CDBG-DR Procurement Procedures

1. The designated Contract Manager will communicate with the DLG Internal Services team and AFS to determine available funding.
2. The designated Contract Manager will provide the Contracts and Procurement Manager with the Statement of Work (S.O.W.).
3. The Contracts and Procurement Manager will work with the designated Contract Manager to complete the appropriate solicitation method (RFP, request for bid, documented quote, sole source). CDBG-DR and Colorado State Procurement Code/fiscal rules shall be followed during solicitation and selection. Scoring methodology on all RFPs must be established and include cost as a factor Cost reasonableness must be documented.
4. The Contracts and Procurement Manager will assist the designated Contract Manager with vendor selection. The designated Contract Manager will check SAM.gov to ensure the contractor is not on the debarred list and has an “active” registration, prior to vendor selection.
5. The Vendor will be selected.
6. The designated Contract Manager will confirm that the environmental review and the Release of Funds (ROF) letter is complete (if applicable).

Contract Drafting

Goods/Services

1. The DLG Internal Services Team and/or the Contracts and Procurement Manager will determine the appropriate contracting “tool” for goods/services (i.e. purchase order, contract).
2. The designated Contract Manager will provide the DLG Internal Services Team with the S.O.W./proposal.
3. The DLG Internal Services Team will enter the contract information from the S.O.W./proposal into the Contract Management System to generate a CMS number.
4. The designated Contract Manager and DLG Internal Services Team will draft the contract utilizing the approved OSC templates available on the Central Contracts Unit website, ensuring the contract includes all terms included in the S.O.W. and proposal/bid.
5. The DLG Internal Services Team, in coordination with the designated Contract Manager, will complete the risk assessment.
6. The designated Contract Manager will complete the Personal Services Certification form (for personal services admin contracts) and have it signed by appropriate program personnel and the DOLA HR Director to certify that no State employee is being displaced by the hiring a consultant or contractor.

Grants

1. Program staff sends award Letter to sub-grantee/sub-recipient
2. The DLG Internal Services Team will determine the appropriate contracting “tool” for the grant agreement and verify that a ROF has been sent (if needed).
3. The designated Contract Manager will complete the Scope of Project (SOP) form and submit to the DLG Internal Services Drafting Team.
4. The Drafting Team drafts and assembles the Grant Packet using the information on the SOP:
   1. Grant Agreement and Exhibits
   2. Docusign contract e-routing sheet
   3. DOLA Risk Analysis form
   4. CMS Entry
   5. Verifies Vendor/Customer information in CORE
5. Drafting Team emails Grant Packet to designated Contract Manager for Pre-Review.
6. Drafting Team uploads the reviewed Grant Agreement and Exhibits into Docusign.

Note: All involved staff should update the Contracts Tracker throughout the process.

DRGR and Budget Setup

1. The designated Contract Manager will provide contract/grant information to CDBGDR Staff for set up in DRGR
2. The CDBG-DR Staff/DLG Internal Services team will provide the contract/grant information to AFS to set up the budget in CORE.
3. The AFS Accountant will confirm to CDBG-DR Staff and DLG Internal Services that the budget has been set up and provide the CORE budget coding. The AFS Accountant will update the Contracts Tracker.
4. After the DOLA Executive Director signature (Docusign), the AFS Accountant will create pre-execution encumbrance/P.O. in CORE prior to final execution by the DOLA Controller

Routing

1. After Pre-Review, the DLG Internal Services Drafting Team will upload the contract/agreement documents into Docusign
2. Routing in Docusign will be as follows (subject to change based on DOLA or OSC policy):
   1. AFS Accountant for Funding Code drop-down entry
   2. Program Review (if applicable)
   3. Grantee/Contractor Signature (if applicable)
   4. Executive Director’s Office Signature
   5. AFS Accountant for CORE Encumbrance Entry
   6. DOLA Controller for Final Execution (OSC for High Risk Contracts)
   7. Receives a Copy:
      1. CDBG-DR Staff
      2. Division Budget Manager
      3. Grantee/Contractor
      4. AFS Accountant
3. If the contract amount is over $25,000.00 then a FFATA data form must be completed by the Vendor and the information input into the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS) by CDBG-DR Staff.
4. AFS Accountant will create a pre-execution encumbrance in CORE prior to entering encumbrance information into Docusign and forwarding to Controller
5. After Execution, AFS Accountant will update the encumbrance with executed documents
6. Final encumbrance must be approved in CORE prior to making payments against the contract encumbrance

Note: All involved staff should update the Contracts Tracker throughout the process.

Procurement and Contracting Policies and Procedures

Procurement Overview

Solicitation Process

Personal Services Contract

Personal Services PO Process