Contract Administration MISSION POSSIBLE Liz Beall, Long Beach Elizabeth Grace, San Marcos Melody Kojima, Chancellor’s Office PSS0A – March 2006 Santa Rosa
Preparation and Planning – Start at the Beginning • Think~Plan~Think~Re-Plan~Think~Organize • 5 W + H Who are the parties? What is being bought? When delivered? Where delivered? Why needed? How delivered?
Preparation and Planning – Start at the Beginning • Type of requirement • Type of need • Type of contract form and T & C’s • Type of buying options
Scope of Work – Putting it Down on Paper • Answer the 5W + H • Is the Scope of Work clear, well defined and accurate? • Meets the checklist? • Will the project withstand the front page? • No surprises • Complete bid process?
Agreement Award – Choosing the Best • Think – Last chance to get it right • 5 W + H • Contractor agrees to Scope of Work and T & C’s • Negotiations complete
Getting the Contract in Place Elements of a Contract • Remember “LOCAL” • L Legal Parties • O Offer • C Consideration • A Acceptance • L Legal Purpose
Getting the Contract in Place Award Activities • Contracts Contracts generation – Incorporate documents by reference Contract review – a second set of eyes • Deliverables
Getting the Contract in Place Compliance Requirements • Insurance requirements • Signatures • Bonds • Other forms – Vendor Data Records (new vendor), Reseller’s Tax Permit (commodities)
Post Award Activities – Keeping Tabs on the Chosen One (CM) • Post Award Kick Off Meeting (Optional) Getting Buy in Compliance Requirements Understanding the “Honeymoon period” (On their best behavior) • Are the living up to expectations?
Performance Levels Activities – Keeping Tabs on the Chosen One (CM) • Time Line Follow up / Expedite schedule • Metrics on Performance Tracking and monitoring performance Delivery Response times / Service levels Down Time Quality Back orders / Partial shipments Rejections
Performance Levels Activities – Keeping Tabs on the Chosen One (CM) • Disputes Resolution Process Phased to escalate to resolve Final step before termination
Changes and Amendments –Changes, What Changes? • Notification Always follow up in writing • Option Periods Mutual or not? Price changes or not? Tied to what? Indexes
Close Out Procedures – Getting the File Off Your Desk! • File Clean Up • Use common sense Keep some things forever Use a standard file format with tabs (remember the two year rule)
Close Out Procedures – Getting the File Off Your Desk! • Vendor Evaluation Reports CSU Public Works standard format (SUAM) What to do about non-performing vendors? • Lessons Learned Think about what worked and what did not, write it down • Share your own campus stories • Agony of Defeat or Thrill of Success
Q & A • PLEASE – Fill out the evaluation forms • Should you accept this mission…. Thank you for your attention. Make it a wonderful day !