Contract Modification and Amendment
Contract Modification and Amendment
Who Completes This Task: Contract Manager
Timeframe: Ongoing during the term of the contract
Process
Revision to contract terms due to scope of work changes or unforeseen circumstances that arise during the contract term. SPPS or the vendor will produce a document outlining the change, and it will go through the amendment process in eRFP. A modified contract must adhere to the same laws as the original contract.
Criteria
- Change to contract scope of work that affects contractor or SPPS obligations
- Change to contract terms that affect payment amounts or the term of the contract
Steps
- Identify what change is needed and why
- Determine affect the change will have on the contract (scope, cost, term, etc.)
- Discuss with contractor the change and negotiate terms of the amendment to the contract
- Create amendment to contract (seek Purchasing Office help if needed)
- Submit the amendment in eRFP, including attachments supporting the changes
- The purchase order for the original contract will undergo a change order to incorporate the amendment
- Amendment documents will be routed for signatures in eRFP
- Vendor copy will be sent to person who submitted the requisition, or to the consultant
- When services are received for the amended contract, document in eProcurement against the purchase order
Documentation Required
- The purchasing process captures the amendment in PeopleSoft
Why This Is Important
- It’s the law (see 2 CFR 200.317-236, Statutes 363A.36)
- It’s an SPPS Board Policy 706.00
- Timely payment of additional services provided, prevention of unnecessary service charges
Contract Tools and Resources
- eRFP Frequently Asked Questions
- eRFP Login
- eRFP System Overview
- Contract Resources Page - Purchasing Department
PeopleSoft Quick Reference Guides
Enter a Requisition - 1. Define
Enter a Requisition - 2. Add Items
Enter a Requisition - Review and Submit
Enter a Requisition - Copy a Requisition
Enter a Requisition - Create Favorites
Enter a Requisition - Link a Procurement Contract