RFP and Contract Management
The following description of RFP and contract management
procedures is taken from the WRAP work plan for 2003:
WGA and forums jointly manage WRAP contracts. WGA, as the
receiver of WRAP grants, retains the legal responsibility
for signing and administering contracts and ensuring that
work products are completed. These responsibilities are met
with input from forums and work groups. Forums and work groups
may create balanced subgroups for purposes of contract management.
It is the responsibility of the forums and work groups and
their respective oversight committees to develop the scope
of work for each contract. All contracts are to be developed
in accordance with the work plans approved by the WRAP and
submitted to the EPA. Once the scope of work has been properly
developed, it is transmitted to WGA. WGA is responsible for
developing an RFP or sole source justification. All RFPs are
published in the Federal Business Opportunities publication,
sent to appropriate contractors known to the WRAP, and posted
on the WRAP Web site. Unless time is otherwise a constraint,
bidders are provided 30 days to respond.
A review committee is established for the evaluation of RFPs.
The review committee is responsible for scoring each RFP.
Scoring is documented and retained by WGA to substantiate
any selection. Once the committee has agreed upon selection
of a potential contractor, a memorandum is transmitted to
the WGA Executive Director along with any necessary supporting
materials. The Executive Director makes the final contractor
selection. The winning contractor and all losing bidders are
notified in writing of Executive Director’s decision.
Subsequent to contractor selection, WGA staff and the appropriate
forum, work group or committee negotiates a final contract
with the winning bidder. All contracting is done in accordance
with established federal guidelines. The standard contract
form includes provisions for record keeping and audit requirements
in accordance with OMB Circular 110.
It is the responsibility of the forum, work group or committee
to monitor the work of the contractor and to determine whether
all work requirements are being met. When a bill is received,
WGA will examine the invoice to match invoice items to requirements
outlined in the contract. WGA requires documentation from
the contractor regarding hours spent and expenses incurred.
WGA also requires copies of any deliverables prior to rendering
payment. If there is any question regarding whether the contractor
has met the requirements in the scope of work, it is negotiated
between the contractor, WGA, and the appropriate co-chairs.
Once it has been agreed that all work has been completed in
accordance with the requirements of the contract, payment
is rendered by WGA.
WGA is responsible for maintaining all records and does so
in accordance with all federal requirements. This includes
submittal of quarterly status reports to EPA. As noted in
the previous section, NTEC lets contracts for work done in
support of tribal participation. These contracts are funded
by a grant separate from the general WRAP grant, and are subject
to the requirements of the single audit act and related compliance