Contract Administration

1
Contract Administration

• MISSION POSSIBLE
• Liz Beall, Long Beach
• Elizabeth Grace, San Marcos
• Melody Kojima, Chancellors Office
• PSS0A March 2006
• Santa Rosa

2
Preparation and Planning Start at the Beginning

• ThinkPlanThinkRe-PlanThinkOrganize
• 5 W H
• Who are the parties?
• What is being bought?
• When delivered?
• Where delivered?
• Why needed?
• How delivered?

3
Preparation and Planning Start at the Beginning

• Type of requirement
• Type of need
• Type of contract form and T Cs
• Type of buying options

4
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?

5
Agreement Award Choosing the Best

• Think Last chance to get it right
• 5 W H
• Contractor agrees to Scope of Work and T Cs
• Negotiations complete

6
Getting the Contract in Place Elements of a
Contract

• Remember LOCAL
• L Legal Parties
• O Offer
• C Consideration
• A Acceptance
• L Legal Purpose

7
Getting the Contract in Place Award Activities

• Contracts
• Contracts generation Incorporate documents
  by reference
• Contract review a second set of eyes
• Deliverables

8
Getting the Contract in Place Compliance
Requirements

• Insurance requirements
• Signatures
• Bonds
• Other forms Vendor Data Records (new vendor),
  Resellers Tax Permit (commodities)

9
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?

10
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

11
Performance Levels Activities Keeping Tabs on
the Chosen One (CM)

• Disputes Resolution Process
• Phased to escalate to resolve
• Final step before termination

12
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

13
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)

14
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

15
Q A

• PLEASE Fill out the evaluation forms
• Should you accept this mission.
• Thank you for your attention.
• Make it a wonderful day !