Contract Management Guide


Pursuant to Texas Gov't Code 2262.051, the Statewide Procurement Division (SPD) in consultation with the Office of the Attorney General (OAG), the Department of Information Resources (DIR), the Comptroller of Public Accounts (CPA), and the State Auditor's Office (SAO), developed and periodically updates the Contract Management Guide (CMG) for use by state agencies.

Pursuant to 2262.052, each state agency is required to comply with the CMG. Additionally, the SAO is required to periodically monitor for CMG compliance and report any non-compliance to the governor, the lieutenant governor, the speaker of the house of representatives and the Contract Advisory Team (CAT). As well as assist, in coordination with SPD and the CPA, a non-complying state agency to comply with the aforementioned section.

The CMG is not intended to be a manual on contract law nor does it constitute legal advice. A legal reference section provided at the end of the CMG provides general information regarding contracting issues within the contract management process. Consult your agency's attorney for legal advice concerning contracts.


The purpose of the CMG is to offer contract managers at state agencies recommendations on improving existing contract management processes and practices.

Each agency is unique and requirements of each contract vary, therefore, the information in the CMG is intended to be applied as appropriate, and not mechanically. The CMG provides a framework that agencies should use to make contracting decisions that are in the best interest of the state.

The CMG describes the primary duties of a contract manager, including how to develop and negotiate a contract, select a contractor, and monitor contractor and subcontractor performance.

The CMG is designed to be a supplement to existing statutory contracting requirements and individual agency rules, policies and procedures. Each agency is independently responsible for developing sound business procedures in accordance with applicable federal and state laws, regulations, policies and procedures.


The CMG:

  • includes a model of contract provisions, to distinguish between essential, recommended and optional contract provisions;
  • addresses the maximum contract term, after which a new competitive solicitation must be issued;
  • recommends time frames for the solicitation, evaluation, negotiation and awarding of major contracts;
  • establishes procedures through which state agencies must consult with the CAT before issuing solicitations for a major contracts;
  • establishes the procedure agencies must use in attempting to determine why a single response is submitted to an agency procurement solicitation;
  • establishes procedures under which a state agency is required to solicit explanations from qualified potential respondents who did not respond to a competitive solicitation for a contract on which fewer than two qualified bids were received by the agency.

Contact Us

Please email us with any questions you have about the CMG, as well as your ideas, recommendations and requests for what you would like to see in the revised CMG.

View the Texas Contract Management Guide (v. 1.16) — updated September 2016 (PDF)

Note: January 2017 Changes to Statewide Procurement Rules 34.TAC.20:
Revisions to the Statewide Procurement rules were adopted on Friday, Jan. 20, 2017, and have been published in the Texas Administrative Code (34.TAC.20). State agency purchasing staff are encouraged to review the revised rules, which will be incorporated into the next revision of the Texas Procurement Manual and Contract Management Guide. Please be aware that TAC references in those documents linked here may no longer be accurate. Summary of changes (PDF).