MEMORANDUM
Date: 01/10/2025
To: Chuck Tobias, Cal OES Contract Manager
From:
Ines Silva, Contract Analyst
FINANCE & ADMINISTRATION DIRECTORATE
Purchasing Division – Contracts Unit
Subject: CONTRACT MANAGER INSTRUCTIONS
Contract #A211006364-A8
As the Contract Manager on record for Contract #A211006364-A8, you are the authorized representative of Cal OES responsible for ensuring that the Contractor’s performance and financial management meets all of the legal requirements of the Contract. The following documents are attached to assist you in the management of this Contract:
• A fully executed copy of the Contract (STD 213 and STD 215) • Invoice Dispute Notification form (STD 209)
Additional information regarding the roles and responsibilities of a Contract Manager can be found by visiting the following link to the State Contracting Manual, Volume 1, Chapter 9 – Contract Management
https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division- Resources-List-Folder/State-Contracting-Manual-Volume-2-3- FI$Cal#@ViewBag.JumpTo
YOU ARE RESPONSIBLE FOR THE FOLLOWING:
CONTRACTOR NOTIFICATION
• As Contract Manager, you are responsible for notifying the Contractor to start the work on the Contract. The Contractor cannot begin work until Contact Management Memo
Rev. 09/20/2024
verbal or written communication is received and not before the final approval or start date of the contract, whichever is later. Verbal notification must be followed by written notification.
• As Contract Manager, you are responsible for maintaining records in sufficient detail to allow anyone reviewing the documents to understand how a contract was requested, solicited, awarded and administered.
FINANCIAL SERVICES DIVISION (FSD)
As Contract Manager, you:
• Should contact FSD throughout the term of the Contract, as necessary, to ensure encumbrances have not expired, and that sufficient funds are available for a given fiscal year to pay anticipated invoices. • Must also contact FSD to ascertain fund availability before amending a Contract, if needed.
MONITOR CONTRACT
As Contract Manager, you must monitor:
• The Contractor to ensure compliance with applicable laws and Contract provisions.
• All expenditures charged by the Contractor(s)
• Property Acquisitions. Notify the appropriate personnel if any property is acquired, and ensure it is properly tagged and inventoried. Refer to State Administrative Manual (SAM) sections 8650, 8651 and 8652 available online at
http://sam.dgs.ca.gov/.
• The Contractor for use of subcontractors and suppliers • Use of DVBE subcontractors and suppliers to ensure attainment of applicable contract participation goal and obtain an updated STD 843 if needed.
• The quality of the Contractor’s work
NOTE: If performance is unsatisfactory and bonds were required, notify the bonding company of any noted poor performance. If the unsatisfactory performance results in Contract termination, the bonding company must also be notified. The official termination notice is to be signed by the Cal OES Contract Officer.
Contact Management Memo
Rev. 09/20/2024
• License and insurance terms (if required) and ensure that each is in effect at all times during the life of the Contract. If either the license or insurance expires during the term of the Contract, a new license or certificate must be received by Cal OES at least ten (10) days prior to the expiration date.
This new insurance or license must still meet the terms of the Contract. If the license or insurance certificate is not received by the time specified, contact the Contractor to get an updated license or insurance certificate. If the license or insurance certificate is not received by the expiration date, contact the Contractor and instruct him/her to stop work until such time as the renewal license or certificate is received. • Bond terms. (Construction services only) The payment bond is due prior to the start date of the Contract.
• The expiration date of the Contract and ensure that a new FI$Cal Requisition is submitted with sufficient time to execute a new Contract.
INVOICES (ACCOUNTING):
As Contract Manager, you must:
• Record the date invoice is received. Begin the review and payment process immediately.
• Review and approve the invoices for services according to the terms of the Contract. (If insurance is required, check to ensure Cal OES is not paying any assessments or premiums against the policy). • Process and send invoices to the Accounting Branch in sufficient time to avoid late payment interest penalties. Include Payment Box in approval email.
• Issue an Invoice Dispute Notice (STD 209), when an invoice dispute cannot be resolved. Disputed portion of invoices should not be paid.
CLOSING OUT THE CONTRACT FILE
As Contract Manager, you must:
• Approve final product/services required by the Contract. • If the Contractor has committed to the use of DVBE subcontractors, upon completion of Agreement, obtain the DVBE Subcontracting Report (STD 817) from the Contractor. The Contractor shall certify that all payments have been made to the DVBE subcontractors by submitting the STD 817.
Contact Management Memo
Rev. 09/20/2024
Once the STD 817 is obtained, it must be submitted to Ines Silva via email to be documented in the Contract folder. It’s your responsibility to ensure Cal OES withholds $10,000 from the final payment, or the full payment if the final payment is less than $10,000, until the complete and accurate STD 817 is received. If Contractor fails to submit this certification after given the opportunity to cure, Cal OES shall deduct $10,000 from the final payment or the full payment if less than $10,000.
• Complete the Contractor Evaluation form (STD 4) and send to DGS, with a copy sent to the Cal OES Contracts Unit. This is required pursuant PCC 10367 and PCC 10369 for all Consulting Contracts of five thousand dollars ($5,000.00) or more.
• Complete the Post Evaluation for IT Services Contracts form (STD 971) and send to CDT, with a copy sent to the Cal OES Contracts Unit. This is required pursuant PCC Section 12102.3 for all IT services contracts $500K and over related to an IT Project (SAM 4819.2).
• Notify Cal OES Legal to send the Consultant(s) a Leaving Office Form 700, if the Agreement contains consulting services.
AMENDMENTS
• As Contract Manager, you cannot extend the terms of the Contract, change the scope of the work, or allow any additional costs to be incurred that would exceed the limit set in the Contract without an approved contract amendment in place.
• Amendment(s) must be requested by you, as Contract Manager, and approved by the Contracts Office and appropriate entities prior to:
o The expiration date of the Contract
o The expenditure of additional funds that exceed the total amount of the original Contract or
o Authorizing any changes in the Contract’s scope of work Questions regarding this Contract should be directed to my attention via email at [email protected]
or telephone number (916) 364-4659.
Questions regarding invoices and payment procedures are to be directed to [email protected]
.
Contact Management Memo
Rev. 09/20/2024
Questions regarding funding should be directed to the [email protected] or your Program Analysis Unit (PAU) Analyst.
Sincerely,
Ines Silva
Contract Analyst, Contracts Unit
Attachments:
Fully Executed Agreement
Submittal of Invoices to Accounting Branch – Instructions for Contract Managers Invoice Dispute Notification Form (STD 209)
Contact Management Memo
Rev. 09/20/2024
SUBMITTAL OF INVOICES TO ACCOUNTING BRANCH
INSTRUCTIONS FOR CONTRACT MANAGERS
You must review the records and invoices and approve all valid charges for contract services. Invoices must be assembled and transmitted by you to the Cal OES Accounting Branch for payment.
INVOICE ARRANGEMENT
1. The State Controller's Office
(Invoice will be sent to the State Controller’s Office by the Cal OES Accounting Branch)
A. Receiving Record
B. Invoice. Each submitted invoice must have the date of receipt on the invoice.
2. Cal OES Accounting Branch
(Invoice will be retained by the Accounting Branch)
A. Receiving Record
B. Invoice
3. Contract Manager’s File
(Invoice shall be retained in the Contract Manager's Contract File)
A. Receiving Record
B. Invoice
C. All invoices along with other records such as payroll records, updates of work progress and your own file notes on Contractor performance D. The STD 213 and STD 215
WHERE TO SEND CONTRACT DOCUMENTS
You must ensure that invoices are emailed to: [email protected]