1. 1 Focus Discussion: Working with a Contractor Chris Lee, TAMS Center

2. 2 Presentation Outline Primary job scope description/RFP Looking for and selecting a contractor Interviewing contractor Contract/service agreement Other helpful hints Presentation to tribal council

3. 3 Primary Job Scope Description – Request for Proposal (RFP) Define goals and objectives Objectives should be general Allows amendments after contractor interview

4. 4 How To Find a Contractor Check contractor references with other tribes Ask your EPA Program Manager

5. 5 Once you’ve found a few… Review contractor qualifications **Try to find contractor with tribal government experience Most handle a wide range of environmental projects Interview competing contractors Price comparison Cheapest not always best choice

6. 6 Selecting the Best Contractor Contractor should meet with legal department Tribal government procurement guidelines Tribal Employment Rights Organization (TERO) Protection of culturally sensitive material Freedom of Information Act

7. 7 Selecting Best Contractor (cont.) Interviewing contractor Redefine EI goals Discuss all objectives Set requirements for quality control Request QAPP from contractor Ensure Funding is clear Subject matter covered in project is clear

8. 8 QA/QC Considerations Request copy of contractor’s QA/QC procedures Separate formal EI QAPP is an EPA requirement EI QAPP may add to cost

9. 9 Contract/Service Agreement Provisions Be sure contract outlines specific deliverables sought from contractor Tribes may have general “Professional Services Agreement” contracting format Outlines general tribal contracting requirements with “Statement of Work” as attachment detailing specific project details and deliverables

10. 10 Contract/Service Agreement Provisions (cont.) Be sure contract has “failure to comply/perform” provision Helps to keep the contractor focused on the purpose/deliverable of the agreed-upon scope of work

11. 11 Proprietary ownership of data Be sure contractor understands data belongs to tribe Tribal council usually reviews data before forwarding to U.S. EPA Contract/Service Agreement Provisions (cont.)

12. 12 Dedicated Personnel Maintain close contact with contractor Monthly/quarterly/regular updates Helps tribe and contractor avoid misunderstandings during work

13. 13 Meeting Tribal Council You make introduction to council Allow contractor to Present scope of work Express willingness to complete work as outlined, within specified time limit

14. 14 Final Thoughts Choose contractor with whom you feel comfortable Remain in close contact with contractor

15. 15 Questions/Comments