Contract Award and Verification Checks

Question 1

What are the LBB reporting requirements for contract awards?

Answer 1

1) Within 10 days of award or modification for contracts greater than 14,000 for Construction, Professional Services, and Consulting Services
2) Within 30 days of execution or modification for all contracts greater than $50,000
3) Within 10 day of award or modification for contracts greater than 100,000 for MIRP
4) Greater than 1 million for non-competitive sole source and emergency purchases- prior to 1st payment but no later than 30 days after contract execution; 48 hours after 1st payment for emergency
5) Greater than 10 million, all contract types, prior to 1st payment but not later than 30 days after execution

Question 2

What contract awards must be reported to QAT?

Answer 2

Equal to or greater than 10 million for MIRP within 10 business days of award

Question 3

What contract awards must be posted to ESBD?

Answer 3

Greater than $25,000

Question 4

What contracts must be posted to agency’s website?

Answer 4

Contracts not posted to LBB
Also does NOT include Interagency contracts, Interlocal contracts, IHE contracts valued at less than $15,000 and paid with non-appropriated funds

Question 5

What are pre-award compliance checks?

Answer 5

1) Verification of use of best value standard by procurement manager or director
2) Complete procurement file checklist verified by procurement manager or director
3) Verification of vendor assessment process
4) VPTS reporting compliance for over $5 million
5) Governing body of agency or executive head must approve and sign contracts over $1 million
6) Nepotism for $1 million or more for purchasing personnel
7) Form 1295 TEC Disclosure of Interested Parties
8) Conflict of Interest form for those involved in procurement or contract management
9) Debarment check
10) SAM Check
11) Iran, Sudan, Terrorist Org check
12) Boycott Israel Check
13) Warrant Payment Hold Check
14) Franchise Tax Check

Question 6

What is the purpose of debriefing meetings?

Answer 6

For unsuccessful vendors- discuss the strengths and weaknesses of the vendor’s response relative to the advertised evaluation criteria;
must not engage in discussions about how the vendor’s response compared to other responses.

Question 7

What are notice requirements for contract award?

Answer 7

1) ESBD (more than $25,000)
2) QAT for MIRP
3) LBB
4) Texas Register, as applicable
5) Agency website posting