Contract Management Checklist

Description

Contract Management Checklist Purpose: Use this checklist to support effective management of an awarded contract throughout its term. The checklist provides a framework for monitoring contract performance, maintaining documentation, managing changes, and preparing for contract expiration, extension, rebid, or closeout. Contract management begins when the contract is awarded and continues through contract closeout. Requirements will vary based on the contract, scope, vendor(s), and applicable terms. 1. Establish Contract Management  Review the fully executed contract and all incorporated documents.  Identify the agency contract manager and other staff responsible for contract administration.  Identify key vendor and agency contacts.  Review the contract scope, deliverables, performance requirements, and applicable terms and conditions.  Identify contract milestones, deadlines, reporting requirements, and deliverables.  Confirm the contract start and expiration dates.  Identify renewal/extension options and applicable notice requirements.  Identify any contract-specific requirements for insurance, bonds, licenses, certifications, or other vendor documentation.  Establish a system for tracking contract activity, deadlines, and required documentation. 2. Maintain Vendor Information & Compliance  Maintain current vendor contact information.  Verify required business licenses remain current.  Monitor certificates of insurance (COI) and other required insurance documentation.  Monitor bonds, licenses, certifications, registrations, or other required documentation.  Confirm required vendor documentation is maintained in the contract file. CMC - V080626 1  Track expiration dates and establish reminders for documents requiring renewal.  Document and address any lapse in required vendor documentation.  For multi-vendor contracts, maintain vendor-specific information and requirements separately. 3. Monitor Contract Performance  Monitor vendor performance against the contract's scope and requirements.  Confirm goods/services are provided in accordance with contract requirements.  Monitor required deliverables and performance measures.  Review vendor reports and other required submissions.  Monitor timeliness, quality, responsiveness, and other applicable performance standards.  Document performance issues, complaints, deficiencies, or noncompliance.  Communicate performance concerns to the vendor and document the response.