Chapter 34 - IT Contract Administration

34.6 Contents of contract administration file

At a minimum, each contract administration file should include the following items, as applicable to the specific IT contract:

Executed contract
Supplier contractually required certifications, licenses and authorizations, including Small (SWaM) Business designation, proof of authorization to transact business in the Commonwealth and Lobbying Certificate
Supplier insurance certificates/bond guarantees
Stakeholder contact detail
Record of actions used to administer the contract
Description of contract administrator duties
Amendments/modifications
Verification of required reporting (i.e., transmittal documents)
Copies of any statutory and VITA required approvals, waivers and exceptions related to the procurement and/or contract
Copies of agency acceptance approvals
Copies of transmittals for government- or supplier-furnished data, information, material and equipment
Copies of confidentiality agreements and/or software license user agreements
Claims related to the contract
Release of claims document
Disputes and resolution documentation (including cure notices and termination letters)
FOIA requests and responses
Final supplier written statement certifying that it has fully complied with the contract's Supplier Procurement and Subcontracting Plan, and if it has not fully complied, a written explanation of any variances between such Plan and the actual participation.
Contract closeout documents