Who Completes This Task: Contract Manager

Details

It is the contract manager’s responsibility to monitor the contracts and contractors procured by the program.

Schedules and Timelines

• Ensure contractor does not begin work until purchase order is complete
• Develop work plan or timeline
• Track certification renewal to ensure evidence of renewal is submitted when needed
  • Insurance
  • Performance bond
• Closeout contract at the end of the project

Contract Terms

• Verify the vendor/contractor complies with all the terms and conditions of the contract
• Ensure SPPS compliance with all terms and conditions of the contract
  • Check the insurance section and request a certificate of liability insurance if needed
• Identify any breach of contract
• Revise, amend or extend the contract if needed

Payment

• Acquire and submit a complete detailed invoice
• Ensure all services have been received as specified prior to authorizing payment
• Approve payments as outlined in the contract

Performance and Quality

• Accept only correct goods and services meeting expectations
• Reject incorrect/damaged goods and services below expectations
• Determine acceptable performance levels and verify performance for payment purposes
• Meet with the vendor/contractor regularly to discuss progress, problems and changes
• Document all issues/discrepancies with the vendor/contractor
• If problems arise, determine if and when corrective action is necessary, and follow through
• Cancel contract if necessary