(a) Except as otherwise provided in this section, before
the department enters into a contract, the department will determine
if enhanced monitoring of the contract and the contractor's performance
is required.
(b) In determining if a contract requires enhanced
contract monitoring, the department will consider the following factors,
to the extent applicable:
(1) Total Contract Price. The department will consider
the estimated dollar amount of the contract. Contracts with a higher
dollar amount are more likely to require enhanced contract monitoring.
(2) Total Contract Duration. The department will consider
anticipated overall contract period including renewal options. Longer
term contracts are more likely to require enhanced contract monitoring.
(3) Funding Source. The department will consider the
complexity of and restrictions associated with funding sources for
the contract. Contracts funded from multiple types or sources of funding
and contracts funded with restricted or time-limited funds are more
likely to require enhanced contract monitoring.
(4) User Impacts. The department will consider the
extent and number of persons impacted by this contract. Contracts
with wider impacts are more likely to require enhanced contract monitoring.
(5) Criticality of Deliverable Timing. The department
will consider the impact to the agency if contract deliverables are
delayed. Contracts for which timely completion is critical are more
likely to require enhanced contract monitoring.
(6) Impact of Contract Failure. The department will
consider the impact to the department and the state if the contractor
fails to deliver as required in the contract. Contracts for which
failure would have statewide impacts, would result in violation of
state or federal mandates, or would result in the loss of substantial
funds are more likely to require enhanced contract monitoring.
(7) Locations Impacted. The department will consider
the number of locations impacted by the contract. Contracts that will
be implemented in multiple locations around the state are more likely
to require enhanced contract monitoring.
(8) Availability of Resources for Contract Management.
The department will consider the extent of resources readily available
to manage the contract. Contracts for which resources are limited
or for which consultants or temporary staff are required to manage
the contract are more likely to require enhanced contract monitoring.
(9) Complexity of Project. The department will consider
the complexity of requirements and resources to be managed. Contracts
with more complex requirements involving external experts or evaluators
are more likely to require enhanced contract monitoring.
(10) Health and Safety Risk. The department will consider
how the contract would impact the health and safety of department
employees and the general public. Contracts that are required to reduce
or eliminate health and safety risks are more likely to require enhanced
contract monitoring.
(11) Business Process Impact. The department will consider
the level of impact to the department's business processes. Contracts
that will have department-wide business impacts are more likely to
require enhanced contract monitoring.
(12) Payment Methodology Risks. The department will
consider the complexity of the methodology for calculating and making
payments under the contract. Contracts with more complex payment methodology
are more likely to require enhanced contract monitoring.
(13) End Users' Training Needs. The department will
consider the extent of training required for end-users as a result
of the contract. Contracts requiring extensive training by a vendor
or external trainers are more likely to require enhanced contract
monitoring.
(14) Software Technology Customization. With regard
to a technology contract, the department will consider the level of
software customization required. Technology contracts that involve
a fully customized software solution are more likely to require enhanced
contract monitoring.
(15) Impact on Existing Technology. With regard to
a technology contract, the department will consider whether the technology
application which is the subject of the contract is an enhancement,
replacement or new technology and the impact on existing technology
applications or infrastructure. Contracts for a new technology service
or product that will impact existing technology applications or infrastructure
are more likely to require enhanced contract monitoring.
(16) Interface Connectivity. With regard to technology
contracts, the department will consider the number of existing technology
applications with which any new technology will need to interface.
Technology contracts that will interface with multiple department
systems are more likely to require enhanced contract monitoring.
(c) The department may determine, after considering
the factors listed in subsection (b) of this section, that certain
types or classes of contracts are low risk and have a low likelihood
of serious issues, and are not required to be individually considered
for enhanced contract monitoring.
(d) The department's director of contracting and procurement
will notify the executive director who will notify the Parks and Wildlife
Commission regarding any serious risk or issue identified in connection
with a contract subject to enhanced contract monitoring.
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