Elements and Performance Criteria
- Establish administration procedures
- Administrative processes for contracts are implemented according to council quality improvement
- Contract requirements are confirmed with relevant contract personnel.
- Complaint system is established according to council policy and procedures.
- Consistent and accurate records of contract progress are maintained.
- Monitor contract time frame and specifications
- Regular inspections of contract services are undertaken to ensure compliance with specifications and program for completion.
- Regular planned progress meetings are held and documented between all contract personnel to ensure problems are identified and resolved early.
- Variations between the specified scope of services and the contract are identified and documented, and relevant personnel are notified without delay.
- Testing of services in progress is carried out as required by the contract and in accordance with legislation, regulations and council policy.
- Monitor costs
- Contract costs are monitored on a regular basis to ensure that the service is carried out in accordance with financial and contractual requirements.
- Payments for contract services are authorised in accordance with the conditions of contract and delegation of officer.
- Transaction costs are monitored through an established system.
- Resolve contractual disputes
- Disagreements are investigated to identify cause and validity.
- Terms of resolution are negotiated and agreed.
- Contract provisions for dispute resolution are followed.
- Legal and management advice is sought at an early stage of any dispute to ensure that the contractor has a clear understanding of the council's legal position and that the council is not exposed to undue legal risk.
- Appropriate legal advice is sought at any stage in order to clarify any technical aspects of a dispute.
- Implement contract transition
- Contract conditions and responsibilities are reviewed with relevant personnel to ensure satisfactory completion of contract.
- Contract completion is authorised in writing to confirm completed services have been undertaken according to contract objectives and specifications.
- Final statement is reconciled.
- Contractor performance and level of service are evaluated against agreed benchmark.
- End-of-service or renewed contracts are coordinated to meet council requirements.
- Quality of contract documentation is assessed.