8-Attachment F - Contract Monitoring Plan.docx
DOCX document 79 KB Posted
- Solicitation number
- RR26-11
- Issued by
- Utah
About this file
This document is a Contract Monitoring Plan for the Utah Department of Corrections (UDC) involving the procurement of Eukanuba dog food for K-9 officers. The contract is for a five-year term, running from October 15, 2025 to October 14, 2030, with a total funding amount of $100,000. The primary requirement is to provide 40lb bags of "Premium Performance 30/20 Sport Dry Dog Food" and other variations, to be delivered weekly to two correctional facilities: Utah State Correctional Facility in Salt Lake City and Central Utah Correctional Facility in Gunnison. Delivery schedules are specific, with orders placed up to 48 hours in advance delivered the same week, and orders placed within 24 hours or on the delivery day scheduled for the following week.
The contract is classified as a low-risk procurement, with detailed monitoring requirements for product supply, regulatory compliance, and performance tracking. Key contract management personnel include Brian Asay as the Contract Monitor, Aleena Colton for payables, Ethan Tiatia as the Contract Analyst, and Weifo Jung/Kelly Brown as Contract Evaluators. The procurement process was conducted through the State of Utah Division of Purchasing, with the intent to award to the lowest cost responsive and responsible vendor. The vendor must guarantee pricing for two years and comply with all federal, state, and local laws, as well as UDC policies and protocols.
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Other files
| File | Type | Posted |
|---|---|---|
| 7-Attachment F - Contract Monitoring Plan.docx | DOCX document | |
| 2-Attachment A - Standard TCs.docx | DOCX document | |
| 4-Attachment C - Scope of Work.pdf | ||
| 1-Vendor Prerequisites - IFB Agency.pdf | ||
| 5-Attachment E - Alternative Equivalent Dog Food Proposal.docx | DOCX document | |
| 6-Attachment D - Price Sheet RR26-11.xlsx | XLSX spreadsheet | |
| 3-Attachment B - UDC TCs.docx | DOCX document |
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Text version
Attachment F Contract Monitoring Plan
| Contract Name: |
| N/A |
| Contract Number: |
| N/A |
| Funding Amount |
| $100,000.00 |
| Contract start date: |
| October 15, 2025 |
| Contract end date: |
| October 14, 2030 |
| Risk Priority: |
| Low |
| Contract Purpose: |
| To provide Eukanuba dog food, per veterinarian recommendations for K-9 officers. |
| Vendor Contact: |
| N/A |
| Contract Monitor: |
| Brian Asay |
brianasay@utah.gov
| UDC payables Contact: |
| Aleena Colton |
acolton@utah.gov
| UDC contract Analyst: |
| Ethan Tiatia |
ethanstiatia@utah.gov
| UDC Contract Evaluator: |
| Weifo Jung/Kelly Brown |
wjung@utah.gov / kellybrown@utah.gov
| Kickoff Meeting Date: |
| TBD |
Contract Expectations
· Product Supply: Contractor shall provide Eukanuba dog food, specifically 40lb bags of “Premium Performance 30/20 Sport Dry Dog Food,” and other requested variations.
· Delivery Locations: Dog food must be delivered to both Utah State Correctional Facility (USCF) in Salt Lake City and Central Utah Correctional Facility (CUCF) in Gunnison.
· Delivery Schedule:
1. Each facility will have an assigned weekly delivery day.
2. Orders placed up to 48 hours before the delivery day are delivered the same week.
3. Orders placed within 24 hours or on the delivery day are delivered the following week.
· Regulatory Compliance: Contractor must comply with all federal, state, and local laws, rules, and regulations related to providing goods under the contract.
· UDC Policies: Contractor must follow all applicable UDC policies and procedures, including any joint protocols developed with UDC.
Contract Monitor Responsibilities
· Ensure the contractor delivers the correct type and quantity of dog food (40lb bags of Eukanuba Premium Performance 30/20 and other requested variations) to both USCF and CUCF.
· Verify deliveries occur on the assigned weekly delivery day.
· Track late orders and ensure compliance with the 48-hour and 24-hour ordering rules.
· Maintain records of all orders, delivery confirmations, and any changes to delivery schedules.
· Ensure proper documentation for any deviations from the delivery schedule.
· Each invoice must include an invoice date, invoice number, date of service, service provided, itemized cost, and total cost.
· Keep a record of communication, either emails or phone calls, with the Contractor.
· Keep track of financial records.
· Does the Contractor adequately perform their responsibilities listed above and in the Scope of Work?
Payables/ Accounting
| Evaluation Criteria |
| Yes/No/NA |
| Notes |
| 1. |
| Are current/past invoices submitted timely, properly documented, allowable, in compliance with policy, and in line with the budget? |
| 2. |
| Does the contract have adequate funding for the remainder of the contract’s life? |
| 3. |
| Does the Contractor email, fax or send a hard copy of invoices to UDC? |
| 4. |
| Are we up to date with our payments to the Contractor? |
| 5. |
| List any areas of concern regarding the Contract and invoices. |
Approval of Evaluation
Evaluations To be Completed by CONTRACT MONITOR
| Evaluation Criteria |
| Yes/No/NA |
| Notes |
| 1. |
| Are deliveries being made to both USCF and CUCF on their assigned weekly delivery days as specified in the contract? |
| 2. |
| Is the correct type and quantity of dog food being delivered, including both the 40lb “Premium Performance 30/20 Sport Dry Dog Food” and any other requested variations? |
| 3. |
| Are orders placed up to 48 hours in advance delivered the same week, and are orders placed within 24 hours or on the delivery day properly scheduled for the following week? |
| 4. |
| Is the contractor complying with all applicable federal, state, local laws, and UDC policies, including joint protocols? |
| 5. |
| Are all invoices accurate, matching deliveries and contract terms, and are records of orders, deliveries, and communications properly maintained for review and audit purposes? |
| 6. |
| As the contract monitor, do you review and retain all current and past invoices in the contract files? |
| 7. |
| Are there any other areas of concern regarding this contract? |
Approval of Evaluation
Evaluation Findings and Recommendations
Response and correction are required for the following findings to successfully meet the Contract requirements.
Evaluation #
Response and correction are strongly encouraged for the following recommendations.
The CONTRACTOR must submit a response with a corrective action plan and required documentation for the findings listed above by DUE DATE.
Failure to meet grant requirements may result in termination of the award.
Program Response (Required when findings are present):
UDC EVALUATION APPROVAL
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