PURPOSE
This procedure explains the steps required to close a personal services contract.
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RESPONSIBILITIES
Project Manager (PM): The PM is responsible for taking the actions required to close the contract.
Work Order Unit in the Bureau’s Administration Division: The Work Order Unit is responsible to close the work order and notify the Office of Accounting.
PROCEDURE
Once the PM is certain that the work under the contract (including receipt of all deliverables) is complete and the last invoice from the Consultant has been paid, the Consultant should be contacted and informed that the City is going to close the contract. This primarily entails: closing any work orders which may have been opened for tracking the Consultant’s charges and entering final contract information into the Personal Services Contract System (PSCS) and the Uniform Project Reporting System (UPRS) (see Procedure 5.1 - Uniform Project Reporting System).
It should be noted that it is not required to prepare a Contract Acceptance Board Report, as is needed for construction contracts. The Board takes no formal action in closing a personal services contract.
However, Board Policy dated December 24, 2002 requires that if the MBE/WBE/SBE/EBE/DVBE participation levels are not met, a report should be presented to the Board including recommendations regarding the Consultant’s performance. Before any action is taken, in regards to the Consultant not meeting the pledged participation levels, it should be discussed with both the Program Manager and the City Engineer.
While not required, it is a good professional practice for the PM to write a letter to the Consultant for the City Engineer’s signature, noting that the contract has been closed and thanking them for their work on behalf of the City.
Work Order Closure
Contact the Work Order Unit in Administrative Services Division and request a Work Order Closure Form (Attachment 6.12-1). Fill it out and return it. The Work Order Unit will then make the required entries into the Bureau’s record system and notify the Office of Accounting. No further time charges to the Work Order or payments to the consultant will be made.
Personal Services Contract System (PSCS)
Enter the final payment and MBE/WBE/SBE/EBE/DVBE/OBE information into the database. Notify the administrator of PSCS in the Project Award and Control Division that the contract’s status should be changed from “active” to “archive”.
Uniform Project Reporting System (UPRS)
Enter the final information regarding the consulting contract into UPRS noting that the contract has been closed.
Consultant Performance Evaluation
When closing the contract, the PM must evaluate the Consultant’s performance (see Procedure 6.11). The performance evaluation is sent to the Bureau of Contract Administration, Special Research & Investigation Section for input to the Contractor Evaluation Program database.
RELATED PROCEDURES
Links / Attachments
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