Program Manager requests a contract*

1
PROCEDURES FOR IMPLEMENTING HSD CONTRACT POLICY
January 2009
1. Program Manager completes and signs Contract
Request Form (CRF), attaches prepared Purchase
Requisition, and submits both to Division
Director.
3. CMPB logs CRF in contracts tracker and assigns
Contract Representative.
2. Division Director signs approval on CRF.
Division forwards CRF and approved Purchase
Requisition to ASDs Contract Management
Procurement Bureau (CMPB).
Program Manager requests a contract
7. CMPB Contract Representative Program
Manager review final draft. Division Director
signs approval on blue Contract Tracking Sheet
(CTS).
4. CMPB Contract Representative reviews CRF and
obtains approval from CMPB Contract Manager, CMPB
Bureau Chief and ASD Budget Chief.
5. CMPB Contract Representative prepares draft
contract based on CRF and reviews any proposed
changes with Program Manager.
6. CMPB Contract Representative modifies contract
template. HSD/ITD assists on IT contracts, with
pre-review with NM-DoIT.
9. If required, HSD CIO signs approval on blue
CTS and contract following an internal review and
NM Department of Information Technology (NM-DoIT)
review.
8. CMPB produces the appropriate number of
original contracts
10. ASD Director signs approval on blue CTS.
11. Office of General Counsel (OGC) reviews and
signs blue CTS and contract.
15. If required, NM-DoIT signs approval on blue
CTS and contract. If required, GSD/SPD reviews
and signs the contract.
12. Deputy Secretary signs approval on blue CTS.

13. Contractor signs contract.
14. HSD Secretary signs contract.
16. CMPB/Financial Specialist prepares
contract-related documents for DFA signature.
CMPB distributes signed contracts to Contractor,
Division, and files one copy
17. TRD verifies Tax ID number and signs
Contract.
18. DFA/CRB signs contract.
Note For Professional Service Contracts, Joint
Power Agreements and Price Agreements, follow
Steps 1 through 18. For Governmental Service
Agreements, Memorandum of Understanding,
Memorandum of Agreements, and Service Agreements,
follow Steps 1 through 14 (CMPB will then
determine appropriate signature authorities for
the remaining steps.) For any other type of
contract/agreements, please contact CMPB.
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Draft 1.9.09 Ready for Management Team

• Program Manager requests the contract by
  completing a Contract Request Form (CRF). This
  includes a Statement of Work (SOW) and
  relationship to HSDs Strategic Plan.
  Discussions with the contractor about scope of
  work, budget and the HSD standard boilerplate are
  recommended. If there is an IT component, early
  discussions with HSDs ITD is recommended.
  Program Manager must verify correct chartfield
  codes and ensure there is sufficient budget at
  program level. Division prepares Purchase
  Requisition. Program Manager then submits
  completed Purchase Requisition and draft CRF to
  Division Director.
• Division Director signs approval on CRF.
  Division forwards CRF and approved Purchase
  Requisition to ASDs Contract Management and
  Procurement Bureau (CMPB).
• CMPBs Contract Manager logs CRF in contract
  tracker and assigns to a CMPB Contract
  Representative.
• The CMPB Contract Representative reviews the CRF
  and obtains CMPB Contract Manager, CMPB Bureau
  Chief, and ASD Budget approval. At this time,
  CMPB validates chartfield codes and vendor number
  in SHARE, updating as necessary . If vendor is
  not set up, the CMPB Contract Representative
  works with Program Manager and the vendor to get
  registered. If chartfield codes are not correct
  or have changed since Program Manager prepared
  CRF, then the CMPB Contract Representative will
  work with Program Manager and Budget to correct.
• CMPB Contract Representative prepares draft
  contract based on CRF and reviews with Program
  Manager to discuss any proposed changes.
• CMPB is responsible for drafting all contracts.
  Upon agreement between Program Manager and CMPB
  Contract Representative, the CMPB Contract
  Representative modifies SOW and contract
  template. If contract template includes IT
  components, HSD/ITD (Information Technology
  Division) assists with pre-review with NM-DoIT.
• CMPB Contract Representative and Program Manager
  meet to review draft. Program Manager obtains
  his/her Division Directors approval of draft by
  obtaining a signature on blue CRF Tracking Sheet.
• CMPB produces the appropriate number of original
  contracts.
• If required, HSD CIO signs approval on blue
  Contract Tracking Sheet (CTS) and contract.
• ASD Director signs approval on blue CTS.
• Legal reviews and signs blue CTS and contract.
• Deputy Secretary reviews and signs approval on
  blue CTS. Generally the Deputy Secretary would
  sign the contract originating with
  Divisions/Offices they supervise.
• Contractor signs contract.
• HSD Secretary signs contract.
• Department of Information Technology (NM-DoIT)
  signs approval on blue CTS and contract, if
  required. GSD/SPD signs the contract, if
  required.
• CMPB Financial Specialist prepares documents for
  Department of Finance Administration (DFA)
  signature.
• TRD verifies Tax ID Number and signs contract.
• DFA/Contracts Review Bureau (DFA/CRB) signs
  contract.