1. Contract Manager Training
Office of Contracts and Procurement
April/May, 2018

2. Contract Submission & Processing checklist (CNP 3.2)
ALL contracts and agreements should route through CNP
Jerry Fuller can sign agreements up to $250K; Dr. Kelley signs above that amount
Contract Processing Checklist
Required by TEC
Contains most information required to submit report to Legislative Budget Board
Key points:
Contract Summary & Purpose – Describe the product or service covered by the contract
If RFP/RFQ – Include number, date posted and number of respondents
If over $50,000 – Include breakdown of the cost by FY that agrees with the Contract Value
Brief review of additional requirements on page 2
New checkbox – “Revenue?"

3. Contract monitoring plans (CNP 3.8)
Review of Contract Risk Assessment monitoring requirements
Criteria & Risk Level
Monitoring Plans
Routine – Requires written plan that addresses all moderate risk items
Enhanced – Requires written plan that addresses all moderate and high risk items
Monitoring Tools
Site Visits
Periodic Business Reviews
Desk Reviews
Expenditure Document Reviews

4. Contractor Travel Expense
Expense classification issues – Accounts Payable
Use of GSA rates for airfare, hotels, auto rental, etc.
Requirement for submission of expense receipts
Working with OGC to determine if language in the Services Template can be modified to be more explanatory to both Contractors and Contract Managers

5. Vendor Setup for new contractors
Segregation of Duties
CNP issues purchase orders and enters into other written agreements
Accounts Payable receives invoices, creates vouchers and issues payments
Controller’s Office manages vendor setup and vendor file maintenance
Payee Information Form (PIF) must be completed and submitted by vendor
Serves purpose of IRS Form W-9
Department needs to direct new contractors to the URL:

6. Software, cloud-based solutions and websites (CNP 3.4)
All software purchases must be reviewed by CNP regardless of dollar amount
Special requirements are generally required:
Accessibility review
Information security review
Privacy review
Ordering and Contracting
Do not use Procurement Card, accept “click thru” agreements or sign documents
If purchase is thru a reseller, there is generally an End User License Agreement with the software provider
Plan ahead – Due to the complexity of these types of agreements, cycle time can be long

7. On the Radar CNP 3.5 – Hotels, Catering and Event Agreements
Team being formed to develop and document procedures
Susan Franzen will facilitate the team
Project will kickoff in May, 2018

8. Discussion