Sound Contract Administration

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Sound Contract Administration

Introduction: 

Contract administration would be the key focus of this workshop- managing the contract post execution of contract, measuring performance/service delivery of contractor, supervising, monitoring, and controlling the activity of the contractor.

Course Objectives:      

By end of this course, delegates will be able to learn:

  • Introduction to Contract Administration
  • Plan for contract administration
  • Kick-off Meeting
  • Contract Analysis
  • Pre-performance Conference
  • Performance Reports and Record Keeping
  • Records and Documentation
  • Variations
  • Contract Changes/Variation
  • Monitor contractor performance and resolve problems
  • Identify and address delays in performance
  • Identify and resolve contract disputes
  • Describe contract claims procedures
  • Terminate contracts for convenience, cause, or default
  • Close out contracts

Course Content:

  1. Contract Administration Planning
  • Review the Contract File
  • Determine the Level of Contract Surveillance
  • Delegating Contract Administration Functions
  • Develop a Contract Administration Plan
  • Identify Personnel to Represent the Contracting Officer
  • Notify the Contractor of COR Delegation
  1. Post-award Kick-off Meeting
  • Start your contract off with a Kick off Meeting
  • Best practices for conducting a Successful Meeting
  • Who should attend this Meeting
  • Defining your meeting Agenda
  • When to hold the meeting
  • Conducting the Meeting
  • Having a Back-up Plan
  1. Performance Monitoring/Quality Assurance
  • Responsibilities of the Parties
  • Monitor Actions of CORs and Other Support Personnel
  • Responding to Contractor Requests
  • Categories of Quality Requirements
  • Obtain Feedback on the Contractor’s Performance
  • Acceptance
  • Verify and Document Performance Problems
  • Determine the Impact of the Problem
  • Resolving Problems With Required Sources
  • Documenting the File
  1. Delays In Performance
  • Determine Whether to Stop Work
  • Investigate Potential or Actual Delays
  • Identify the Type of Delay
  • Prepare a Finding of Facts on the Delay
  • Resolve Contractor Performance Problems formally/Informally
  1. Contract Changes/Variations
  • Implied Variation
  • When a contractor can refuse variation
  • Valuation of Variation
  • Sources of Conflict
  • Extension of Time (EOT)
  • Best practices in dealing with variation
  1. Formal Remedies
  • Cure or Show Cause Notices
  • Liquidated Damages
  • Nonconforming Supplies or Services
  • Warranties
  • Legal Remedies
  1. Disputes, Claims, and Terminations
  • Recognizing Disputes
  • Alternative Dispute Resolution
  • Claims
  • Procedures for Claims
  • Termination
  1. Miscellaneous Terms and Conditions in a contract
  • Indemnity
  • Limitation of Liability/Total Liability Cap
  • Third Party Liability
  • Force Majeure
  • Damages, Liquidated Damages/ Penalty
  • Consequential Damages
  • Negligence/Gross Negligence and Wilful misconduct
  • Confidentiality
  • Exclusive Remedy Provisions
  • Warranties and Guarantees
  • Subrogation
  1. Contract Closeout
  • Verify that the Contract Is Physically Complete
  • Ensure Required Contract Actions Are Complete
  • Initiate Final Payment or Collect Overpayment from the Contractor
  • Prepare Contract Completion Statement