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Contract Amendment Process
Precondition
- Approved decision by the Budgetary Authority to amend the contract
- Work to be preformed will need to stay within the Scope of Work as defined
in the contract.
- Except for contracts related to Year 2000 services or Phased Development
projects, amendments to perform additional work related to information technology
shall not exceed 33% of the amount identified in the original contract. OAR
125-020-0520(4)
- Agreement from current Contractor to amend the contract
- Funding source requirements (i.e., Grants,
Dept. of Education, Federal Funding Authority, etc) if required
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Step
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Action
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OIS
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OCP
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Duration
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Contract Amendment Process
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9 - 38 days
69 - 98 days*
129 - 158 days**
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A
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Complete form DHS 0118A - Amendment Request Form
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1 - 5 days
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1
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Complete the Customer and Contractor information in sections 1 and 2.
This should generally match the corresponding information on the existing
contract.
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Requestor is Lead
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2
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Write a detailed statement for the Purpose of the Amendment (section
4). This will be used in the actual contract amendment document and so
should be very clear as to exactly what is changing in the contract.
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Requestor is Lead
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3
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Optional - attach any information or instructions that may assist OCP
in creating the amendment. Examples: there may be a new Exhibit required,
or you may need to provide background information on the Purpose that
would not actually be included in the amendment itself.
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Requestor is Lead |
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B
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Signature Process for DHS 0118A Form
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1 - 5 days |
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1
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Requestor signs the completed DHS 0118A and sends it to the SSI OR AMS
Admin for signature tracking.
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SSI OR AMS Admin is Lead |
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2
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Requestor should have previously communicated
with the approving managers about the need for the amendment or the process
will be delayed. |
SSI OR AMS Admin is Lead |
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3
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DHS 0118A is signed/approved by the SSI or AMS manager and then by either
the CIO or Deputy CIO.
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Requestor is Lead
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4
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SSI OR ASM Admin forwards the signed DHS 0118A
to OCP for development of the amendment. |
SSI OR AMS Admin is Lead |
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C
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Develop Amendment |
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5 - 14 calendar days |
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1
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OCP assigns a contracts officer to draft the
actual amendment. They will contact the Requestor with questions, if any.
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Lead |
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D
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Amendment Approval |
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1
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Coordinate Contract Review and Approvals
NOTE: the approving authorities are the same as for the original Contract
- Step #1: DOJ approval (if required, depending on nature and amount
of amendment)
- Step #2: Contractor approval
- Step #3: OIS CIO or Deputy CIO approval
- Step #4: Budgetary Authority (if budget is outside OIS)
- Step #5: Federal Approval Agency (if required) - formal review and
approval. Must be accompanied by appropriate documentation (i.e., APD
Update for ACF or CMS approval Consult the APD/APDU Process for the
steps involved).
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Lead - Step 5 (APD Update for ACF or CMS approval) |
Lead - Steps 1,2,3,4 |
1 - 7 calendar days
Add 60 days for DOJ review and approval)
Add 60 days for Federal (ACF or CMS) approval Steps 1 - 4 may be concurrent
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2
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Issue Notice of Executed Amendment and Notice to Proceed
- Step #1: Issue Notice to Proceed to Contractor and notify OIS
- Step #2: Notify program or business area
- Step #3: Issue Executed Copy of Contract to Contractor, OIS, and Federal
Approval Agency (if required
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Lead - Step 2 |
Lead - Steps 1,3 |
1 - 7 calendar days |
Glossary
- ACF - Administration for Children and Families (Federal approval
agency for Child Welfare systems).
- CMS - USDHHS, Centers for Medicare & Medicaid Services.
- Duration Estimates - Duration estimates are most likely for a formal
contract, i.e., on average the task will be completed within that time frame.
Shaded cells indicate durations for federal approval agency (if required).
- Facilitate – Lead discussion and tasks that results in a completed
product. Responsible for document version control. Collaborates with all stakeholders.
- Lead – Primary ownership and responsibility to ensure the task
is completed. Collaborates with all stakeholders.
- Stakeholder – Individuals and/or groups who are involved in
or may be affected by task activities.
Duration Estimates – Assumptions
- Actual Duration will be affected by DHS' priority, scope of the project
and deliverables, solicitation strategy, issue resolution, and resource availability.
* The second date range includes the timeframe if either DOJ or Federal
( ACF or CMS) are involved in review and approval.
** The third date range includes the timeframe if both DOJ and Federal
( ACF or CMS) are involved in review and approval.
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