405: Contract Administration
Procurement and Contract Services Policy & Procedures Manual
Section 400: Contracts
405-001: Contract Administration
Contract administration involves those activities performed after a contract has been awarded to determine if the requirements and specifications of the contract were met. It encompasses all dealings between OSU and the contractor from the time the contract is awarded until the work has been completed and accepted or the contract terminated, payment has been made, and disputes have been resolved. The level of contract administration necessary is dependent on the nature of the work, type of contract and experience and commitment of the personnel involved. Good contract administration assures that the end users are satisfied with the product or service being obtained under the contract.
PaCS will perform contract administration for University-wide contracts. Departments will perform contract administration for departmental contracts. Departments will notify PaCS immediately in the event any of the following situations arise:
- Contract modifications or amendments;
- Irresolvable invoice or billing discrepancies Unsatisfactory/unacceptable work product;
- Non-performance of work; or
- Breach of the contract.
Duties involved in contract administration should include all of those duties listed below.
405-002: Contract Monitoring
Contract monitoring should include the following:
- Contract orientation meeting
- Authorization of orders placed under the contract
- Adherence to the scope of work and terms and conditions in the contract
- Review and acceptance of deliverables
- Monitor key dates throughout the entire term of the contract to ensure any necessary actions happen prior to these dates.
405-003: Contract Documentation
Once the contract is in place, documentation of the contract should be maintained by the contract administrator. Documentation should include:
- Fully executed contract
- Contract amendments/renewals
- Solicitation (if done by the contract administrator)
- Meeting notes
- Orders placed under the contract
- Performance issues or deficiencies
- Written receipt of deliverables
Contract documentation should be clear and discernable so that anyone reviewing the contract file can understand the history of the contract, current status, and all outstanding issues.
405-004: Contract Invoice Review
The contract administrators recommended approval of an invoice implies that to the best of their knowledge, the nature, type, and quantity of effort or materials invoiced are in general accord with the progress of work under the contract. Invoices should be reviewed for:
- Reasonableness of costs
- Vague references or ambiguity
- Mathematical accuracy