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| Revision Date | September 3, 2024 |
The Department of Family and Protective Services (DFPS) contract manager serves as the primary point of contact throughout the life of the contract and ensure compliance with applicable state and federal rules and regulations, DFPS policy, and the terms and conditions of the contract. Some contract management duties may be separated across teams or divisions. While a contract manager may not be responsible for all contract management functions, the contract manager , is responsible for collaborating and coordinating all contract management activities.
Contract managers should refer to the Comptroller of Public Accounts (CPA) State of Texas Procurement and Contract Management Guide for contracting principles and best practices.
DFPS contract manager's responsibilities include, but are not limited to:
- Participating in the development of the statement of work;
- Understanding the components of the solicitation and contract;
- Screening and approving open enrollment applications;
- Conducting readiness and due diligence activities toward the execution of contracts;
- Conducting required checks;
- Ongoing coordination and communication with contractor, DFPS staff, internal and external stakeholders, and HHSC staff;
- Addressing and resolving internal and external complaints;
- Participating in contract dispute resolution processes;
- Assessing contract risk;
- Conducting continuous quality improvement and compliance resolution activities;
- Ongoing review, management and monitoring of contractor budgets;
- Processing contract change management activities;
- Managing and monitoring contractor progress and performance;
- Coordinating with DFPS Office of Information Security;
- Providing or coordinating technical assistance;
- Verifying delivery of services and goods;
- Reviewing, reconciling, and approving invoices;
- Make reasonable efforts to work with the contractor and applicable stakeholders, including the program areas and Contracts Legal, to resolve contractor performance issues;
- Maintain and upload to SCOR all relevant documentation of performance issues and resolution, including unsuccessful attempts to communicate with the contractor.
- Maintain documentation to justify selections made in form 0147 for vendor performance reporting, see policy Vendor Performance Reporting
- Escalating potential or significant issues to supervisor or manager, including suspected fraud, impropriety, and improper use of funds;
- Reporting and addressing identified contractor conflicts of interest or conflicts of interest involving others who are outside of the contracting function;
- Verifying background check compliance;
- Verifying applicable licenses;
- Verifying contractor training requirements are met;
- Maintaining contract documentation and data elements in SCOR and in the contract file;
- Staffing contract issues with Contracts Legal;
- Processing contract closeouts and terminations;
- Reporting vendor performance for upload to Vendor Performance Tracking System (VPTS ).
It is mandatory for contract managers to:
- Complete required trainings;
- Declare any potential conflicts or the appearance of conflict of interests;
- Report suspected fraud, waste, or abuse to the Office of Inspector General (OIG); and
- Be certified through the Certified Texas Contract Manager (CTCM) process administered by the CPA's Statewide Procurement Division (SPD), and maintain certification.