Departments should
ensure that all University and purchasing requirements are met and that
all best value practice procedures are utilized prior to submitting a
contract for review and signature. The Contractor should not be
authorized to proceed, nor should payment be approved, until the
contract is fully executed (signed by all parties).
As the departmental
administrator for this contract, your responsibilities include, but may
not be limited to, the following:
Verifying that the Contractor or Vendor complies with all of the terms and conditions of the agreement
Verify contractor performance for purposes of payment
Determine acceptable performance levels
Develop schedule for Statement of Work
Monitor contractor performance on specified frequency
Meet with contractor on a regular basis to review progress, discuss problems, and consider necessary changes
Ensuring that all services have been received to your specification prior to authorizing payment
Identify material breaches of contract
Ensuring that all revenue generated pursuant to the terms of the business contract are paid to the University
Ensuring the collection, review, and maintenance of any required certificates of insurance, worker's compensation insurance, and performance bond.
Determine if corrective action is necessary
Take action, if necessary
Regarding insurance
requirements, the Contractor should not be authorized to proceed until
you have received and verified the accuracy and authenticity of current
and adequate certificates of insurance, worker's compensation insurance,
and a performance bond if required. The originals of these documents
should be maintained in your departmental files. Procedures should also
be established to track renewal dates in order to ensure that you
receive evidence of renewals on a timely basis.
Contract Close-Out
A contract is
completed when all goods and services have been received and accepted;
all reports have been delivered and accepted; all administrative actions
have been accomplished; all Institutional equipment and materials have
been returned; and final payment has been made to the contractor
Verify that all parties to the contract have fulfilled their obligations and no responsibilities remain unperformed
Assess the success of the contract
Determine if there are lessons learned for future contracting
All deliverables (including reports) have been delivered and accepted
Final payment has been made
Any Contract Oversight issues have been resolved
Confirm:
All inventory and property ownership issues have been resolved (including disposition of equipment and licenses purchased
under the contract)
Final acceptance of goods/services by the Institution’s project manager has been received
Plan for contract file maintenance has been developed
Contractor has been informed of records retention requirements
Deficiencies found during Contract Close-Out are documented and communicated to appropriate parties
