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Definition of a Contract
Legal, written document to exchange goods or services for consideration
(compensation)
What is Contract Management
The entire contracting process from planning through contract administration
Contract Management Framework (Plan)
Identify contracting objective and strategy
Contract Management Framework (Procurement)
Fairly and objectively select the most qualified contractors
Contract Management Framework (Contract Formation/Rate and Price
Establishment)
Ensure the contract contains provisions that hold the contractor accountable for
producing desired results, include all relevant terms and conditions as well as establish
processes that are cost-effective and aligned with the cost of providing the goods and
services
Contract Management Framework (Contract Oversight)
Monitor and enforce the terms of the contract
Three "O's" Approach to Contract Management
1. Outline
2. Operate
3. Oversee
Outline
Identify need, Develop CM Team, Conduct Risk Assessment, Determine Procurement
Method
Operate
Prepare Solicitation, Copies to CAT/CPA, Solicit Proposals, Evaluate Responses,
Award
Oversee
Execute Contract, Monitor Performance, Manage Change, Approve Payment, Contract
Closeout
Contract Manager's Duties
Oversees and manages the entire process (contracting/procurement process)
, Contracting/Procurement Process (1)
Project Planning and Budget, Specification Development, Review and Evaluation of
Solicitation Responses, Assuring Contract Rates/Pricing are withing budget
Contract Award
Contracting/Procurement Process (2)
Participate in developing solicitation and writing the draft document, Point of contact for
disseminating the instructions regarding the work to the contractor, receive and respond
to communications between the agency and the contractor, Monitor the contractor's
progress and performance to ensure goods and services confirm to contract
requirements, Inspect and approve the final product/services through formal
acceptance/receipt process, Perform contract closeout process
Contract Administrator
Oversees contract administration functions (post award)
Contract Administrator (Duties)
Relationship management, implementing and monitoring vendor performance and
assuring contract compliance, approving payments, managing contract changes
Characteristics of a Contract Administrator
1. Objective
2. Vigilant
3. Available to attend meetings
4. Responsive to contractor
5. Understand responsibilities of both parties
Contract Administration and Oversight General Processes
1. Planning
2. Monitoring vendor performance
3. Payment Approval
4. Change Management
5. Dispute Resolution
6. Termination
7. Contract Closeout
Non-Disclosure Statement
Employees completed participation in development or award of an RFP must sign
Agreement not to disclose or otherwise divulge information related to the solicitation,
Required of all evaluations prior to reviewing vendor proposals, a "Non-Disclosure
Statement" should be obtained from anyone wishing to see proposal responses
The Legal Elements of a Contract
1. Offer
2. Acceptance
3. For Legal Purpose
4. Mutual Agreement
5. Certainty/Agreement of Subject Matter
6. Consideration ($ amount)
7. Competent Parties
Certainty of Subject Matter
Cause to enter a contract
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