FCCM Study Guide - December 2024

Used to gather feedback from clients and measure the effectiveness of services provided.

Types of monitoring for contracts include Program and Fiscal.

Factors used to assess the risk associated with a contract, including total contract amount, service type, provider's past performance, and financial requirements.

Delays are defined as excusable or inexcusable. Excusable delays are due to factors outside of the provider's control, such as natural disasters. Inexcusable delays are due to issues within the provider's control, like lack of resources or personnel.

The provider is responsible for creating a plan to address and correct any issues or deficiencies identified in a contract.

A legal document that outlines the specific tasks a provider must perform, the deliverables they will provide, and the financial consequences of meeting or failing to meet their obligations.

Tangible items or results produced by the provider as evidence of completing the tasks outlined in the Scope of Work.

A formal process of evaluating costs to ensure they're reasonable, necessary, and allowable for the contracted work.

A written statement of intent to formally challenge a procurement decision. This type of protest must be submitted within 10 days of the initial intent to protest.

A formal statement of intention to protest a procurement decision. This statement must be submitted within 72 hours of the decision.

These expectations should be clearly linked to the payment schedule to ensure alignment between performance and compensation.

The Contract Administrator primarily manages the financial side of the contract, while the Contract Manager oversees the performance of the provider.

A critical step in ensuring all agreements are tracked and accessible. Agreements must be uploaded within 30 days to this system.

A state employee is prohibited from accepting employment within two years of retirement/termination from the state if they had a contractual relationship with the employer during their time of service. This restriction also applies to situations where the employee served as a decision maker, subject matter expert, or recommended approval, prohibiting them from ever working for the provider.

FORM 1, known as the Limited Financial Disclosure form, must be completed by state employees by July 1st of each year.

It's considered a conflict of interest for state employees, their spouses, or children to procure a contract where they hold a 5% or greater ownership interest in the business. For example, owning 7% would present a conflict, while owning 3% would be considered acceptable.

Emergency purchases are non-competitive and are made when there's a risk of substantial loss to the state due to a pressing situation. For example, if a critical piece of equipment fails and needs immediate replacement.

Exceptional purchases are non-competitive and include various types of procurements like RESPECT, PRIDE, State Term contracts, Alternate Contract Source, Single (Sole) Source, Statutory Mandated procurements, and Exempt Commodities/Services (e.g., Legal Services). These purchases are deemed exceptional due to specific circumstances that justify bypassing competitive bidding processes.

Competitive Solicitations are used for goods or services that exceed the Category 2 threshold of $35,000. Competitive solicitations involve a formal bidding process to ensure fair competition and transparency.

The Solicitation Team plays a crucial role in the procurement process with responsibilities such as estimating potential costs, conducting market analyses, and defining the scope of work. These tasks provide a comprehensive understanding of the project's requirements and potential vendors.

Contracts can have different payment methods. Fixed Rate (hourly rate) is a common option. Fixed Price involves regular payments at intervals. Cost Reimbursement occurs after delivery of goods/services. Finally, a Combination can include any of these methods.