Monitoring Contracts
Monitoring Contracts
Who Completes This Task: Contract Manager
Details
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
Payment
- 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