CONTRACT ADMINISTRATION

Services provided to the end user INTRODUCTION Services Needed Procurement Method RFP ITN Direct Negotiation ? Contract Development Services provided to the end user

WHAT IS CONTRACT ADMINISTRATION? Involves those activities performed by end users after a contract has been awarded: It encompasses all dealings between the district and the contractor from the time the contract is awarded until the work has been completed and accepted the contract terminated payment has been made disputes resolved

WHAT IS CONTRACT ADMINISTRATION? (cont.) How well the district and the contractor performed to meet the requirements of the contract Constitutes that primary part of the process that assures that the district gets what it paid for.

KEY CONTRACT ADMINISTRATION ACTIVITIES: Ensure Compliance With Contract Terms and Conditions Practice Effective Communication and Control Manage Contract Changes Invoice and Payment Resolve Claims and Disputes

1.Ensure Compliance With Contract Terms and Conditions KEY CONTRACT ADMINISTRATION ACTIVITIES: 1.Ensure Compliance With Contract Terms and Conditions

Ensure Compliance With Contract Terms and Conditions Scope of Services Deliverables Timeline Payment

SCOPE OF SERVICES What is the contractor supposed to do and the district is supposed to receive? Includes at a minimum: All of the activities and services that the contractor is to perform. All of the products the contractor is to furnish. Minimum performance standards such as staffing levels, minimum qualifications for staff, number of clients served, etc.

EXAMPLE OF SCOPE OF SERVICES The contractor is to offer an educational program for up to 30 students. Program activities may include tutoring, counseling or other activities. The contractor is responsible for providing staff to sufficiently operate the program.

EXAMPLE OF SCOPE OF SERVICES The contractor is to conduct an after school study program for 30 at risk students on a full time basis at the contractor’s location Monday through Friday from 2:30 pm to 6:30 pm for the period January 5, 2015 through June 30, 2015. Staff will consist of 1 supervisor and 6 tutors.

EXAMPLE OF SCOPE OF SERVICES The contractor is to offer an educational program for up to 30 students. Program activities may include tutoring, counseling or other activities. The contractor is responsible for providing staff to sufficiently operate the program. The contractor is to conduct an after school study program for 30 at risk students on a full time basis at the contractor’s location Monday through Friday from 2:30 pm to 6:30 pm for the period January 5, 2015 through June 30, 2015. Staff will consist of 1 supervisor and 6 tutors.

DELIVERABLES Be directly related to the scope of work. Be used to measure the contractor’s progress. Be specific, quantifiable, measureable, and verifiable.

DELIVERABLE EXAMPLE: Quarterly follow-up inspections with written reports of conditions are required during the initial contract year. Bi-annual inspections are required thereafter. Each report shall bear the signature of the school principal acknowledging their review of the report, and then will be forwarded to DCPS contract administrator before payment.

PAYMENT Review invoices for accuracy and completeness. Verify that any required supporting documentation has been submitted. Assure that services have been satisfactorily provided. Assure invoiced amount is in compliance with the terms of the contract.

PAYMENT A minimum pay rate of half a day of 4 hours or less For more than 4 hours but less than 6 hours, the hourly rate would be applied to the nearest half hour For 6 or more hours, the maximum rate of a full day or 8 hours would be paid

2. Practice Effective Communication and Control KEY CONTRACT ADMINISTRATION ACTIVITIES: 1. Ensure Compliance With Contract Terms and Conditions 2. Practice Effective Communication and Control

Practice Effective Communication and Control with Contractor Post award conference Achieve clear and mutual understanding of contract requirements Helps the contractor understand the roles and responsibilities of the district official(s) who will administer the contract Specific contract deliverable requirements Special contract provisions Procedures for monitoring and measuring performance Contractor billing, voucher approval, and payment procedures

RFP No. 04-15/TW Recruiter for Therapists and ATTACHMENT B RFP No. 04-15/TW Recruiter for Therapists and Special Education Professionals FEE SCHEDULE   COST PROPOSAL FORM  All services as described in the Request for Proposals will be provided at rates of: Rate for per District hire $__________ (Includes marketing, Sourcing, assessment, reference & background checks) Hourly rate for consulting services $__________

ARTICLE III COMPENSATION  Contractor shall be paid for the Services at the rates as described set forth below, and the following supersedes Contractor’s Cost Proposal in its Proposal. All services as described in the Request for Proposals will be provided at the following rates:   Rate per District hire (includes marketing, sourcing, assessment, reference and background checks): $5,500.00 one-time “Implementation Fee” to be invoiced to the District on the Effective Date of the Agreement. Upon execution of this Agreement, the Implementation Fee shall be deemed to be fully earned for the Contractor’s mobilization to provide the services set forth in the Agreement. $4,000.00 per month “Monthly Fee” to be invoiced to the District in arrears on the first day of each month (for the preceding month) during the term of the Agreement. The following conditions are applicable to the Monthly Fees: If Contractor presents five or more candidates that lead to at least five accepted offers for District hire during the first twelve months of this Agreement, and the Monthly Fees for the first twelve months will be fully earned by Contractor. However, if Contractor does not present five or more candidates which lead to at least five accepted offers for District hire during the first twelve months of this Agreement, but Contractor presents 15 or more qualified candidates to the District for hire during the first twelve months of this Agreement, then the Monthly Fees for the first twelve months of this Agreement will be fully earned by Contractor.

ARTICLE III COMPENSATION (CONT.) If Contractor does not present five or more candidates that lead to at least five accepted offers for District hire during the first twelve months of this Agreement, or Contractor does not present 15 or more qualified candidates to the District during the first twelve months of this Agreement, then effective as of the thirteenth month of this Agreement, Contractor’s monthly invoices for the Monthly Fee shall cease for six (6) months in order to provide to the District a credit in the amount of $24,000.00 (representing a fifty percent discount of the Monthly Fees billed and paid during the first twelve months of this Agreement). $9,000.00 per placement, initial fee* (to be invoiced to the District upon the District’s hiring the candidate offered by the Contractor pursuant to this Agreement). $5,000.00 per placement, secondary fee* (to be invoiced to the District only upon the candidate’s completion of his/her twenty-fourth month of continuous employment after being offered by the Contractor to the District for hiring pursuant to this Agreement).   *See also section 10.1 of the RFP concerning Contractor’s warranty and Addendum No. 1 (confirming no revisions to section 10.1).

ARTICLE III COMPENSATION (CONT.) Each payment obligation of the District created by this Agreement is conditioned upon the availability of funds that are appropriated or allocated for the payment of services or products. If such funds are not appropriated and available, this Agreement may be terminated or suspended by the District at the end of the period for which funds are available. The District shall notify the Contractor at the earliest possible time before such termination or suspension. No penalty shall accrue to the District in the event this provision is exercised, and the District shall not be obligated or liable for any future payments due or for any damages as a result of termination under this section. As set forth in the RFP (Addendum No. 2), the current annual appropriated funds are estimated to be $350,000.00, and may be changed by the District in subsequent annual appropriations.   Notwithstanding anything to the contrary in this Agreement, Contractor shall not be entitled to any fees (whether the Initial Fee or the Secondary Fee) for any candidate employed by the District, where such candidate applied for employment directly with the District. The foregoing applies to any candidate who applied only to the District, and applies to any candidate who applied both to the District and the Contractor.

Practice Effective Communication and Control with Contractor Post award conference Achieve clear and mutual understanding of contract requirements Helps the contractor understand the roles and responsibilities of the district official(s) who will administer the contract Specific contract deliverable requirements Special contract provisions Procedures for monitoring and measuring performance Contractor billing, voucher approval, and payment procedures Measure, monitor and track performance

3. Manage Contract Changes KEY CONTRACT ADMINISTRATION ACTIVITIES: 1. Ensure Compliance With Contract Terms and Conditions 2. Practice Effective Communication and Control 3. Manage Contract Changes

Manage Contract Changes Contract changes may be called amendments, modifications, change orders, or supplemental agreements. When are these needed? Substantive Change Scope of Services Price of Contract Quantity Any Term or Condition An effective process for managing contract changes must be in place to ensure that all requests are handled smoothly.

KEY CONTRACT ADMINISTRATION ACTIVITIES: 1. Ensure Compliance With Contract Terms and Conditions 2. Practice Effective Communication and Control 3. Manage Contract Changes 4. Invoice and Payment

Invoice and Payment Establish a clear invoicing and payment process Agree to whom the invoices should be sent and what information is required Ensure proper invoices are submitted Prepayments Not Allowed

Invoice Payment Process Example: The District will pay the vendor based on monthly invoices supported by service tickets signed by District personnel acknowledging receipt of services.

5. Resolve Claims and Disputes KEY CONTRACT ADMINISTRATION ACTIVITIES: 1. Ensure Compliance With Contract Terms and Conditions 2. Practice Effective Communication and Control 3. Manage Contract Changes 4. Invoice and Payment 5. Resolve Claims and Disputes

Resolve Claims and Disputes Keep larger objectives in mind Focus on the facts

Services provided to the end user CONCLUSION Services Needed Procurement Method RFP ITN Direct Negotiation Training Complete Contract Development Services provided to the end user