Request a Change to Scope Cost Terms Contract and TO
Purpose
This Standard Operating Procedure (SOP) was established to enable timely payment of invoices to vendors for work performed under an active contract or task order while an amendment to the contract/task order is prepared and approved.
Explanation:
The negotiation and/or approval of complex contract and/or task order amendments may take weeks or months to complete. In some situations, the vendor may be performing services under the original scope and submitting invoices for payment.
The ERP does not allow payment of invoices against contracts/task orders when an amendment has been initiated in the system; a configuration change is not possible.
A Contracts Inbox has been established on SharePoint. The Inbox serves as a temporary repository for documents related to a pending amendment. Once the amendment is ready for final review and approval it is entered into the ERP.
Without this process, SANDAG would be unable to pay vendors in accordance with the agreed upon contract terms.
Scope
This SOP describes how and where to submit documents necessary for a contract or task order amendment.
Note: Changes to the scope, cost, and terms and conditions of an existing contract or task order are considered “complex” amendments. Other changes such as 30-day time extensions, encumbrance transfers, liquidation requests, and updates to Project Manager of record are referred to as “simple” amendments, these are described in the “SOP: How to Submit an ERP Change Order.”
Responsibilities
It is the responsibility of the Requestor or Project Manager to submit the documents to the Contracts Inbox in accordance with this SOP.
In the event a problem arises, the Requestor or Project Manager should contact a member of the Contracts and Procurement Services team.
Procedure
For Requestor/Project Manager
- Complete all required documents associated with the contract or task order amendment being requested.
- Visit PM Resources on the Contracts and Procurement SharePoint site for forms, templates, and other resources.
- Put all documents in a single, labeled folder with a brief description of the request and the date. For example: S123456 TO 1 AM 1 061524 or 600012 AM 2 061824
- Upload the folder:
- Open the Contracts Inbox.
- Click the ‘Upload’ drop down on the tool bar.
- Select the option ‘Folder’.
- Pick the folder you want to submit and click on the Upload button.
- Your folder should now appear on the list of pending submittals in the Contract Inbox.
- Senior Contracts staff will review your request. You will receive a call or an email when your item has been assigned to a Contracts Analyst.
For assistance in putting these documents together, or for any other questions, please contact a member of the Contracts and Procurement Services staff.
Related Resources
- SOP - How to Process Amendment Documents Submitted to the SharePoint Contracts Inbox
SOP History
Department:
Organization Effectiveness
Division:
Contracts & Procurement Services
Approved by:
Kelly Mikhail
Approved Date:
7/22/2024
Implementation Date:
7/22/2024
Last Revision Date:
7/22/2024
How to Request a Change to the Scope, Cost, or Terms of a Contract or Task Order*