1. STATE OPERATED HEALTH CARE FACILITIES Guidelines for Service Contracts

2. What are Service Contracts? –An agreement with a contractor/business that has specialized knowledge and experience to perform requested services. –The services required would be needed over a period of time, unlike a one time purchase of goods.

3. Service Contracts Some types of service contracts: –Service contracts resulting from a formal award such as IFBs and RFP’s; –Staffing agency contracts for medical personnel, etc. ; –Personal services contracts. Please note that personal service contracts are those contracts with an individual. Services might include: –the maintenance of a building or equipment, auditing, film production, employee training or food services, –provided that the service is not primarily for review analysis or advice in formulating or implementing improvements in programs or services (in which case a consultant service contract applies).

4. Examples of Service Contracts –Maintenance and equipment service agreements (Buildings, Elevators, Grounds, HVAC, Fire Extinguishers, Hoods, Boilers, Inspections, Generators), etc; –Pest Control; –Janitorial Contracts; –Waste Removal (trash, waste recycling, etc); –Transportation Services; –Employee Training; –Translators & Interpreters and many more….

5. Encumbrance & Data Entry All Service Contracts shall be encumbered in E-Procurement AND entered into the DHHS Contract System (soon to become DHHS Open Window).

6. DHHS Contract System or Open Window The contract administrator must complete select data fields with basic contract information. For service contracts that go through the departmental approval process, the contract administrator will use the contract documents customarily used by the Department for contracts. If you are not familiar will these forms and documents, please visit the following resources: –(1) Facilities or DSOHF Internal website –(2) OPCS website; or –(3) Contact Jalaine Moore, Facilities Contract Manager and Liaison Specialist at (919) 715-7922

7. DHHS Open Window

8. DHHS Open Window Update Public has search, view, and reporting capabilities on fields designated for public view. Division Service/Budget information IS LIVE Contract information is still READ ONLY until we go live. Continue using the current DHHS Contract System for data entry until notified otherwise. Continue to clean up the database – is this the information you want the public to see?

9. DHHS Open Window Update Key features we would like you to be aware of: –Separate Areas to start entering your RFP/Q/A data before it is awarded into contract(s) –Electronic Approval Process (for signature approvals) For the first release, this will not be available. –Contract Creation within the system. The contracts will be entered and maintained in the system – from start to finish. The first release will have a hybrid generation of a contract. –This will mean a change in your business processes as they are today – be ready and flexible to be able to meet the needs of this change for your division

10. New Item Provider Area –This is where the provider will come into Open Window and update their information, forms, certifications, and access parts of the contract information (budget & SOW) to complete in the system. This will not be available to the Providers for the first release. We will need to manage the “Provider Documents” and other information until we move forward having the Providers managing their own information for contracting with DHHS.

11. DHHS Open Window Update It is VERY important : Set up a group of people within your division - that will be able to answer general questions regarding Open Window. –All questions/communication need to go through the division (contacts and/or user groups) before routing to the department. There will be a ‘learning curve’ at first where everyone needs to get up to speed, but it is expected that the divisions will train new users internally. We plan to have training tools available to assist in this process in the future. –Department technical assistance will be available to those division representatives.

12. Sign In Screen The link to the Practice Site can be found on the OPCS site in the Open Window folder UserName: Your NCID Password: Your individual NCID password that you have set up Once you have successfully logged in for the first time, you will need to have your access set up by a System Administrator before you can navigate through the system. So, Log out and contact the System Administrator to finish the second step in this process.