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SCOPE OF WORK

SCOPE OF WORK. Presented by: Jenifer Barnett, Purchasing Manager, Sonoma State Brian Cotham, Director of Procurement, Fresno State . Topics. Definition Basic Requirements of a Scope of Work Flexible Nature of the Scope of Work Developing a Scope of Work Handouts: Scope of Work Format

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SCOPE OF WORK

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  1. SCOPE OF WORK Presented by: Jenifer Barnett, Purchasing Manager, Sonoma State Brian Cotham, Director of Procurement, Fresno State

  2. Topics • Definition • Basic Requirements of a Scope of Work • Flexible Nature of the Scope of Work • Developing a Scope of Work • Handouts: • Scope of Work Format • Checklist for Determining Adequacy of a Scope of Work • Useful Words/Open-Ended Phrases to Avoid • Group Breakouts

  3. Definition – Scope of Work • Describes the work to be performed or the services to be provided. • Describes tasks • Direct methodologies to be used • Sets forth a period of performance

  4. When is a Scope of Work needed • Bid for Goods • Public Work/Construction • Bid for Furnish & Install • Request for Proposals (RFP) for Professional Services • Standard Agreements for Services

  5. Responsibility of Scope of Work • The departments are generally responsible for the initial draft • Procurement will review and ask questions of department to help fine tune • Important – Departments need to give Procurement as much information and detail about the Scope as possible. • Holding back information may cause delay or result in not getting the desired product or service

  6. Basic Requirements • Clarity • Not sufficiently definitive vs. too restrictive • Precision • Contractual vehicle expressing University needs to vendor • Any work outside the scope will be considered new procurement with resulting increased costs • Completeness • What needs to be done • Who will do what • When it should be done • Where it should be done • How contract performance will be judged

  7. Ambiguous Scope of Work • Misunderstanding may be likely • Can lead to Unsatisfactory Performances • Delays • Protests and Possible Litigation • Higher Costs • Time Consuming

  8. Flexible Nature • Loose (Broad and General) or Tight (Specific and Detailed • Performance Type • Describes what is wanted, but leaves it up to the vendor to determine how is to be accomplished • Vendor is responsible for the product working as specified • Design Type • Tell Vendors what is wanted and/or how to do it • The University is responsible for the end product functioning as desired

  9. Developing a Scope of Work • Basic Planning • The “why” and “what” should be answered • All parties should be at the table: police/parking, EH&S, University Affairs or whoever is in charge of marketing • Think BIG Picture • Outlining • Objectives • Context of the Project • Scope – Technical Considerations and Tasks • Acceptance • Responsibilities • Schedule • Deliverables • Data Requirements • Information Requirements • Person- Hours

  10. Questions

  11. Handouts • Scope of Work Format • Checklist for Determining Adequacy of a Scope of Work • Useful Words to Assist in Preparing a Scope of Work/Open-Ended Phrases to Avoid

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