1. CONTRACT ADMINISTRATION

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

3. 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.

4. 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

5. 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

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

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

8. 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

9. 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.

10. 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

11. 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!

12. 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

13. INTEGRITY
COMMUNICATION
RELATIONSHIPS

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

15. 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

16. 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.

17. 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.

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

19. 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.

20. 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

21. QUESTIONS