Implementing effective contract negotiation and

Transcript:Implementing effective contract negotiation and:
Implementing effective contract negotiation and relationship management strategies 201 Learning Objectives How to take software requirements from ancillary items in an old RFP to living, breathing scopes of work How to navigate changes to an already contentious contract How to build better relationships between vendors and contract managers A Note on Governance This presentation assumes the roles in the Continuum have been delineated through good contracting and that responsibilities for each party are clear so that these processes can be carried out by the appropriate person. Here is an example of a breakdown of who may or may not be involved in the processes discussed in this presentation: Contracting Life Cycle Procurement means to purchase a new system based upon an RFP, RFQ, RFQQ, or other type of official solicitation Brainstorm: Who can purchase office supplies in your agency? Who can hire people? Who can sign contracts? Search out the people that can help you solicit and purchase software Get examples of past solicitations The harder the process, the better! It means more oversight and, ultimately, more teeth! Write measureable requirements “Tech Support” becomes “live person email/phone, 7a – 7p, no answering machine, monthly response repts that include…” “Details for each report” becomes “PersonID, HHID, Project Name, Start, Exit, Living, Dest, etc.” with each canned rpt “Ad Hoc Reports” becomes “Unlimited access to all data in database (including meta data), on demand, live, all users, etc.) Request responses in terms of what performance looks like to respondent Use the same document to score & use the scoring process to game out performance criteria Transfer requirements and responses to contract SOW Learning Objective: Living Scopes of Work This means three-ish things: Requirement is measureable Measurement is in vendor’s own words Money is tied to completion for each requirement “Living” comes from reviewing the SOW each month with each invoice Pay for requirements that are completed Hold back payment for requirements that are not – pay once completed, even if months down the road Large Group Discussion: How does this play out differently in different CoC jurisdictions (sm, md, lg)? If you can’t procure: Dig out that requirements document that guided your last search/purchase process Update to current requirements Detail each data element Detail each report you expect Detail each service option you think you have or need Develop an MOU between Vendor and HMIS Lead, or HMIS Lead and CoC Lead,