Scope_Building_Instructions.pdf

Last updated 1/14/2025

*INTERNAL USE ONLY*

INSTRUCTIONS FOR PROJECT DESCRIPTION and SCOPE OF SERVICES

Departments should use this outline to develop clear and concise statements of work to fully describe the work to be performed, deliverables, and outcome expectations of any contracting effort. This outline is a guideline and should be adapted as necessary to properly define the specific program needs. Not all topics areas/sections need to be present in every RFP. As this document is developed, the following questions should be considered: What? When? Where? By Whom? In order to provide the respondent enough information to submit a fully responsive and accurately priced proposal. This information will also allow for comprehensive review/scoring and eventually contract monitoring. Asking introspective questions about post award review and monitoring often leads to more clarity of the project needs and expectations of what should be included in the scope of work.

1. Description…what are we buying.

2. Location….where will the project take place

3. Roles and Responsibilities….identify the parties involved in the contracting effort and their responsibilities

4. Performance expectations and Deliverables…performance characteristics and what is required.

5. Period of Performance and Deliverable Data…Calendar dates, weeks or months after award.

6. Inspection and Acceptance…How will department determine that the services/effort was successfully completed.

7. Warranty of service/product…what is covered, for what duration, and what are remedies for correction.

8. Personnel and/or Staffing requirements…key named staff, qualifications, background checks required, etc.,

9. Special Terms and Conditions of work requirement…equipment, locations, licenses, clearances, etc.

10. Meeting(s), if required…Who, When, Where, and What should be covered.

11. Other Notices…Are there other events and areas that the contractors needs to provide timely notice to the County

12. If reports will be received as a part of the project, think about the applicability of receiving reports electronically. It is best, if possible, to specify which reports should be received electronically and which reports should be received as hard copy. If all reports, when possible, shall be received electronically add this: “When possible, and as coordinated with COUNTY, all reports shall be provided electronically.”

Last updated 1/14/2025

a. Scope of Work also need to include this language:

Ensure that any reports, and any deliverable to the County be delivered in a manner to ensure non-discrimination and equal access to County services and digital properties such as websites, documents, and applications by persons with a disability under the Americans with Disabilities Act (ADA) and under Section 508 of the Rehabilitation Act of 1973. Successful respondent shall ensure that any deliverable, including but not limited to, reports, documents, videos, multimedia productions, live broadcasts and any and all other web content and information communications technology are fully accessible and in compliance with federal accessibility standards and laws and with the COUNTY’s Web Content Accessibility Standards. Examples of accessibility measures include, but are not limited to, providing closed captions, video descriptions, and 508 compliant players.

Note: Areas and topics need to be reviewed in consideration of other contract terms and conditions (PSA template) and documents (i.e. technical specifications) included in the contract to avoid contradiction and ensure consistency.

COMPLIANCE WITH GOVERNMENT CODE SECTION 7550.

As required by Government Code section 7550, each document or report prepared by CONTRACTOR for or under the direction of COUNTY pursuant to this Agreement shall contain the numbers and dollar amounts of the Agreement and all subcontracts under the Agreement relating to the preparation of the document or written report. The Agreement and subcontract dollar amounts shall be contained in a separate section of the document or written report. If multiple documents or written reports are the subject of the Agreement or subcontracts, the disclosure section may also contain a statement indicating that the total contract amount represents compensation for multiple documents or written reports.