Toxics Cleanup Program  |  Policies and Guidance  |  List of Policies...

APPROVED BY: ________________

PROCEDURE

PRO 310 REQUESTING A CONTRACTOR

ACTION BY:                              ACTION:                                  

                                                                                 
Project/Site Manager                    1. Determines whether project is listed  
                                        in program plan and has a PIC.           
                                                                                 
                                        a. If No, THEN, follows                  
                                        procedure-"Requesting a Program Index Code" 
                                        PFM-221.    
                                                                                 
                                        b. If Yes, THEN, proceed with Step 2,    
                                        below.                                   

                                        2. Determines if there are sufficient    
                                        contract dollars in the program plan     
                                        for the proposed contract.               
                                                                                 
                                        a. If No, THEN, proceed with Step 3,     
                                        below.                                   
                                                                                 
                                        b. If Yes, THEN, proceed with Step 15,   
                                        Preparing the Contract Request Form.     

                                        3. Prepares and Signs Conceptual         
                                        Approval Form (CAF) and Workplan         
                                        Amendment Forms.                         

                                        4. Submits CAF and Workplan Amendment    
                                        Forms to Section Manager.                

Section Manager                         5. If approves, signs forms and sends    
                                        them to the Budget Planner.              
                                                                                 
                                        a. If denies request, returns unsigned   
                                        forms to Project/Site Manager.           

Budget Planner                          6. Discusses LUST requests with the      
                                        LUST Coordinator and the LUST Contracts  
                                        Officer.                                 
                                                                                 
                                        7. Reviews the CAF for impact on the     
                                        budget and submits to the Program        
                                        Manager.                                 
                                                                                 
                                        8. Informs Section Manager of any delay  
                                        beyond three days after receipt.         

Program Manager                         9. Approves or denies CAF.               
                                                                                 
                                        10. Returns signed form to Budget        
                                        Planner, or:                             
                                                                                 
                                        11. Returns unsigned form to Section     
                                        Manager and informs Budget Planner of    
                                        the decision.                            

Budget Planner                          12. Retains original CAF.                
                                                                                 
                                        13. Distributes copies to:               
                                                                                 
                                        a. Project/Site Manager                  
                                        b. Section Manager                       
                                        c. Fnancial Management Unit Supervisor  
                                        d. LUST Coordinator (if LUST site)       
                                                                                 
                                        14. Modifies Program Plan in Workplan    
                                        database.                                

Project/Site Manager                    15. Prepares Contract Request Form       
                                        (CRF) for Section Manager's approval.    

Section Manager                         16. Signs and returns to Project/Site    
                                        Manager.                                 

Project/Site Manager                    17. Submits CRF, Budget Worksheet and    
                                        Scope of Work to Financial Management     
                                        Unit Supervisor.                         

Financial Management                    18. Assigns a contractor.                
Unit Supervisor                                                                                  
                                        19. Distributes work to Contracts        
                                        Officer.                                 

Contracts Officer                       20. Contacts Project/Site Manager to     
                                        schedule preplanning and scoping         
                                        meetings.                                
                                                                                 
                                        21. Requests an addition Conceptual      
                                        Approval Form and Workplan Amendment     
                                        Form (See Step 2, above) if              
                                        contractor's proposal exceeds the        
                                        authorized amount by 10% or $25,000.     

Return to Top of Page or Procedures List