Contract Administration MISSION POSSIBLE Liz Beall, Long Beach Elizabeth Grace, San Marcos Melody Kojima, Chancellor’s Office PSS0A – March 2006 Santa Rosa

Preparation and Planning – Start at the Beginning  Think~Plan~Think~Re- Plan~Think~Organize  5 W + H Who are the parties? What is being bought? When delivered? Where delivered? Why needed? How delivered?

Preparation and Planning – Start at the Beginning  Type of requirement  Type of need  Type of contract form and T & C’s  Type of buying options

Scope of Work – Putting it Down on Paper  Answer the 5W + H  Is the Scope of Work clear, well defined and accurate?  Meets the checklist?  Will the project withstand the front page?  No surprises  Complete bid process?

Agreement Award – Choosing the Best  Think – Last chance to get it right  5 W + H  Contractor agrees to Scope of Work and T & C’s  Negotiations complete

Getting the Contract in Place Elements of a Contract  Remember “LOCAL” LLegal Parties LLegal Parties OOffer OOffer CConsideration CConsideration AAcceptance AAcceptance LLegal Purpose LLegal Purpose

Getting the Contract in Place Award Activities Contracts Contracts Contracts generation – Incorporate documents by reference Contract review – a second set of eyes Deliverables Deliverables

Getting the Contract in Place Compliance Requirements Insurance requirements Insurance requirements Signatures Signatures Bonds Bonds Other forms – Vendor Data Records (new vendor), Reseller’s Tax Permit (commodities) Other forms – Vendor Data Records (new vendor), Reseller’s Tax Permit (commodities)

Post Award Activities – Keeping Tabs on the Chosen One (CM) Post Award Kick Off Meeting (Optional) Post Award Kick Off Meeting (Optional) Getting Buy in Compliance Requirements Understanding the “Honeymoon period” (On their best behavior) Are the living up to expectations? Are the living up to expectations?

Performance Levels Activities – Keeping Tabs on the Chosen One (CM) Time Line Time Line Follow up / Expedite schedule Metrics on Performance Metrics on Performance Tracking and monitoring performance Delivery Response times / Service levels Down Time Quality Back orders / Partial shipments Rejections

Performance Levels Activities – Keeping Tabs on the Chosen One (CM) Disputes Resolution Process Disputes Resolution Process Phased to escalate to resolve Final step before termination

Changes and Amendments – Changes, What Changes? Notification Notification Always follow up in writing Option Periods Option Periods Mutual or not? Price changes or not? Tied to what? Indexes

Close Out Procedures – Getting the File Off Your Desk! File Clean Up File Clean Up Use common sense Use common sense Keep some things forever Use a standard file format with tabs (remember the two year rule)

Close Out Procedures – Getting the File Off Your Desk! Vendor Evaluation Reports Vendor Evaluation Reports CSU Public Works standard format (SUAM) What to do about non-performing vendors? Lessons Learned Lessons Learned Think about what worked and what did not, write it down Share your own campus stories Share your own campus stories Agony of Defeat or Thrill of SuccessAgony of Defeat or Thrill of Success

Q & A Q & A PLEASE – Fill out the evaluation forms PLEASE – Fill out the evaluation forms Should you accept this mission…. Should you accept this mission…. Thank you for your attention. Make it a wonderful day !