34.1 General contract administration
34.1.1 Core contract administration functions
General contract administration has four core functions-monitoring contract compliance, modification processing and administration, conducting contract closeout, and conducting contract retirement. The sub-functions under each core function are taken to varying levels of granularity according to the agency's procedures and the requirements of the contract being administered:
- Monitor contract compliance
- Attend/host contract kick-off meeting
- Monitor supplier certifications and reporting
- Insurance/bonding certificates
- Statutory certificates (Dept. of Taxation, Federal debarment, lobbying)
- Professional certificates
- eVA registration validation
- Small (SWaM) business certificates
- SWaM reporting and compliance
- Project status reporting
- Performance reporting
- Sales/usage reporting
- Sales/IFA reporting (VITA statewide contracts only)
- Monitor/coordinate subcontractor approvals
- Monitor deliverables and acceptance
- Shipping and transportation
- Project milestone deliverables
- Soft- and hard-copy deliverables
- Service and product deliverables
- Written acceptance approvals
- Monitor supplier performance
- Service level
- Schedule
- Budget
- Key personnel
- Project/business process management
- Monitor supplier warranties
- Coordinate/monitor transmittal of or access to government data/property
- Coordinate facility security access and badging
- Coordinate confidentiality/non-disclosure agreements
- Monitor invoicing and payment
- Processing
- Budget and project approvals
- Monitor agency obligations
- Budget availability
- Resource availability
- Maintenance renewals
- License tracking and/or audits
- Confidentiality or Non-Disclosure commitments
- Roles and responsibilities
- Supplier-dependent approvals
- Supplier-dependent information or data
- Deliverable reviews/acceptance deadlines
- Acceptance testing deadlines
- Meetings and training
- Requisite technical environment set-up, installation, upgrade and/or maintenance
- Site access
- Process disputes, claims and resolution
- Intake, fact-finding, follow-up, closure
- Process requests under FOIA
- Modification processing and administration
- Contractual terms
- Term or termination
- Assignments/novation
- Pricing
- Scope
- Administrative changes
- Conduct contract closeout
- Final supplier reports
- Final deliverables
- Final acceptance
- Final property report
- Final patent/royalty report
- Final escrow report
- Final payment
- Conduct contract retirement
- Update agency/Commonwealth contract, portfolio management or financial systems
- File closed
- File archived for retention
The monitoring and processing of each of the above functions is normally completed by a contract administrator. Contract administrative data may be required for input both electronically and in the contract file, depending on the agency's business processes and procedures. Also, depending on the complexity and size of the project/contract, the assigned project manager, contract manager and contract administrator will work together to assure the contractual requirements are completed. For multi-million dollar or enterprise-sized contracts several contract administrators may be assigned to individual areas of responsibility.
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