01 Scope of Work (V 1.0) 1
01 Scope of Work (V 1.0) 1
01 Scope of Work (V 1.0) 1
The current Short Form Contract (SFC) and Mid Form Contract (MFC) implementation
process lack number of controls mandated in the Procurement Manual policies and
guidelines. The scope of this project is to enforce the identified controls related to
SFC and MFC process in eMarketplace and SAP PRC system. The document will suggest
controls to be monitored in eGRC. In addition, APIs are to be implemented for SLP,
Sourcing, CLM, Supplier Risk Processes. This include Approval API V2, Contract
Workspace Management API, Configuration Parameter API and Supplier Risk capture
and update API for display during workflow actions.
The objective is to improve compliance and avoid deviations from governing policies
and procedures. Implementation of these controls will ensure the compliance with the
Procurement Manual policies and procedures where applicable and will enforce
proactive automated leading actions. In addition, the objective of implementing Ariba
APIs to optimize performance and improve stability.
The intent of this document is to detail the proposed implementation for the
identified controls related to SFC and MFC and APIs implementation.
1 SCOPE OF WORK
Contractor shall capture and validate SRC related approvals against eSRC system for
the following scenarios:
1. Awarding SFC/MFC to other than the lowest bidder, then SRC Approval shall be
captured before proceeding with the Contract Award workflow
2. Enhance MFC when awarding single source that exceeds $5MM based on the
below conditions:
a) SRC Approval shall be captured at the PR supplement stage based on the
estimated cost
b) Enhance Contract Award workflow to capture SRC Approval based on the
award value in case SRC approval was not secured in the PR stage
3. Enhance SFC/MFC revisions that exceeds $5MM:
a) Capture Cancel and Supersede action in the supplements
b) SRC approval shall be captured at PR based on the value of the revision for
a competitive bid
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5. Capturing SRC approval can be done by mandating a valid SRC number and
cross-checking with SRC system. If SRC is valid, ensure the provided SRC
number is relevant to the contract in question. This could be achieved by
having a mechanism to verify that the SRC papers are accessible by authorized
persons in the approval workflow
1. Incorporate flag for deletion in the supplier warning list in ZMSCE_R190 and
other workflows such as bid slate approval and award.
i. Add error, do not allow flag for deletion supplier to be added to bid
slate. This is to be implemented in the backend validation and in the
bidder list AAE workflow
ii. Add error, do not allow flag for deletion supplier to be added to bid
slate
iii. Do not allow material suppliers in the service bid slate, where
purchasing org should be 1000. Error message shall be displayed to
the users to stop them from proceeding with bid slate approval. This
is to be implemented in SAP and AAE Worfklow
2. Enhance the function that reads the warning in the bid slate and award WFs in
the unified inbox
Contractor shall Introduce a workflow process in Ariba and SAP AAE workflos for
technical disqualification
1. Contract signatory has to approve the technical disqualification before opening
commercial evaluation
Contractor shall design a process for low-ball where set of required tasks can be added
from template questions based on the formula mentioned in the procurement manual
and procedures.
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1.9 Update SFC/MFC supplement start date for “Cancel & Supersede”
actions
This warning should appear only for Cancel and Supersede action, meaning that the
award has been approved and then revoked.
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The following specific control need to be implemented for both SFC and MFC:
1. Scenarios for Cancel & Surprised:
a) Changes in SFC and MFC that does not involve new/additional scope
(positive change in the total PO amount): like changing validity or
reduction in total value for Work Unit Rate (WUR) and Time Unit Rate
(TUR), PO status should be kept on: released, as is no changes to the
system, only changes and clarification in the manual.
b) Changes in SFC and MFC that involve new/additional scope:
i. For Short Form Contracts:
Lump Sum: is considered single source procurement, require 6-
point justification, and minimum manager level
Time unit rate & Work unit rate: not considered SS, does not
require 6-point justification. A proposal is to add amount
limitation to the addition, 30% of the contract value for
example
ii. For Mid Form Contracts:
Lump Sum: is considered single source procurement, require 6-
point justification, and minimum Admin Area head level. When
there is no Admin Area Head within an organization, the Senior
Vice-President can delegate this approval authority to a
Department Manager level (or higher) employee
Time unit rate & Work unit rate: not considered SS, does not
require 6-point justification. A proposal is to add amount
limitation to the addition, 30% of the contract value for
example.
2. WUR and TUR cancel and supersede for additional quantities should not be
considered as Single Source. and should be handled as the original procurement
method (it should follow non-TUR scenario).
Contractor shall implement the following specific controls for single-source SFC and
MFC:
1. Introduce a flag to indicate if negotiation is done or waived. If it is waived,
then mandate attaching a signed memo.
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The following specific controls need to be implemented for both SFC and MFC:
1. The system should display warning message If the award value is different than
the bid value.
2. Modify the contract award workflow to highlight the commercially disqualified
bidders
3. Mandate capturing the justifications against each commercially disqualified
bidder to be shown before the bid award workflow. This is to be added based
on Ariba approval task.
4. Introduce a process that capture the overall value changes in the PO Cancel
and supersede. In addition to following wording in related printouts: “This
(name of Release PO document Rev.XX) cancels and supersedes (name of
Release PO document Rev.XX) number ________ dated ___________;"
5. Enhance services POs printouts to add a fixed Aramco Address
1. Law approval is required for Bid Slates that include OOK suppliers. Please
support to mandate Law approval in this AAE workflow scenarios.
2. Mandate Procurement CD Supervisor review for all Bid Slate AAE workflows
regardless of the threshold. This is to ensure proper Bid Slate justification is
added by the CD Rep prior to reaching contract signatory.
The Operational reporting API for strategic sourcing enables extract and report on the
transactional sourcing data that you need to make operational decisions, such as
events scheduled to close in the next day, tasks due to be completed, documents
awaiting approval, etc.
Your client application filters the particular type of data you wish to extract by
specifying transaction type, time-span, transaction status, and other considerations.
These filters are included in reporting view templates. A particular view template is
created only once, and persists in the system. The client application must specify the
view by name with each API call.
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Parameter Description
The Operational reporting API for strategic sourcing supports the following filter
parameters for all document types:
Parameter Description
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The Contract Workspace retrieval APIs allow retrieve contract workspace header
information from SAP Ariba Contracts Allows users to download the contract
workspace header information via the APIs and display the data as per the
requirement in the target application.
Create and update APIs allow contract workspace metadata to create, update contract
workspace header information in SAP Ariba Contracts.
Payload Formats and Samples for Contract Workspace Retrieval and Maintenance
SC-9315_SC-9314_C SC-9315_SC-9314_U
reate Contract Workspace
pdate Contract
Body Request.docx
Workspace Response.docx
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This API enables buyers to systematically submit bids in SAP Ariba Sourcing on behalf
of participants. Create API clients that submit surrogate bids on behalf of participants
(supplier users). This API enables buyers to submit surrogate bids on behalf of
participants. Buyers can download a response spreadsheet for an event, enter
participant data in the spreadsheet, and then upload the completed spreadsheet.
Payload Structure for Surrogate Bid Submission API (automate surrogate bids)
operation Required string The operation for which to create the job.
Valid values for bid response sheets:
delete_attachment_response: Create a
job to delete an attachment from a
participant's response. You can use this
operation for an attachment that was
submitted via the interactive user
interface or this API.
download_attachment_response: Create a
job to get an attachment from a
participant's response. You can use this
operation for an attachment that was
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replace_attachment_response: Create a
job to replace an attachment in a
participant's response. You can use this
operation for an attachment that was
submitted via the interactive user
interface or this API.
Valid value for bid response sheet and
attachments:
file Optional file with "xmimetype": This parameter is needed for import,
"application/vnd.msexcel add_attachment_response and
replace_attachment_response
operations; omit it for all other
operations.
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Risk The Risk Exposure API makes the supplier Provides visibility into overall and individual
Exposure overall risk exposure and category category risk exposure information when
API exposure available outside the Supplier integrated into procurement processes e.g.
Risk application Supplier Onboarding, Bid List Approvals,
Sourcing Award approval and Contract
Approvals
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Default: 1.
Response fields
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Audit Search API is used to pull long term audit data published through the Audit
Publish service. It is necessary as some companies may want to review long periods of
audit data to detect anomalies. This API supports both synchronous and asynchronous
retrieval of audit data. Asynchronous search is encapsulated in the jobs resource in
this API. The client application posts a reporting job to the jobs queue specifying the
audit types and the filter criteria. This API enables the client to query the status of a
submitted job and to download the result files that are generated when the job
completes successfully. When the job is complete, the output is batched into ZIP files
containing batch-sized records per file. The client application requests one file at a
time. Synchronous search allows the retrieval of audit data for the most recent 3-
month period.
User qualification gives you an additional option to allow users to access only the
sourcing projects that they are qualified for. This API configures user qualification
fields for individual users. A user is qualified for a project if at least one of the user’s
field values for each user qualification field defined for a site matches the field value
in a project.
Sourcing Creating or editing a Project owners, When copying a project, a user can't copy the
project sourcing project team members, projects they aren't qualified for. Projects
and task that the user isn't qualified for are grayed out
participants
in the list of projects to copy from.
Documents, including folders, analytical
reports, and events, do not have user
qualification fields. SAP Ariba uses the user
qualification Field values of the parent
projects or subprojects to check user
qualifications, depending on where the
documents are created. If the documents are
created in a parent project, then the user
qualification field values of the parent project
are used. If the documents are created in a
subproject, then the user qualification field
values of the subproject are used.
Accessing or viewing a The user who is When a user searches for projects, all projects
sourcing project from performing the meeting the search criteria are displayed. When
the dashboard, search operation the user attempts to open a project, SAP Ariba
rejects user access if the user qualification field
results, and My Tasks
values of the user do not match those of the
tile
project.
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User Adding or replacing a New user The new user can be a project owner, team
user in a sourcing member, or task participant.
project
Delegating Delegator and If the delegator does not have user qualification
responsibilities to delegatee field values, they can delegate responsibilities
another user to any user.
2 DELIVERABLES
CONTRACTOR shall perform all the WORK required as described in this Scope of Work
as well as below major deliverables.
3 HUMAN RESOURCES
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4 PRICING METHOD
Lump Sum
5 DURATION
6 WORK LOCATION
7 ADDITIONAL OFFICES
Not applicable
8 MILESTONE PAYMENTS
Milestones Payment %
Completion of Mobilization 10
Completion of Project Scoping and Design 15
Completion of Implementation and Go-live 25
(Section 1.1 – 1.15)
Completion of Implementation and Go-live 20
(Section 1.16)
Completion of Support Phase 30
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