9-Attachment F - Contract Management Process.docx
DOCX document 17 KB Posted
- Solicitation number
- NS26-57
- Issued by
- Utah
About this file
Summary
This is a Contract Management Process document issued by the State of Utah Division of Purchasing establishing procedures for amending the Utah State Cooperative Contract for Shelf Stable Foods. The contract, which is a five-year agreement for providing shelf-stable food items to the State of Utah, may result in multiple awards and requires vendors to guarantee pricing for three months (quarterly). The document outlines standardized processes for contract modifications including price adjustments, product additions, product deletions, and product replacements, all of which must remain within the original scope of work and solicitation purpose. All amendments require written mutual agreement between parties and are subject to contract manager approval and validation.
The price adjustment process requires contractors to submit requests in writing at least 30 days in advance with supporting documentation such as supplier invoices, manufacturer notifications, and CPI or PPI data. Contract managers verify pricing, calculate increases, and deny requests if the contract remains within its price guarantee period. Contractors may not increase prices to raise profit margins, and any cost decreases to suppliers must be reflected in price reductions. For product modifications, the contract manager must validate that additions or replacements fall within the original solicitation scope, determine pricing reasonableness through comparative analysis, and approve changes only in writing via email. The effective date of all revisions is the date posted on the State Purchasing website, and contractors cannot invoice new pricing or implement changes until the contract summary page is officially updated.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 6-Attachment D - MMR and Technical Criteria.docx | DOCX document | |
| 7-Attachment B - Scope of Work Shelf Stable Food Items.docx | DOCX document | |
| 2-Vendor Prerequisites - Statewide RFP.pdf | ||
| 4-Attachment G - Anti-Lobbying Certification Form.doc | DOC document | |
| 1-Claim of Business Confidentiality Updated.pdf.pdf | ||
| 8-Attachment C - Cost Sheet - Shelf Stable Foods Market Basket.xlsx | XLSX spreadsheet | |
| 5-Attachment A - Cooperative-Contract-GoodsServices-Combined.docx | DOCX document | |
| 3-Attachment E - RFP Score Sheet.xls | XLS spreadsheet |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Attachment F Contract Management Process
The Terms and Conditions of the contract regarding Amendments (subsection 12) states: This Contract may only be amended by the mutual written agreement of the parties, provided that the amendment is within the Scope of Work of this Contract and is within the scope/purpose of the original solicitation for which this Contract was derived. The amendment will be attached and made part of this Contract. Automatic renewals will not apply to this Contract, even if listed elsewhere in this Contract.
Therefore, we are amending the contract to include a process that accommodates price increases, product additions, product deletions, and product replacements:
State of Utah Division of Purchasing – Price Adjustment Request Process:
Price increase requests must be submitted in writing to the purchasing agent for approval. Price adjustments may be approved to allow for increase in costs incurred by the supplier. Price increase requests shall not be allowed for an increase in profit. Requests must be submitted 30 days in advance of the effective date to allow time for the agent to substantiate the increase. Any decrease in costs to the supplier must be reflected in the price adjustment.
Contractor’s responsibilities when submitting a Request for Price Adjustment:
| 1) | Submit the request in writing via email to the contract manager. |
| 2) | If this is a nationwide increase, the manufacturer notification letter must be included. |
| 3) | Submit documentation to substantiate the increase including, but not limited to, invoices from your suppliers showing the current pricing and the new pricing and supplier notifications, and/or CPI or PPI charts, or Fred – Fredstlouisfed.org. |
| 4) | Any other documentation or information to support the increase request. |
Contract Managers responsibilities for approval/denial of the Request for Price Adjustment:
1) No price increase requests will be considered if the contract is within the price guarantee period. If the contract is within the price guarantee period, the price increase will be denied. The following steps will be taken for valid price increase requests.
2) Contractor pricing is verified for current and requested pricing for each line item.
| 3) | The amount of increase is calculated for each line item. |
| 4) | Contract pricing is extended for the amount of increase. |
| 5) | The amount of increase by Contractor is compared to amount of increase for contract pricing. Any substantial deviations are reported to Contractor and price increase is held until the Contractor agrees to the correct price adjustment or additional documentation is provided that explains the deviation. Minimal deviations will be corrected to match the Contractor invoices and approved. |
| 6) | After the contract manager grants approval in writing to the Contractor, the contract pricing summary page is updated and the website and file is updated. |
| 7) | The contract manager will file all price increase/decrease documentation including the approval/denial email into the contract file. |
**NOTE: The contract manager will substantiate the price increase and request further information if necessary. The contract manager may determine that a price adjustment amount is not valid and approve a portion of the requested increase or may deem the increase as invalid. The contract manager will notify the contractor, in writing, of the price increase determination. The price adjustment is not valid until the contract manager responds in writing, via email, that the increase has been approved. The contractor will not begin invoicing for the new pricing until the contract summary page is updated with the new pricing on the Purchasing website. The effective date of the price increase will be the date of the revision as stated on the contract summary page posted on our website.
Request for Product Additions, Deletions, or Replacements Process:
To keep contract offerings current and relevant, contractors and end users may request product additions, deletions, and replacements. Contractors must submit the request for product offering revisions in writing via email to the contract manager.
Contractor’s responsibilities when submitting for an Addition, Deletion or Replacement/Substitution process:
| 1) | Submit the request in writing via email to the contract manager. |
| 2) | The request must include detailed information regarding the added/deleted product to post on the contract pricing summary sheet for the end users. This must include product description, product item number, pack/size, product price, etc. |
| 3) | If this is a nationwide deletion or replacement, the manufacturer notification letter must be included. |
| 4) | Any other documentation or information to support the additions, deletions, or replacements of products. |
Contract Manager at State Purchasing responsibilities for approval/denial of the product additions, deletions, or replacements:
1. The contract manager must validate that the new product and or service is within the original scope of work as stated in the solicitation and/or contract. If the product is within the original solicitation scope of work the following process will be followed.
1. The contract manager will determine if the cost is reasonable by analyzing other line items within the product category of the contract, researching other similar contract pricing, or other methods deemed to be acceptable and appropriate cost comparison.
1. If the contract manager determines that the pricing is not reasonable they may negotiate deeper discounting based on their analysis results or add the new product to another contract with comparable product that is deemed reasonable.
1. If the contract manager deems the pricing to be reasonable based on research conducted the contractor is notified via email of the approval and the contract summary page is updated and the website and file is updated.
1. Obsolete products will be deleted from the contract summary/pricing page.
1. If Contractor has suggested replacement items, the contract manger will determine if new pricing is appropriate and notify Contractor in writing of approval.
1. The contract manager will print and file all addition’s, deletions, and replacements documentation including the approval/denial email into the contract file.
1. The effective date of the revision will be the date of the revision as stated on the contract summary page posted on our website.
**NOTE: The effective date of the revision will be the date of the revision as stated on the contract summary page posted on our website. The contract manager will substantiate the additions, deletions and replacements and ask for further information if necessary. The contract manager may determine that a price adjustment, additions, and replacements price amount is not valid and approve a portion of the requested increase or may deem the increase as invalid. The contract manager will notify the contractor, in writing, of the determination of the Contractor’s request. The price adjustment additions and replacements are not valid until the contract manager responds in writing, via email, that the change has been approved. The contractor will not begin invoicing for the new pricing or any other changes until the contract summary page is updated with the change on the Purchasing website.
File details come from the government source that posted it. Updated .