UT Health San Antonio Procurement & Contract Management Handbook PROCUREMENT & CONTRACT MANAGEMENT HANDBOOK 27 October 2017/ Ver. 2 Page 1 of 109 UT Health San Antonio Procurement & Contract Management Handbook TABLE OF CONTENTS Chapter 1 Introduction .................................................................................................................................................... 4 1.1 Purpose ........................................................................................................................................................... 4 1.2 Definitions ....................................................................................................................................................... 6 1.3 Acronyms ......................................................................................................................................................... 9 1.4 Training for Purchasing Personnel and Contract Managers ........................................................................... 10 1.5 Ethics Standards and Policies ......................................................................................................................... 10 1.6 Conflict of Interest ......................................................................................................................................... 11 1.7 New Ethics Requirements from Senate Bill 20 (2015) ................................................................................... 12 1.8 Disclosure of Interested Parties ..................................................................................................................... 14 Chapter 2 Planning ......................................................................................................................................................... 16 2.1 Contract Management Team ......................................................................................................................... 17 2.2 Communications Plan .................................................................................................................................... 18 2.3 Determining Competitive Procurement Method ........................................................................................... 19 2.4 Planning for Contract Content ....................................................................................................................... 25 2.5 Information Security; Access to Electronic and Information Resources ........................................................ 32 2.6 Record Retention ........................................................................................................................................... 32 Chapter 3 Preparing the Solicitation .............................................................................................................................. 33 3.1 Historically Underutilized Business (HUB) Requirements .............................................................................. 33 3.2 Contract Term................................................................................................................................................ 34 3.3 Background Information ................................................................................................................................ 34 3.4 Proposal Submission Requirements .............................................................................................................. 34 3.5 Evaluation of Proposals ................................................................................................................................. 34 3.6 Solicitation Requirements ............................................................................................................................. 37 3.7 Payment Types .............................................................................................................................................. 41 Chapter 4 Publication of the Solicitation ........................................................................................................................ 44 4.1 Advertising ..................................................................................................................................................... 44 4.2 Solicitation Announcements .......................................................................................................................... 44 4.3 Communication with Respondents ................................................................................................................ 44 4.4 Written Questions ......................................................................................................................................... 45 4.5 Pre-Proposal Conferences ............................................................................................................................. 45 4.6 Solicitation Submission and Opening ............................................................................................................. 46 Chapter 5 Evaluation and Award .................................................................................................................................... 47 5.1 Evaluation Guide ........................................................................................................................................... 47 5.2 Evaluation Team ............................................................................................................................................ 47 5.3 Scoring Matrix ............................................................................................................................................... 47 5.4 Responsive Proposals .................................................................................................................................... 47 5.5 Evaluation Team(s) Training .......................................................................................................................... 48 5.6 Single Responses ........................................................................................................................................... 48 5.7 Proposal Evaluation ....................................................................................................................................... 49 5.8 References ..................................................................................................................................................... 49 5.9 Oral Presentations/Discussions ..................................................................................................................... 50 5.10 Best and Final Offers ...................................................................................................................................... 51 5.11 Negotiations .................................................................................................................................................. 51 5.12 Award ............................................................................................................................................................ 52 27 October 2017/ Ver. 2 Page 2 of 109 UT Health San Antonio Procurement & Contract Management Handbook Chapter 6 Contract Formation ....................................................................................................................................... 53 6.1 Approach to Contract Formation ................................................................................................................... 53 6.2 Legal Elements of a Contract ......................................................................................................................... 53 6.3 Drafting the Contract ..................................................................................................................................... 55 6.4 Planning for Contract Preparation ................................................................................................................. 55 6.5 Form of the Contract ..................................................................................................................................... 56 6.6 Contract Terms .............................................................................................................................................. 57 6.7 State Contracting Standards/Oversight ......................................................................................................... 58 6.8 Authority to Sign Contracts ........................................................................................................................... 59 6.9 Required Check of Vendor Hold Status .......................................................................................................... 61 6.10 Execution of Institution Contracts ................................................................................................................. 62 Chapter 7 Contract Administration ................................................................................................................................ 63 7.1 Planning ......................................................................................................................................................... 63 7.2 Performance Monitoring 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