1. 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