CCQ Contracting and Procurement - SOPs

Purpose

This Standard Operating Procedure (SOP) outlines Contract and Procurement process. The chart below lists the primary documents, with instructions, required to create a contract package and submit in Cobblestone (NACHC’s Contract Management System).

General steps to create and submit contract requests in Cobblestone

Login to Cobblestone
Create a contract request by hovering over the top left corner men and selecting “Add request Record” under the sub-menu “Requests”

Select type: 1/ Contract Agreement Request; 2/Honorarium Letter; 3/No-Cost Extension; Then, click “Continue”
Complete all the required fields.

Note: Points of Contact fields: Include the contract signatory name and email as well as the Accounting point of contact for the contract.

Vendor name: scroll down the list to find the contractor’s name. I not available in the list, submit a completed “Vendor Information Form (VIF)” to Contracts staff to include in Cobblestone database. VIF template is available in the “Contract Library” section of Cobblestone.

Budget line: Include in this field the budget line from the project budget to use for funding the contract.

Click 'Save & Continue”
The next page will allow to upload all documents relevant to the contract: Scope of work, budget and any other relevant item.
Input Contract information into Salesforce (see Salesforce instructions here)
Track Contract throughout the review process - update Salesforce with the dates in which the contract was (1) submitted to Finance, (2) sent to the vendor for signature, and (3) when the agreement has been signed by both parties (fully executed)
Once the contract is executed, NACHC’s Deputy Director, Contracts & Procurement, Sanetra Mitchell, will assign a PO# and notify you and the vendor.
The executed agreement should be uploaded to Salesforce

Contract Documentation

Requirements Based on Contract Amount

Contract Package Preparation and Required Documentation	LOAs <$5,000	LOAs >$5,000	Contracts > $25,000	Contracts > $100,000
Micro-Purchasing Threshold (MPT) Contract Tracking Form for contracts $5000 or below	X
Contract Tracking Form for contracts above MPT $5000		X	X	X
Search the US System for Award Management (SAM) for valid contract entities. SAM.gov Instructions	X	X	X	X
Vendor Information Form Instructions	X	X	X	X
Budget Line Item Instructions	X	X	X	X
Scope of Work (w/ hourly rate, if applicable) Instructions	X	X	X	X
Organizational Budget or Consultant Hourly Rate Instructions	X	X	X	X
Cost-Price Analysis Form Cost-Price Justification Documentation Instructions		X	X	X
Procurement Summary Form Instructions				X
Sole Source Justification Instructions		If applicable	If applicable	If applicable
Travel Addendum	If applicable	If applicable	If applicable	If applicable

Submitting Contracts via SharePoint

Once you have completed the Contract Package, you will need to upload the Contract Package to SharePoint for review and approval.

● For the “Title” field, input the data as follows:

o [ Funding Source - Vendor Type of Agreement Version # ]

o Example: 865-01 - HealthEfficient LOA v1

● Submit 2 PDFs - (1) Contract or LOA and (2) Supporting Documentation. The Supporting Documentation file must contain all required documentation.

● Always assign the Contract to the Chief Medical Officer, Ron, for review

● The Contract will be reviewed by Ron (CMO), Andrea (Finance Director), Mary (CFO), and COO (if applicable)

● If the Contract is rejected at any point in the process, you will need to make the requested revisions and re-submit the entire Contract Package