CTCM - Certified Texas Contract Management (Questions & Answers) Already Graded A+

CTCM - Certified Texas Contract Management (Questions & Answers) Already Graded A+ Certified Texas Contract Manager • professional title containing the "contract" • contract management duties 50% or more • Manages any contract in excess of $5,000,000. Statewide Procurement Division (SPD) is the central authority for state agencies in procurement for: - Procurement guidance - Education - Statewide contract development services - Delegation of purchasing authority What does Statewide Procurement Policy and Outreach do? • Conducts policy research • Training and certification for procurement professionals • Customer service support through the Outreach Team • Solicitation reviews & delegated purchasing authority The Statewide Contract Development team develops statewide contracts for: • State agencies • Institutions of higher education • Local governments The Statewide Contract Management Team assist state agencies with: • Day-to-day contract management • Contract administration • Reporting requirements • Vendor performance issues Procurement Oversight & Delegation Team (POD) oversee: • Solicitation reviews & delegation of authority • Oversee Services greater than $100,000 • Coordinate review of solicitations greater than $5M+ • CAT members consists of multiple agencies • Risk to agencies with delegating purchasing authority Centralized Master Bidders List • Master database to foster competition between vendors • CMBL has an additional list that references HUB Requirements for Contracts $5,000 - $25,000 Requires informal bidding process by which three (3) Centralized Master Bidder's List (CMBL) vendors, two (2) of which MUST be Historically Underutilized Businesses (HUB), in the relevant industry must be solicited for bids or proposals. Historically Underutilized Business (HUB) Program • Promotes full and equal business opportunities • Subcontracting in solicitations valued at 100K or greater Office of Vehicle Fleet Management (OVFM) • Assists agencies with state reporting of fleet vehicles • Interagency contracts with state agencies and institutions of higher education to maintain the system • Assists state agencies to monitor fleet maintenance and vehicle information State Travel Management Program (STMP) Contracts travel services for? - State agencies - Institutions of higher education - TX SmartBuy Members • Local governments • Public school districts • Community colleges • Monitors contracts and hotel rate agreements Statewide Mail Operations • Mail services to state agencies and universities - Delivery and collection of interagency mail - Delivery and collection of state warrants - Mail equipment purchases, leasing and service renewals and approvals for state agency requests - Outgoing mail - Creates guidelines for mail handling - USPS liaison What is the purpose of the Electronic State Business Daily (ESBD)? • Used for posting solicitations • Informs potential contracting opportunities • Notification of contract awards • Solicitations valued at $25,000+ MUST be posted on ESBD Statutory Required Vendor Performance Tracking System (VPTS) is used for: • Vendor performance reporting from state agencies • Agencies must post vendor reports for contracts $25,000+ • Scoring vendors • Tracking vendor performance • Supplying information to state agencies • Provides vendors an opportunity to respond to feedback Texas Multiple Award Schedule (TXMAS) • TXMAS contracts to supplement the term contracts issued and negotiated by State Procument Division • Prior to purchasing from a TXMAS contract, state agencies must follow applicable statutes, as required, and purchase from TIBH, TCI, and SPD term contracts first (this does not apply to local governments). Agency Procurement Plans are due when and to whom • Annually to Comptroller's Office by November 30th Agency Procurement Plans purpose to: - Analyze state spending and opportunities for contract consolidation - Determine number of procurement professionals needing certifications When is Contract Advisory Team - Review and Delegation (CAT-RAD) used? Services $100,00 and up & Solicitations $5,000,000 Million+ Texas SmartBuy Statewide contracts procured and managed by SPD must use a purchase order through this system. Policy and Outreach Conducts policy research, training and certification and customer support services. Statewide Mail Operations Provides state agencies and universities a variety of mail operations services. Statewide Contract Development and Contract Management Develops and manages statewide contracts for use by state agencies with a broad range of contracts for commodities and services. State Travel Management Program Manages travel expenditures, including hotel, car rentals, airlines and travel agencies. Office of Vehicle Fleet Management Manages and assists agencies with their vehicles. Historically Underutilized Business Program Provides opportunities to disadvantaged groups in an effort to remedy disparity in state procurement contracting. Electronic State Business Daily A web portal to post solicitations and learn of contract awards. Procurement Outreach and Delegation (POD) Reviews solicitations and issues a letter of delegation of purchasing authority for an anticipated contract value of $100,000 or greater. Centralized Master Bidder's List Master database that provides Texas procurement professionals the ability to foster competition between vendors. Agency Procurement Plans Collected for information on delegated purchases and determines if there are any possible gains with consolidating all the purchases together. Substantial Conflict of Interest - • Has a controlling interest • Owns more than ten (10) percent of the voting interest • Owns a more than $25,000 of the fair market value • Holds shares, stocks, or other direct/indirect participation in more than 10 percent of profits, proceeds, or capital gains • Serves on the board of directors • Serves as an elected officer • Is an employee • Could reasonably foresee that a contract with the vendor would result in a personal financial benefit Conflict of Interest - Financial Interests • If the agency's employees or officers have any financial interest in a vendor, the agency may not enter into a contract with that vendor under the following circumstances: 1. A member of the agency's governing body, governing official, executive director, general counsel, chief procurement officer, or procurement director has a financial interest in the vendor. 2. An agency employee or official is related to a vendor employee within the second degree by affinity or consanguinity. Nepotism • A form of conflict of interest, involves an explicit act of using one's position to favor a relative. • Contract Developer must submit the SAO's Nepotism Disclosure to the agency's administrative head. Disclosure of Interested Parties Form 1295 SHOULD be submitted to State Ethics Commission at ANY amount, MUST be disclosed when a contract is valued at 1 Million and up. How man vendors do you have to solicit for contracts between 5K - 25K At least 3 vendors with 2 of them being HUB vendors Bribery • The act or practice of accepting or giving a bribe • A bribe occurs if a person intentionally or knowingly offers, confers, or agrees to confer on another, or solicits, accepts, or agrees to accept any benefit as consideration for a violation of a public servant's legal duty or a public servant's