Instructions: This document covers items in addition to those on the Contract Review Checklist. This document covers Core / other policy and direction in addition to that in the checklist, however it may not be all inclusive (e.g. new policy not yet incorporated into the form, etc.) It is the Program Manager’s (Expense Authority) responsibility to be aware of all policy requirements, and to ensure requirements are met for contracts that they are responsible for. This form may be used as a checklist - or for reference purposes only. A signoff / distribution instructions page is provided at the end of this form in the event it is used as an additional checklist. Please see the instructions at the beginning of the Contract Review Checklist form for information (e.g. instructions, resources, etc.) pertaining to both that primary checklist and this additional one.
Contract Identification* Contract Number: / * File Number (ARCS / TRIM): / * Please ensure you list all contract and file numbers associated with this contract.
Contractor Name:
Services or Work Name / Location:
Funding Office (Office of Primary Responsibility):
Expense Authority Name: / Qualified Receiver Name:
Contract Start Date: / Contract Expiry Date: / Revised Completion Expiry (if applicable):
Original Contract Price: / Number of Amendments (if any): / Revised Contract Price (if applicable):
Preliminary Notes / Observations (if any):
Applicability / Requirements Met
Policy Core or Ministry / Other Direction or Good Practice / Reference (Core, CMM, CM Posting, Etc.) / Information on Major Risk Items / Item / Requirements / N/A / Yes / No / Comments
(If applicable, e.g. documentation missing or insufficient, or other pertinent details. Additional comments space at end of checklist if needed.) / Reference / Item(s) to copy for review reference (if applicable)
PLANNING
In general, lack of proper planning could result in public money not being used effectively, efficiently, or economically, and/or service plan goals and objectives being compromised.
√ / Core 6.3.1(2) / There is indication that development of a Corporate Supply Arrangement (CSA) to meet demand aggregation for the services may have been prudent (i.e. recurring need), and Common Business Services (CBS) was consulted prior to continuing with contract.
√ / Core 6.3.1(3) / Service / work could not be completed without a contract (e.g. no in-house forces, etc.).
√ / Core 6.3.1 (14) / Contract includes clause(s) for environmental responsibility – as per policy recommendation in Core / Procurement of Environmentally Responsible Products and Services.
√ / Core 6.3.2 (a)(6) / Contract is part of a larger project – over-all project scope declared and required level of approval for the over-all project received.
√ / Core 6.3.2 (c)(3) / Joint Solutions Procurement (JSP) contract – was planned in conjunction with CBS.
√
√ / Core 6.3.5 (a) (11)
Core 6.3.5 (b) / Contract is an Information Management / Information Technology (IM / IT) contract:
IM / IT - potential for an alliance with a large firm – solicitation included include requirement for opportunities for smaller BC companies (i.e. BC Business Opportunities), subject to trade agreements, e.g. AIT, New West Partnership Trade Agreement (documentation on file).
IM / IT – Unsolicited proposal - the proposal which the contract was a result of was unsolicited, and was in accordance with Core (see the applicable section of Core policy for the specific requirements for unsolicited proposals).
PRE-AWARD & SOLICITATION
In general, if the contract is not properly competed, bids / contract price may not be competitive, i.e. best value for public funds may not be achieved. Inadequate competition may also result in use of a contractor that is not suitably qualified – resulting in potential extra monitoring and/or problems with the service/work provided.
√ / Core 6.3.2 (a) (16) / Select Invitation – Formal = opportunities to be registered on the list were provided in accordance with policy (e.g. no evidence that requests denied), and the period for which list is valid was specified in the REI.
√ / Core Part II
6.4.5 / Solicitation documents and contract included a legally approved clause relating to the Freedom of Information and Protection of Privacy Act (FOIPP).
AWARD
√
√ / Core 6.3.1(12)
Core 6.3.1(13) / The contractor is not a former employee.
The contractor is a former employee, and:
Any benefits received under a voluntary exit program were been repaid in accordance with Core policy.
Any severance payment received has been repaid in accordance with Core policy.
√ / CMM 6.3.3 / Successful bid price was within 10% (guide) of the ministry’s cost estimate for the contract. If not within 10%, confirm E A comments are on file as to why the discrepancy (e.g. ministry’s estimate was inaccurate due to missed costing factors, market conditions changed between time estimate prepared and bids closed, etc.).
√ / Core Part II 6.1 through 6.3 / Vendor complaint(s) received under the Vendor Complaint Review Process, and were handled in accordance with Core.
ADMINISTRATION & MONITORING
√
√ / √ / Good practice
Core 6.3.6 (d)(3)
Core 6.3.6 (e)(2) / Contract start delayed for more than 45 days and contractor had independent WorkSafe BC coverage – WSBC notified of Notice to Commence Work (FS1279)
Fraud was suspected, and was dealt with in accordance with Core chapter 20.2.2 – Loss Management.
Any asset losses resulting from the contract were properly reported in accordance with Core (i.e. General Incident or Loss Report).
√
√ / Core 6.3.6 (f)(1)
Core 6.3.6 (f)(2) / The contract includes a dispute resolution clause.
If dispute was trade agreement applicable, dispute was settled in accordance with the dispute resolution process provided in the applicable trade agreement (e.g. AIT Article 513, etc.).
OTHER – PROGRAM SPECIFIC
Additional Comments
Phase Abbreviations:
P = Planning AM = Administration & Monitoring
PS = Pre-award & Solicitation C = Completion
A = Award O = Other – Program Specific
Phase / Item / Page No. Reference / Comments(e.g. documentation missing / insufficient, or other pertinent details)
1.
2.
3.
Phase / Item / Page No. Reference / Comments
(e.g. documentation missing / insufficient, or other pertinent details)
4.
5.
6.
Reviewer Sign-off
if any:
______
Reviewer 1 – Printed Name / Title Reviewer 1 Signature Date
______
Reviewer 2 (if applicable) – Printed Name / Title Reviewer 2 Signature Date
Requesting Authority Sign-off, e.g. Response Centre Manager (RCM), Finance & Administration Manager, etc.
Comments – if any(e.g. notes re: corrective action, etc.):
______
Printed Name / Title Signature Date
Distribution: Copy - it’s recommended that the reviewer retain a (transitory) copy until the original is fully signed off and filed.
Original – if the Response Centre Manager is not the position signing above, route original to the RCM for review before filing the fully signed original on the applicable audit file for the OPR office (e.g. ARCS classification series 975- . . . .).
(Note: The contract file does not get a copy)
FS1370A HFM June 27, 2013 Additional Contract Policy Requirements Page 5 of 7