2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

SCOPE OF WORKPresented by:Jenifer Barnett, Purchasing Manager, Sonoma State Brian Cotham, Director of Procurement, Fresno State

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TopicsDefinitionBasic Requirements of a Scope of WorkFlexible Nature of the Scope of WorkDeveloping a Scope of WorkHandouts:

Scope of Work FormatChecklist for Determining Adequacy of a Scope of

WorkUseful Words/Open-Ended Phrases to Avoid

Group Breakouts

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Definition – Scope of WorkDescribes the work to be performed or the

services to be provided.Describes tasksDirect methodologies to be usedSets forth a period of performance

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When is a Scope of Work neededBid for GoodsPublic Work/ConstructionBid for Furnish & InstallRequest for Proposals (RFP) for Professional

ServicesStandard Agreements for Services

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Responsibility of Scope of WorkThe departments are generally responsible

for the initial draftProcurement will review and ask questions of

department to help fine tuneImportant – Departments need to give

Procurement as much information and detail about the Scope as possible.Holding back information may cause delay or

result in not getting the desired product or service

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Basic RequirementsClarity

Not sufficiently definitive vs. too restrictivePrecision

Contractual vehicle expressing University needs to vendor

Any work outside the scope will be considered new procurement with resulting increased costs

Completeness What needs to be done Who will do what When it should be done Where it should be done How contract performance will be judged

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Ambiguous Scope of WorkMisunderstanding may be likelyCan lead to Unsatisfactory PerformancesDelaysProtests and Possible LitigationHigher CostsTime Consuming

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Flexible NatureLoose (Broad and General) or Tight (Specific

and DetailedPerformance Type

Describes what is wanted, but leaves it up to the vendor to determine how is to be accomplished

Vendor is responsible for the product working as specified

Design TypeTell Vendors what is wanted and/or how to do itThe University is responsible for the end product

functioning as desired

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Developing a Scope of WorkBasic Planning

The “why” and “what” should be answered

All parties should be at the table: police/parking, EH&S, University Affairs or whoever is in charge of marketing

Think BIG Picture

Outlining Objectives Context of the Project Scope – Technical

Considerations and Tasks

Acceptance Responsibilities Schedule Deliverables Data Requirements Information

Requirements Person- Hours

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Questions

2 0 1 4 F O A / P SS O A C S U B u s i n e s s C o n f e r e n c e

HandoutsScope of Work FormatChecklist for Determining Adequacy of a

Scope of Work Useful Words to Assist in Preparing a Scope

of Work/Open-Ended Phrases to Avoid