Elements and Performance Criteria
- Scope council process and service requirements
- Council procedures and protocols for management of tenders and contracts are identified, considered and used.
- Council's strategic and operational plans are reviewed and considered to determine scope and nature of project or service to be contracted.
- Size and scope of project or service to be contracted are determined and documented.
- Process to manage tender and contract is documented and appropriate sign-off is secured in line with standard operating procedures.
- Ensure tender process is planned and managed effectively
- Anticipated expense levels of tender are identified and justified.
- Tender objectives, including quality, quantity, location, time frame requirements and price limits are clearly defined and documented.
- Processes for letting of tender are put in place in line with standard operating procedures.
- Selection processes are developed that comply with legislative requirements, council policies and procedures.
- Choice of contractor is justifiable, agreed upon and recorded according to council policies.
- Contract is negotiated and agreement reached to maximise benefits for council and following appropriate legal scrutiny and advice.
- Contract is drafted and signed according to legislative and organisational requirements and project objectives, reflecting agreement outcomes.
- Manage contract to achieve desired outcomes
- Management plan is developed to ensure effective management of contract.
- Performance of contractual obligations is managed in accordance with agreed contract and management plan.
- Performance by contractor is reviewed using agreed processes, with any variances analysed and agreed changes implemented to ensure project objectives are met within legal framework of contract.
- Reports of project progress and outcomes are prepared and presented in accordance with management plan and standard organisational procedures.
- Contracts are concluded in line with management plan and contractual requirements.
- Manage relationships with contractors
- Code of conduct is used and communicated to contractors to ensure relationship between parties is managed ethically, transparently and in accordance with legal requirements and council policies and procedures.
- Regular and formalised communication processes with contractors are established and rigorously applied.
- Sound business relationships with contractors are established and maintained to ensure effective communication and the early identification of potential service delivery problems.
- Contractual disputes that arise are managed in accordance with contractual requirements and using established mediation mechanisms.
- Plan for improved contract management and service delivery processes