ITB127 - Attachment 6 and 6A - Contract Management.docx
DOCX document 30 KB Posted
- Solicitation number
- 127
- Issued by
- Ada County, Idaho
About this file
This document is an attachment to an Invitation to Bid (ITB) for 10CY Dump Bodies, Hydraulic System Install, V-Box Spreader, and Wing Plows issued by the Idaho Transportation Department (ITD). The ITD Contract Management Team (ITD CMT) and the State Contract Administration Team (State CAT) will be the primary points of contact for the contractor. The contractor must identify key personnel and provide an escalation process in the event of non-responsiveness. A contract kick-off meeting is required within 10 business days of contract award to review contract details and address any questions or concerns. The attachment also includes a Contract Discrepancy Notice that outlines the process for identifying and resolving any discrepancies in the contractor's performance.
The contract does not provide specific pricing terms or funding details. However, it does outline the contractor's responsibilities, including providing drawings for certain equipment, and the ITD's escalation process in the event of non-compliance. The contract duration and any renewal options are not specified in the provided information.
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Text version
ITB127
ATTACHMENT 6 and 6A – CONTRACT MANAGEMENT Bidders must complete sections 4 & 5 of this attachment and return it with their bid.
1. ITD’s Contract Management Team (ITD CMT) The ITD CMT will be the Contractor’s main contact for the day-to-day activities performed under the contract. The ITD CMT will consist of Contract Monitor(s) and a single Contract Manager. The Contract Monitor(s) is/are responsible for overseeing the day-to-day activities, whereas the Contract Manager is responsible for overseeing and supporting the monitoring of the contract for proper execution and performance from the start date of the contract through contract closeout. Contacts for the ITD CMT is as follows:
| Role |
| Name |
| Title |
| Contact Information |
(email & phone)
ITD Contract Manager
Contract Manager
ITD Contract Monitor (lead)
| Kelley Dick |
| Equipment Fleet Manager |
| Kelley.Dick@itd.idaho.gov |
208-334-4456
ITD Contract Monitor (backup)
| Jeff Rados |
| Equipment Operations Manager |
| Jeff.Rados@itd.idaho.gov |
208-334-8415
ITD Contract Monitor (backup)
| Steve Spoor |
| Maintenance Operations |
Manager Steve.Spoor@itd.idaho.gov 208-334-8413
2. State’s Contract Administration Team (State CAT) The State CAT will be the Contractor and ITD CMT’s main contact for the administrative activities needed for the Contract. The State CAT has sole authority for executing amendments to the Contract, renewing or extending the Contract, handing the formal dispute resolution process (including cure notices), assessing any remedies, and terminating the Contract. Contacts for the State CAT is as follows:
| Role |
| Name |
| Title |
| Contact Information |
(email & phone)
State Contract Administrator
ITD Purchasing Representative
Contract Manager
3. ITD’s Escalation Process Below is ITD’s process for the Contractor to utilize in the event the teams are not being responsive to its correspondence or concerns:
ITD’s Escalation Process
The Contractor should be in contact with the ITD Contract Monitor (lead) throughout most of the Contract. If the ITD Contract Monitor (lead) is not responsive, please reach out to the individuals in the following order:
1. ITD Contract Monitor (backups)
2. ITD Contract Manager
3. ITD Purchasing Representative
4. State Contract Administrator
4. Contractor Key Personnel The Contractor must identify all Key Personnel, in the table provided below, who will be providing the services under the Contract. At a minimum, the Contractor must designate a principal point of contact (Contractor Contract Manager), and a backup contact, to provide oversight of the activities performed under the Contract. The Contractor must notify ITD’s Contract Manager when changes are made to the Key Personnel.
| Role |
| Name |
| Title |
| Contact Information |
(email & phone)
Contractor Contract Manager
5. Contractor Escalation Process The Contractor must describe its escalation process in the event the identified Key Personnel are not responding to ITD, or when a dispute needs to be addressed at a higher level:
Contractor’s Escalation Process
6. Contract Kick Off Meeting The Contractor must attend a contract kick-off meeting located at ITD’s HQ facility (3311 West State Street, Boise, ID 83703), by conference call or Webex, within ten (10) Business Days after contract award. This is estimated to take 1-2 Business Days to complete. This meeting will be used to introduce key personnel, review the Contract to include component placement and drawings, and to address any questions or concerns.
Note: The following are required to be provided during the kick-off meeting and not at the time of bid:
| Responsible Party |
| Item Description |
| Contractor |
| Snowplow Harness Drawings |
| Contractor |
| 10 CY Asphalt Dump Body Drawings |
| Contractor |
| Wing Mount and Post Drawings |
RFQ127
ATTACHMENT 6A – CONTRACT DISCREPANY NOTICE
| Contract No: |
| TBD |
| Contract Name: |
| 10 CY DUMP BODIES, SNOWPLOW HYDRAULIC SYSTEM INSTALL, V-BOX SPREADER |
Discrepancy Information: This Contract Discrepancy Notice identifies the Discrepancy(ies) found by ITD while monitoring the Contractor’s performance required per the referenced contract. Items identified as “Discrepancy” require a response from the Contractor. Items identified as “Observation” are areas of concern that may lead to a future Discrepancy if not addressed. Observations do not require a response unless otherwise noted in this notice.
ITD has identified the following Discrepancy(ies):
(Add additional tables for multiple discrepancies)
| Description of Discrepancy: |
| Describe the discrepancy in detail and explain how the contractor is out of compliance. Attach photos or other supporting documents and reference here. |
| Contract Reference: |
| Site the document name, attachment #, and section # of the requirement out of compliance. |
| Required Action: |
| Site the required corrective action from the contract. |
| Contractor’s Resolution: |
| Contractor to describe action that will be taken to correct the discrepancy in order to become compliant with the contract. |
| Estimated Resolution Date: |
| Contractor to provide estimated date it anticipates resolving the discrepancy by. |
ITD Contract Monitor - Check appropriate box regarding Contractor’s resolution
| Accept ☐ |
| Partially Accept ☐ |
| Reject ☐ |
Reason for Rejection or Partially Accepted
Anticipated Follow Up Date on Resolution
ITD Contract Monitor Signature
Date
Contractor - Sign below to indicate your understanding of the Discrepancy(ies) and your responsibility for resolution.
Contractor Printed Name
Title
Contractor Signature
Date
Resolution
ITD Contract Monitor – Sign below to indicate that each Discrepancy has been resolved based on the actions detailed in the Contractor’s Resolution for each Discrepancy.
ITD Contract Monitor Signature
Date
ITD has identified the following Observations (no response required):
| Description of Observation: |
| Describe the observation in detail and explain how it may lead to a |
non-compliance issue in the future. Attach photos or other supporting documents and reference here.
| Contractor’s Response (optional): |
| Contractor to describe action that will be taken to correct the discrepancy in order to become compliant with the contract. |
4 | Page ITB127 Attachment 6 and 6A – Contract Management 10 CY Dump Bodies, Hydraulic System Install, V-Box Spreader, and Wing Plows
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