During the contract creation process, solicitation amendments and award modifications may contain some clauses and sections that are specific to the amendment or modification process. As per the federal regulations, the amendment specific clauses are present in the amendment document but should not be in the conformed document. That is, when the amendment (or modification) is merged with the base document to create a conformed document, the amendment specific clauses and sections should be dropped or deleted from the contract terms.
Users need to specify a default section in which all the amendment specific clauses will be placed during the amendment/modification process. When the amendment is merged with the base document to create the conformed solicitation or award, the system deletes the default section that contains all the amendment specific clauses. This ensures that the clauses are deleted (because the section they are in, is deleted) and do not get into the contract terms of the conformed document.
The default section has to be specified in the profile option OKC: Amendment Specific Section. For example, you specify Section J as your amendment specific section. During the amendment process, clauses A, B, and C are amendment specific clauses and you need to move them into Section J. After the amendment / modification is approved, Section J is deleted from the contract terms, so that the amendment specific clauses are not part of the conformed document.
When a solicitation is awarded to one or more suppliers and the outcome award document(s) are created, the contract terms are also copied from the solicitation to the award document(s). However, federal regulations require that if some clauses and sections pertain only to the solicitation process, these clauses and sections should not be copied over to awards, where they may not be relevant.
Note: Even if a non-provisional clause is placed under a provisional section, the clause will be dropped during the awarding process.
Select the sections (and clauses that are contained in the sections) that are to be deleted so that they do not get copied to the award document(s). Enter exact names of the sections you wish to delete. CLM provides implementers with a custom hook that deletes the user-selected sections and their clauses. After the custom hook is executed, users can check the awards to verify that the provisional sections and clauses are not in the contract terms of the award documents. For more information on the custom hook OKC_CODE_HOOK.IS_NOT_PROVISIONAL_SECTION, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
Contract Expert is used to create rules and questions that require user responses. Based on user responses, new clauses and sections are added to the contract terms. The newly added clauses are added to the default section specified in the Clauses > Clause page. Access the Clause page using the Contract Terms Library Administrator responsibility.
You can also add the clause to sections other than the specified default section if you select the section name and associate it to a variable value. The Clause page has an Additional Section Mapping region that you can use to associate the section to a variable value. For example, the variable Document Format (found in the Solicitation Header) has values such as COM, UCF, etc. Thus, if you select Document Format as the Variable Name, the Variable Value list of values display all the variable values (COM, UCF, etc.) for that Variable Name. Select a section name (for example, General Terms or Section K) from the Default Section list of values. You have now associated the section to a variable value. Click Add Another Row to associate another variable value to another or the same section.
Apart from the variable Document Format, you can create user-defined variables such as Time Period or State of Jurisdiction or any other variable value that meets your agency requirements.
Navigate to the Contract Terms page using the appropriate CLM responsibility. Run Contract Expert and you will notice that the sections you associated with the variable value for that clause will be visible in the Contract Terms page. The sections will contain the relevant clauses.