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STATE MODEL
INFORMATION TECHNOLOGY
PERSONAL SERVICES SPECIAL PROVISIONS
TO BE USED WITH THE GENERAL PROVISIONS --IT. DEVELOP AND
INCLUDE A STATEMENT OF WORK.
1
Contract Type
a. Unless otherwise specified, the Statement of Work shall define and authorize work on a Fixed Price basis, with a
guarantee of task completion.
b. To the extent that additional work not foreseen at the time this Contract is executed must be accomplished, Work
Authorizations, as described in the Statement of Work, will be the means for defining and authorizing such work on a
Labor Hour basis.
2
Personnel
a. Contractor personnel shall perform their duties on the premises of the State, during the State's regular work days and
normal work hours, except as may be specifically agreed to otherwise by the State.
b. The State reserves the right to disapprove the continuing assignment of Contractor personnel provided to the State
under this Contract. If the State exercises this right, and the Contractor cannot immediately replace the disapproved
personnel, the parties agree to proceed with any equitable adjustment in schedule or other terms that may be affected
thereby.
c. The Contractor will make every effort consistent with sound business practices to honor the specific requests of the
State with regard to assignment of its employees; however the Contractor reserves the sole right to determine the
assignment of its employees. If a Contractor employee is unable to perform due to illness, resignation, or other factors
beyond the Contractor's control, the Contractor will make every reasonable effort to provide suitable substitute
personnel.
d. In recognition of the fact that Contractor personnel providing services under this Contract may perform similar services
from time to time for others, this Contract shall not prevent Contractor from performing such similar services or restrict
Contractor from using the personnel provided to the State under this Contract, providing that such use does not
conflict with the performance of services under this Contract.
3
Responsibilities of the State
a. The State shall provide normal office working facilities and Equipment reasonably necessary for Contractor
performance under this Contract. Any special requirements (e.g., reprographic services, computer time, key data entry,
etc.) shall be identified in the Statement of Work.
b. The State is responsible for providing required information, data, Documentation, and test data to facilitate the
Contractor’s performance of the work, and will provide such additional assistance and services as is specifically set
forth in the Statement of Work.
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c. The Contractor will not be responsible for any delay, cost increase, or other consequence to the extent that it is caused
by the State’s failure to fulfill responsibilities set forth herein. In the event of any claim for equitable adjustment to
price, schedule, or both, the parties will negotiate in good faith regarding execution of a Contract amendment. Should
the Contractor determine that a delay exists or is probable due to a failure of the State, the Contractor will promptly
notify the State in writing.
4
Unanticipated Tasks
a. In the event that additional work must be performed which was wholly unanticipated and is not specified in the
Statement of Work, but which in the opinion of both parties is necessary to the successful accomplishment of the
general scope of work outlined, the procedures outlined in this Section will be employed.
b. For each item of unanticipated work not specified in the Statement of Work, a Work Authorization will be prepared in
accordance with the sample attached as Exhibit A.
c. It is understood and agreed by both parties to this Contract that all of the terms and conditions of this Contract shall
remain in force with the inclusion of any such Work Authorization. Such Work Authorization shall in no way
constitute a Contract other than as provided pursuant to this Contract nor in any way amend or supersede any of the
other provisions of this Contract.
d. Each Work Authorization shall consist of a detailed statement of the purpose, objective, or goals to be undertaken by
the Contractor, the job classification or approximate skill level of the personnel to be made available by the Contractor,
an identification of all significant material to be developed by the Contractor and delivered to the State, an
identification of all significant materials to be delivered by the State to the Contractor, an estimated time schedule for
the provisions of these services by the Contractor, completion criteria for the work to be performed, the name or
identification of the Contractor personnel to be assigned, the Contractor's estimated work hours required to accomplish
the purpose, objective or goals, the Contractor's billing rates per work hour, and the Contractor's estimated total cost of
the Work Authorization.
e. All Work Authorizations must be in writing prior to beginning work and signed by the Contractor and the State.
f.
The State has the right to require the Contractor to stop or suspend work on any Work Authorization pursuant to the
“Stop Work” provision of the General Provisions.
g. Personnel resources will not be expended (at a cost to the State) on task accomplishment in excess of estimated work
hours required unless the procedure below is followed:
1)
If, in the performance of the work, the Contractor determines that a Work Authorization to be performed under this
Contract cannot be accomplished within the estimated work hours, the Contractor will immediately notify the State
in writing of the Contractor's estimate of the work hours which will be required to complete the Work Authorization
in full. Upon receipt of such notification, the State may:
(a) Authorize the Contractor to expend the estimated additional work hours or service in excess of the original
estimate necessary to accomplish the Work Authorization (such an authorization not unreasonably to be
withheld), or
(b) terminate the Work Authorization, or
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(c) alter the scope of the Work Authorization in order to define tasks that can be accomplished within the
remaining estimated work hours.
2)
5
The State will notify the Contractor in writing of its election within seven (7) calendar days after receipt of the
Contractor's notification. If notice of the election is given to proceed, the Contractor may expend the estimated
additional work hours or services. The State agrees to reimburse the Contractor for such additional work hours.
Invoicing, and Payment for Services
a. During the execution of each Milestone (as set forth in the Statement of Work) which involves the delivery to the State
of identified Deliverables, the Contractor may submit periodically to the State invoices reflecting a pro-rata cost of the
Milestones, determined on the basis of the lesser of either:
1)
The number of Deliverables provided to the State divided by the total number of Deliverables required to be
delivered to the State, less a ten percent (10%) withhold, less any amounts previously invoiced; or
2)
The number of work-hours expended by the Contractor in the performance of the task divided by the number of
work hours scheduled for the task, less a ten percent (10%) withhold, less any amounts previously invoiced;
provided that the Statement of Work may specify a withhold of more than ten percent (10%).
b. For those Milestones which do not involve delivery to the State of identified Deliverables, but which are of a
continuing nature, the Contractor may submit invoices reflecting a pro-rata cost of the Milestone, less a ten percent
(10%) withhold, less any amount previously invoiced. Actual progress payment amounts for such Milestones must be
based on at least equivalent services rendered, and to the extent practicable, will be keyed to clearly identifiable stages
of progress as reflected in written reports submitted with the invoices.
c. Upon completion of a Milestone in accordance with the acceptance criteria set forth herein, the full charge for such
Milestone, less amounts previously invoiced to the State, may be submitted for payment. Nothing herein will be
construed to waive or contradict any requirement of California Public Contract Code Section 12112 or any similar or
successor provision.
d. In the event that work not specified in the Statement of Work is performed with the State’s written consent, invoices
for services as reflected on Work Authorizations will be submitted to the State for payment. In no event shall the total
amount paid for such work exceed ten percent (10%) of the value of personal services anticipated by this Contract.
e. Invoices prepared in accordance with this provision will not be submitted more frequently than monthly to the State.
f.
In the aggregate, invoices reflecting progress payments will not exceed ninety percent (90%) of the ceiling amount of
the Contract, with the balance to be invoiced upon completion of the Contract, in accordance with the acceptance
criteria set forth herein.
g. In the event of a conflict between the terms of this Section 5 and those of the Section of this Contract entitled
“Acceptance of Software,” the latter will govern.
6
Contractor Evaluation
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PERSONAL SERVICES SPECIAL PROVISIONS
In accordance with the California Government Code, Contractor performance evaluation will be completed within the
guidelines of the State Contracting Manual, Section 9.08. The State contracting agency, upon Contract completion, will
complete and forward the Contractor evaluation to the Department of General Services.
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EXHIBIT A
WORK AUTHORIZATION
SAMPLE
TITLE: 70/752 Output Formatter
Task Summary:
Develop program to format and print simulated 70/752 displays using a sequential data set as input.
Schedule Dates:
Start Date:
Completion Date:
April 1, 2000
April 30, 2000
Estimated Labor-Hours
Labor-Hour Rate
100
$90.00
Contractor Personnel
to Be Assigned
Estimated Total Cost
$9,000.00
Job Classification/Skill Level
Jane Doe
Staff Programmer Analyst
Completion Criteria:
Acceptance of program by the State.
This task will be performed in accordance with this Work Authorization and the provisions of Contract No. ______________.
Approval
_________________________________
Contract Project Manager
DGS Procurement Division
___________________________________
State Project Manager
PERSONAL SERVICES SPECIAL PROVISIONS
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