Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate...
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Transcript of Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate...
![Page 1: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/1.jpg)
Contract Administration
Stacy SassmanPurchasing AgentIowa State University
Cory HarmsAssociate Director of Purchasing Iowa State University
![Page 2: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/2.jpg)
Contract AdministrationSession Outline
• What is a Contract Administration Plan• Why have a Contract Administration Plan• Writing A Contract Administration Plan
– Purpose and Scope– Contacts and Responsibilities– Meetings– Vendor Requirements– Monitoring Performance– Dispute Resolution– Changes to the Contract– Closing the Contract
• Helpful Tips for a CAP• Common Issues• Questions
![Page 3: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/3.jpg)
Contract Administration
• What is a Contract Administration Plan (CAP)– A loose set of guidelines– Flexible – allow the plan to fit the contract– Plan should be included in the contract– Plan should be agreed upon by Vendor– Plan should increase communication
• What is a Performance Assessment Plan (PAP)– Monitor the performance of the contract– Created to administer the CAP
![Page 4: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/4.jpg)
Contract Administration
• When do you need a plan?– When the nature of the contract creates a need for
oversight• High Value Contracts• High Visibility Contracts• High Risk Potential in Contract• Customer Sensitive Contracts• Complex Contracts
– Term of the contract creates a need for review– Past experience creates need
![Page 5: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/5.jpg)
What is the Value of a Contract Administration Plan?
• Encourages open communication– Set a timeline for communication– Provide feedback – Maintain the relationship– Head off issues before they arise
• Provides a clear understanding of roles and responsibilities
• Identifies and minimizes the potential risks and problems
![Page 6: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/6.jpg)
Writing a CAPPurpose and Scope
• Describe the purpose of the contract administration plan and the contract (Requirements)
• State what you want from the contract:– Product/service delivered on-time– Quality product/service– Receive correct quantity– Accurate billing
![Page 7: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/7.jpg)
Writing a CAPContract Contacts and Responsibilities
• Describe the roles and the responsibilities of each person involved.– Purchasing Agent/contract manager– Department contact (for operational issues only)– Vendor contact
![Page 8: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/8.jpg)
Writing a CAPMeetings
• Kick-off meeting– Introduce contacts– Discuss scope of work in detail– Discuss contractual obligations of all parties
(Requirements)– Establish communication protocols (email, phone, etc)
• Additional meetings – quarterly, milestones, annually, etc.
![Page 9: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/9.jpg)
Writing a CAPVendor Requirements
• Requirements may be needed:– Before work can begin– After work has started/during the life of the contract– Upon Completion of the Contract– Months or years after the Work is completed
![Page 10: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/10.jpg)
Requirements
• Before the work can begin– Certificates of insurance– Employee background checks– Surety/Payment bonds– Parking permits– Access cards or building keys– Equipment checks– Contractor registration number– Certifications/Licenses
![Page 11: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/11.jpg)
Requirements
• After the work has started– Milestone/progress meetings– Tests– Quarterly/Annual reports– Acceptance tests– Price audits– Payments – Surveys
![Page 12: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/12.jpg)
Requirements
• Completion of the Work– Testing/Tests– Final reports– Payments – Completed work (design, drawings, equipment, rights)– University Data– Escrow Rights
![Page 13: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/13.jpg)
Requirements
• Post Completion
–Completed Operations Endorsement–Protection of Records (University or Student)–Audit of Vendor Records
![Page 14: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/14.jpg)
Monitoring Performance • Period of performance/delivery dates• Inspection and acceptance• Milestones• Potential issues:– Wrong or unsatisfactory product delivered– Poor performance– Delays– Subcontractors– Property damage
![Page 15: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/15.jpg)
Writing a CAP Dispute Resolution
• Describe how disputes will be resolved• Who to contact• Actions to be taken if dispute is not resolved• Penalty clauses• Corrected work by another party
![Page 16: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/16.jpg)
Writing a CAPContract Changes
• Changes to:– Contract period of performance– Dollar amount of contract– Scope of work– Terms and conditions changes– Assignment
![Page 17: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/17.jpg)
Writing a CAPClosing the Contract
• Final deliverables• Property• Payments & invoices• Evaluation
![Page 18: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/18.jpg)
Helpful Tips
• Create a template for meeting notes• Track meetings and issues on a spreadsheet• Use the task function in Outlook• Documentation• Sample Plan
![Page 19: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/19.jpg)
Common Issues
• Poor communication• Level of involvement• Vendor not a good fit• Expectations of Dept. and Vendor not met
![Page 20: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/20.jpg)
Summary• What is a Contract Administration Plan?• Why have a Contract Administration Plan?• Writing A Contract Administration Plan
Purpose and Scope Contacts and Responsibilities Meetings Vendor Requirements Monitoring Performance Dispute Resolution Changes to the Contract Closing the Contract
• Helpful Tips for a CAP• Common Issues
![Page 21: Contract Administration Stacy Sassman Purchasing Agent Iowa State University Cory Harms Associate Director of Purchasing Iowa State University.](https://reader036.fdocuments.us/reader036/viewer/2022062718/56649e735503460f94b72a2a/html5/thumbnails/21.jpg)
Questions