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 request, a contract package in Cobblestone (NACHC’s Contract Management System).

General steps to create and submit contract requests in Cobblestone

1. Login to Cobblestone

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

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

4. Complete all the required fields.

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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.

5. Click 'Save & Continue”

6. The next page will allow to upload all documents relevant to the contract: Scope of work, budget and any other relevant item.

7. Upload all relevant documents and click Save.

8. Contract request will be submitted to CCQ Contract team for review. Based on required items, the request will be: 1/accepted; 2/Rejected; or 3/Cancelled.

Contract team workflow

1. Contract team receives notification that a request has been submitted for review.

2. If the request is complete, it is marked as “Accepted” for processing by the Contract Specialist.

3. The Contract Specialist converts the request into a “Contract Record”

4. Select the type of contract to create: Federal contract; Non-Federal contract; Federal Letter of Agreement; Non-Federal Letter of Agreement; etc.

5. Complete all required fields that are not filled in. Some fields are generate directly from the request record.

6. A contract template is generated by the system based on the type selected (Federal, Non-Federal, etc.). The Contract Specialist downloads the template, complete any missing field including the SOW.

7. The contract Specialist prepares the required supporting documentation needed for the review and approval process. The table below displays the required documents that are included in “Supporting documentation” based on the contract dollar threshold.

8. Upload a final contract template and the supporting documentation and click “Approve” under the section “Tasks and Workflows”.

9. The contract package will be submitted in a specific approval workflow for review and approval: Project Lead then department SVP then the relevant approver in Finance based on the contract threshold. Contracts above $100,000 are submitted to the CEO for approval prior to be sent out to vendors.

10. Once a contract is fully approved internally, the Deputy Director, Contracts & Procurement, sends it to the vendor via AdobeSign.

11. Once the contract is fully signed and executed, NACHC’s Deputy Director, Contracts & Procurement, will assign a PO# and notify the Project Lead and the vendor via a “Contract Tracking Memo” detailing the project title, PO#, the amount as well as instructions for submitting invoices.

Supporting Documentation

Requirements Based on Contract Amount