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 Contracts and Procurement Services staff will process requests submitted via the SharePoint Contracts inbox.
Note: Changes to the scope, cost, and terms and conditions of an existing contract or task order are considered “complex” amendments and will be submitted by Project Managers/Requestors to the inbox established on SharePoint. 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 and will be submitted as an ERP Change Order.
Responsibilities
It is the responsibility of the Senior Contracts Officers to monitor the Contracts Inbox for new requests that need to be assigned in accordance with this SOP.
It is the responsibility of the assigned Contracts Analyst to work on the request and to enter the item into ERP once ready for review/approval.
Procedure
- Senior Contracts Officers check Contracts Inbox daily for submitted requests and assign to a Contract Analyst via email and enter into the transaction log.
- Contract Analyst reviews submittal and supporting documents.
- Contract Analyst makes a determination that the amendment request is allowable and follows SANDG policies and procedures.
- Contract Analyst works with Project Manager to coordinate and negotiate, when applicable, revisions with Consultant.
- Contract Analyst drafts amendment documents and creates a Change Order in ERP.
- Contract Analyst uploads all required documents to TCM.
- Contract Analyst requests that the PM and any other approvers not on the ERP approval workflow complete the required pre-review.
- Contract Analyst releases Change Order for approval.
- Contract Analyst follows standard procedures for final execution of amendment.
Note: Contract Analyst should not initiate the Change Order until all items are ready for review to limit the time invoices will be on hold from payment processing.
Related Resources
- SOP - How to Request a Change to Scope Cost Terms Contract and TO
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