CONTRACT ADMINISTRATION

AGENDA Define Contract Administration Contract Administration Process Contract Responsibilities Key Elements Best Practices Changes Closeout

Definition Contract administration is to assure the contractor’s performance AND agency’s performance are in accordance with ALL of the terms and conditions of the contractual agreement.

WHY CONTRACTS MATTER WITH CONTRACT WITHOUT CONTRACT DOCUMENTS SPECIFICATIONS FOR SERVICES REQUESTED PROVIDE DESCRIPTION FOR GOODS ORDERED OUTLINES TIMELINE/DELIVERY SPECIFIES COST OUTLINES TERMS AND CONDITIONS MULTIPLE INTERPRETATIONS FOR SERVICES NO DESCRIPTION FOR GOODS ORDERED NO DEFINED DELIVERY COST INCREASES NO REGULATIONS

THE PROCESS Dispute Resolution Close Out Process INPUTS Contract Planning – Specification, Budget Contract Award Kick-Off Meeting Pre-performance Meeting Performance, Reporting and Payment Change Orders Dispute Resolution Close Out Process INPUTS TOOLS & TECHNIQUES OUTPUTS

RESPONSIBILITIES Proper adherence to all contract specifications by the contractor and University Document vendor performance both good and bad

RESPONSIBILITIES Assist with ensuring the integrity of process Shall be designated in writing.

KEY ELEMENTS Quality Delivery Acceptance Schedule Meet or exceed the quality as specified Delivery Must be in accordance with terms of contract Acceptance Three way match, requester, procurement and invoice processing Schedule Outlined in contract requirements

OTHER ELEMENTS Prompt Pay Assurance that the contract amount is not exceeded without proper authorization Assurance that satisfactory services rendered are paid in accordance with contract terms Receipt of Goods/Services Assurance that goods and/or services are received in accordance with terms and conditions.

BEST PRACTICES READ THE CONTRACT Monitor and Coordinate delivery of service Assure that services are delivered in accordance with contract terms and conditions Certify that services as billed are delivered in accordance with contract terms and conditions. Verify that you in fact, received the service at the contracted price. Promptly report delivery failures or contractor performance problems to Procurement Services

BEST PRACTICES Complete periodic evaluations of contract evaluations Assure that the contract amount is not exceeded without proper authorization from Procurement Services Contact Procurement Services for action if a contract must be extended, increased, decreased or modified in any way DOCUMENT! DOCUMENT!

CAUTION Don’t Instruct the vendor to start unless authorized to do so Change the scope of the contract Direct the contractor to perform work that is not specifically described and funded in the contract. Don’t get complacent on approving “routine” invoices for payment. Extend the time period of a contract Sign any contractor’s contract form

INTEGRITY COMMUNICATION RELATIONSHIPS

DOCUMENTATION SURVEYS Agency Survey Contractor’s performance. Vendor Survey University’s performance.

CONTRACT DELIVERABLES DOCUMENTATION     CONTRACT DELIVERABLES Description Contract Reference Scheduled Delivery or Service Date Actual Delivery or Service Date Other: Over/Under Budget Quality of Service Concerns  

CHANGES Definition A request for change affecting price, quality, quantity, delivery or cancellation requires a thorough written explanation. How to Request Contact the contract officer in writing with a detailed explanation of the change. Why it is necessary. How it effects the price, quality, quantity, delivery or cancellation of the contract.

CHANGES Definition Authority How to Request A request for change affecting price, quality, quantity, delivery or cancellation requires a thorough written explanation by PROCUREMENT SERVICES prior to approval. Authority Request All changes to an existing contract must be made by the contract administrator in writing to the contract officer. Execute All change request shall be evaluated for contract validity and price reasonable determined. Effective Upon written notification that a change has been executed, the contract change becomes effective. How to Request Contact the contract officer in writing with a detailed explanation of how the change effects the price, quality, quantity, delivery or cancellation of the contract.

DISPUTES, CONFLICTS AND RESOLUTIONS Disputes are disagreements between the parties over performance or other contract terms requiring administrative action to resolve.

DISPUTES, CONFLICTS AND RESOLUTIONS Reporting - Contract Administrators should immediately report any disputes or conflicts as they occur. Documentation – The Contractor Administrator must document the specific reasons for the dispute or conflict in writing.

Closeout Process Contract closeout is the final stage of the contract administration process. The Contract Officer and Administrator verifies whether or not the contractor’s performance was in total agreement with contract terms and conditions, rates the performance. Document the File

QUESTIONS