SECTION 2.1PROFESSIONAL SERVICES CONTRACT PROCESS: FORMAL CONTRACTS UNDER SF ADMINISTRATIVE CODE CHAPTER 21

Introduction / The contract process begins at the point a need for service is determined that falls outside the capacity of the Airport to meet. Contracts are classified as either “informal” or “formal”, depending upon the funding level.
Contract Type / Informal / Formal
General and Professional Services / ≤ $110,000 / $110,000
Public Works (Construction) / ≤ $600,000 / $600,000
Note: All contracts over $110,000 require Airport Commission approval.
Formal Contracts: Selecting a Contractor / All contracts must go through a competitive award process, unless a sole source waiver is granted from the Office of Contract Administration (OCA). See Waiver Instructions for information on requesting a sole source waiver.
Competitive processes for professional services contracts include Request for Qualifications (RFQs) and Request for Proposals (RFPs). See Competitive Solicitation Process for information on conducting the Bid, RFP, and RFQ processes for selecting contractors.
Contract Document Templates / CAU maintains several contract document templates on SFO Connect. In addition to samples and other templates, the following can be found:
Form Name / Purpose
AIR 600 / General and Professional Services Contract
AIR 600 Federal / Professional Services Contract where Federal Funding is included
AIR 650 / Contract Modification Template
PHASE I: Negotiating and Writing the Contract / Once the highest-ranked firm is selected, the contract manager/project manager (CM/PM) must work with the selected firm to negotiate and drafta contract that is acceptable to both the City and County of San Francisco and the firm.
Utilizing the appropriate template, the contract must identify at a minimum the following:
  • Contract Number
  • Documentation of all approvals related to contracted services
  • Airport Commission approvals
  • Civil Service Commission and/or Board of Supervisor approval
  • Terms and conditions of the agreement
  • Statement of Work
  • Outline of approved work to be completed
  • Project objectives
  • Project organization
  • Organization of the project team
  • Schedule and milestones
  • Deliverables
  • Action steps and review points
  • Airport participation/involvement
  • Term of Performance
  • Start and end date of contract term
  • Submission of reports
  • Completion of phases
  • Timelines for relevant deliverables
  • Calculation of Charges
  • A maximum contract cost/not-to-exceed amount
  • Rate for services (e.g. hourly rate)
  • Detailed list of other charges
  • Payment procedures
  • Management
  • Persons responsible for representing Airport Division and contractor
  • Reporting
  • Progress, interim, final and any special reporting requirements
  • Formal written reports*, if required
  • Oral presentations, if required
  • Insurance
  • Insurance documentation approved by Risk Management
*All products and reports resulting from the contract are the sole property of the Airport.
PHASE II: Awarding the Contract / Prior to Awarding the Contract
The following conditions must be met prior to awarding the contract:
  • AIR-600 document and Appendices negotiated
  • Vendor must be Equal Benefit (12B) compliant
  • “Notice of Intent to Award” must be sent to all responsive proposers, and five (5) day protest period must have passed
Awarding the Contract
Once the above conditions have been met, the CM/PMmust get Airport Commission approval to Award the Contract.
PHASE III: Certifying the Contract / Step / Person Responsible / Action
1. / CM/PM / Finalize contract, secure internal division approvals.
2. / CM/PM / Send contract to CAU and Legal for review.
3. / CM/PM / Finalize contract and send PDF version to contractor signature (contractor must sign three (3) copies). If your contract will be signed off by OCA, send four (4) copies of the contract for signature.
4. / CM/PM / Prepare contract certification package, including all documentation as required on the Certification Checklist. Route package as follows:
  1. Division Deputy
  2. CAU
  3. Legal
  4. AC Secretary (if applicable)
  5. Airport Director
  6. Accounting

9. / Accounting / Certify contract.
10. / CM/PM / Receive fully executed contract from Accounting, scan and email a copy to CAU.
Note: Work related to contracted services should not commence until after the contract has been certified by Accounting.