS • CORRESPONDENCE • ALL CORRESPONDENCE BETWEEN VENDORS AND SUBCONTRACTORS NEEDS TO BE GIVEN A DCC NUMBER AND PUT INTO THE DCC • HARD COPY • EMAIL • INSTANT MESSAGES • ALL CORRESPONDENCE SHOULD REFERENCE BOTH THE RFQ/CONTRACT AND ITS DCC NUMBER • INVOICES LIGO II

  16. REMEMBER. . . OUR GOAL IS NOT TO MAKE THINGS MORE CUMBERSOME! LIGO II

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