Monitoring Contracts

  • Who Completes This Task: Contract Manager



    It is the contract manager’s responsibility to monitor the contracts and contractors procured by the program.


    Schedules and Timelines

    • Ensure contractor does not begin work until purchase order is complete
    • Develop work plan or timeline
    • Track certification renewal to ensure evidence of renewal is submitted when needed
      • Insurance
      • Performance bond
    • Closeout contract at the end of the project


    Contract Terms

    • Verify the vendor/contractor complies with all the terms and conditions of the contract
    • Ensure SPPS compliance with all terms and conditions of the contract
      • Check the insurance section and request a certificate of liability insurance if needed
    • Identify any breach of contract
    • Revise, amend or extend the contract if needed



    • Acquire and submit a complete detailed invoice
    • Ensure all services have been received as specified prior to authorizing payment
    • Approve payments as outlined in the contract


    Performance and Quality

    • Accept only correct goods and services meeting expectations
    • Reject incorrect/damaged goods and services below expectations
    • Determine acceptable performance levels and verify performance for payment purposes
    • Meet with the vendor/contractor regularly to discuss progress, problems and changes
    • Document all issues/discrepancies with the vendor/contractor
    • If problems arise, determine if and when corrective action is necessary, and follow through
    • Cancel contract if necessary
Last Modified on August 10, 2020