PROCEDURE for REQUESTS FOR APPROVAL (RFQ’S) and CONTRACTS/PURCHASE ORDERS

LIGO-G9900XX-00-M

PROCEDURE forREQUESTS FOR APPROVAL (RFQ’S) and

CONTRACTS/PURCHASE ORDERS

LIGO-G080592-00-P

29 October 2008Linda Turner

LIGO II 1

LIGO-G9900XX-00-M LIGO II 2

RFQ or CONTRACT PACKAGE COMPONENTS

COVER LETTER(S)» RFQ – INVITATION TO BID» CONTRACT – AWARD LETTER and NOT-SELECTED NOTIFICATION

RFQ/CONTRACT» STATEMENT OF WORK» GENERAL PROVISIONS» DRAWINGS» SPECIFICATIONS

ADDENDUMS as needed


NUMBERING, SUBMITTING, DISTRIBUTING

NUMBER!NUMBER!NUMBER!



COVER LETTERS» MUST HAVE A DCC NUMBER BEFORE BEING SENT TO VENDORS

» WHEN SAME COVER LETTER IS SENT TO MULTIPLE VENDORS, EACH LETTER WILL USE THE SAME DCC NUMBER

» BOTH THE RFQ/CONTRACT NUMBER AND THEIR RESPECTIVE DCC NUMBER SHOULD BE REFERENCED ON THE COVER LETTER

» ADVISE VENDORS TO REFERENCE BOTH THE RFQ NUMBER AND THE DCC NUMBER WHEN CORRESPONDING IN ANY REGARD TO THE RFQ/CONTRACT



RFQ/CONTRACT PACKAGE» COMPLETE PACKAGE MUST HAVE A DCC NUMBER (this is what would be

referenced on the cover letter(s)

» ANY COMPONENTS SHOULD HAVE OWN UNIQUE DCC NUMBERS– SPECIFICATIONS– DRAWINGS– “STAND—ALONE” DOCUMENTS



ADDENDUMS to an RFQ» OWN UNIQUE DCC NUMBER, INDEPENDENT OF THE RFQ NUMBER

CONTRACT REVISIONS» RETAIN THE SAME NUMBER AS THE CONTRACT WITH THE REVISION

REFLECTED IN THE NUMBER



SUBMITTING or UPLOADINGto the DCC



COVER LETTER(S)» MULTIPLE LETTERS WITH THE SAME DCC NUMBER SHOULD BE MERGED

AND SUBMITTED AS ONE PDF FILE

RFQ/CONTRACT PACKAGE» INDIVIDUAL COMPONENTS WITH THEIR OWN NUMBER SHOULD BE

SUBMITTED AS STAND—ALONE DOCUMENTS

» FULL PACKAGE SHOULD BE SUBMITTED AS ONE COMPLETE MERGED PDF FILE AND IN THE ORDER IN WHICH IT WOULD BE VIEWED



ADDENDUMS» IN THE NEW DCC SYSTEM, docDB, SYSTEM FEATURES ABILITY TO RELATE

DOCUMENTS BACK TO THE PARENT DOCUMENT

» INSURE THE ADDENDUM IS “RELATED” BACK TO ORIGINAL RFQ



DISTRIBUTING



RFQ/CONTRACT PACKAGE» ASSEMBLE INTO DESIRED VIEWING ORDER

» MERGE INTO ONE PDF FILE

» COVER LETTER, IF MERGED WITH PACKAGE (preferred), DOES NOT NEED ITS OWN DCC NUMBER

» COVER LETTER, IF SENT AS SEPARATE PDF FILE, NEEDS ITS OWN DCC NUMBER

ADDENDUMS TO RFQ/REVISIONS TO CONTRACTS» COVER LETTER, IF MERGED TO THE ADDENDUM OR REVISION, DOES NOT

NEED ITS OWN DCC NUMBER


SECURITY

LOCK YOUR

PDF FILE!


SECURITY

WHY????» SOFTWARE NOW READILY AVAILABLE FOR EDITING PDF’s

» AN “UN-LOCKED” OR UNSECURED DOCUMENT LEAVES LIGO VULNERABLE

» PDF SECURITY ALLOWS DOCUMENT PROTECTION AT TWO LEVELS– PROTECTION AGAINST EDITING– RESTRICTING THE ABILITY TO PRINT THE DOCUMENT


SECURITY

HOW???» USING ADOBE ACROBAT PRO 9, THE FOLLOWING DEMONSTRATION

ILLUSTRATES THE STEPS


OTHER CONTRACTUAL DOCUMENTS

CORRESPONDENCE» ALL CORRESPONDENCE BETWEEN VENDORS AND SUBCONTRACTORS

NEEDS TO BE GIVEN A DCC NUMBER AND PUT INTO THE DCC– HARD COPY– EMAIL– INSTANT MESSAGES

» ALL CORRESPONDENCE SHOULD REFERENCE BOTH THE RFQ/CONTRACT AND ITS DCC NUMBER

INVOICES


REMEMBER. . .

OUR GOAL IS NOT TO MAKE THINGS MORE CUMBERSOME!

PROCEDURE for REQUESTS FOR APPROVAL (RFQ’S) and CONTRACTS/PURCHASE ORDERS

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Transcript of PROCEDURE for REQUESTS FOR APPROVAL (RFQ’S) and CONTRACTS/PURCHASE ORDERS