Contracting and Purchasing Management Manual
嚜澧ontracting and Purchasing
Management Manual
Version 1.8
January 10, 2023
CSEC MANUAL RECORD
Original Issue September 28
Revision 1
New Manual (Version 1.0)
Revision 2 (Insert SOC2 statement)
Revision 3
Revision 4
Revision 5
New Manual (Version 1.6)
Revision 7
New Manual (Version 1.8)
September, 2016
September, 2017
December 31, 2019
August 12, 2020
December 31, 2021
October 06, 2022
December 13, 2022
December 30, 2022
January 06, 2023
January 10, 2023
2|Page
Table of Contents
CSEC MANUAL RECORD ................................................ 2
I.
Purpose ................................................................. 4
II. Applicability ........................................................... 5
III. Roles and Responsibilities ...................................... 5
IV. State Agency Revolving Door Policy ........................ 5
V. Vendor Interaction and Communication Policy ........ 6
VI. Training ................................................................. 8
VII. Ethics and Standard of Conduct .............................. 9
VIII. Purchasing and Procurement Process.................... 10
IX. Contract Management Process .............................. 19
X. Credit-Procurement Card ...................................... 28
XI. Grievance and Protest .......................................... 29
XII. Appendix ............................................................. 31
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I.
Purpose
The Commission on State Emergency Communications (CSEC or Agency) Contracting and Purchasing
Management Manual is developed to replace and consolidate previous versions of the CSEC*s Contract
Management Handbook and Procurement Manual (CSEC-CPM). This new manual is developed to
account for Agency changes and procedures for procurement and contracting since last documented in
2015. This document also responds to State Auditor*s Office Report No. 17-041 1 and incorporates
policies and procedures governed by Texas Comptroller of Public Accounts* (CPA) Statewide
Procurement Division (SPD) State of Texas Procurement and Contract Management Guide(TxPCMG) 2 to
aid public procurement professionals in the execution of their duties and to provide step-by-step
guidance and a framework for the continued development of public procurement and contract
management processes and best practices.
The 84th Texas Legislature in 2015 amended Government Code Chapter ∫ 2261, State Contracting
Standards and Oversight, to require:
Each state agency shall publish a contract management handbook that establishes consistent contracting
policies and practices to be followed by the agency and that is consistent with the comptroller*s contract
management guide. The agency*s handbook may include standard contract provisions and formats for
the agency to incorporate in contracts. 3
The CSEC-CPM, along with SPD State of Texas Procurement and Contract Management Guide, establish
consistent procurement and contract management policies and procedures for CSEC personnel involved
in the procuring and management of contracts in which CSEC is a party including procurements and
purchases made and/or contracts managed by CSEC for the benefit of agency programs and/or
stakeholders.
The CSEC-CPM is not intended to be exhaustive of all requirements or issues and is to be applied in
conjunction with applicable CSEC and state and federal laws, rules, policies, and best practices 每
including Title 10, Subtitle D of the Texas Government Code, Chapters ∫ 2261 and 2262 of the Texas
Government Code, and when applicable federal Uniform Guidance 每 Procurement Standards applicable
to States 4. Any conflict between the CSEC-CPM and the State of Texas Procurement and Contract
Management Guide is resolved by giving effect to the State of Texas Procurement and Contract
Management Guide. Additionally, the CSEC-CPM is not exhaustive of all procedures and processes
applicable to procurements. By way of example, Attachments 1-3 (Conflicts Statement/Impartiality
Certification; Non-Disclosure Statement; and Disclosure of Financial Interest/Conflict, respectively) are
required of each person, including non-CSEC personnel, involved in CSEC competitive procurement.
1
An Audit Report on Selected contracts at the Commission on State Emergency Communications (SAO Report No. 17-041,
July 2017)
2
3
Tex. Gov*t Code Ann. ∫ 2261.256(b). Added by Acts 2015, 84th Leg., R.S., Ch. 326 (S.B. 20), Sec. 18. Eff. September 1, 2015.
4
Code of Federal Regulation 200.317-200.327
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II.
Applicability
The CSEC-CPM applies to all procurements and management of contracts in which CSEC is a party.
III.
Roles and Responsibilities
Executive Director 每 Overall delegation authority and ultimate responsible for ensuring that fiscal
controls and accountability measures are in place to make certain administrative, bidding, purchasing
requirements and contract management requirements and activities follow state law; and, that all
procurements align with agency mission, goals, and strategies.
Director of Operations 每 Oversight and responsibility for of Agency back-office activities to include
Procurement, Contract Management, Finance and Human Resources. Procurement and Contract
Management Office reports directly to Director of Operations.
Deputy for Project Management每 Responsible for project management and providing input for
solicitation statements of work with respect to projects that support CSEC, its programs and stakeholders
in collaboration with CSEC*s Contracts and Purchasing department. The Deputy responsibilities also
include the retention of CSEC*s project documents to include project artifacts, program-related
technology, systems, vendors, contracts, and service level agreements.
General Counsel - Advises executive management on legalities of Federal, State, and local laws and
applicable rules in order to ensure the agency*s compliance with the CSEC-CPM, as well as CSEC rules
and policies.
Deputy for Contracting & Purchasing - Reporting to the Director of Operations, the Deputy for
Contracting / Purchasing performs work that involves establishing purchasing and contract goals and
objectives; planning, organizing, coordinating, and preparing specifications for purchasing commodities
and services; preparing procurement documents such as acquisition plans, statements of work, and
purchase orders; overseeing the maintenance of detailed records of items purchased, received,
prepared, and issued; and monitoring vendor performance all retained as a repository in Contracts and
Purchasing.
Contract Manager - Reporting to the Deputy for Contracting / Purchasing, the Contract Manager
performs contract management and procurement work. Work involves coordinating, developing, and
evaluating a broad range of contracts; and performing grants management functions.
Purchaser - Reporting to the Deputy for Contracting/Purchasing, the Purchaser performs purchases for
commodities/services as well as preparing procurement documents such as acquisition plans, statement
of work, and purchase orders; oversees the asset management process and executes purchases
requisitions and orders.
IV.
State Agency Revolving Door Policy
IMPORTANT NOTE: A former state officer or employee of CSEC who during the period of state service or
employment participated on behalf of CSEC in a procurement or contract negotiation involving a person
or business entity may not accept employment from that person or entity before the second anniversary
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