Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

LGAGCM710A Mapping and Delivery Guide
Manage contracts and contractors

Version 1.0
Issue Date: March 2024


Qualification -
Unit of Competency LGAGCM710A - Manage contracts and contractors
Description This unit covers the skills and knowledge required of senior managers responsible for overseeing the development of tenders and the subsequent management of contracts and contractors.Effective and efficient management of external contracts is now a major component of many managers' roles. The need for high levels of accountability and transparency while managing commercial relationships is addressed in this unit.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of publication.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit supports the attainment of skills and knowledge required for competent workplace performance in councils of all sizes. Knowledge of the legislation and regulations that provide the boundaries for the operation of councils is essential. The unique nature of councils, as a tier of government, directed by elected members and reflecting the needs of local communities must be appropriately reflected.This unit may also be contextualised to other public or private sectors as long as the essential outcomes of the unit are not changed.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites Prerequisite Unit/s
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities
Slides
PPT
Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: 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.
       
Element: 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.
       
Element: 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.
       
Element: 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.
       
Element: Plan for improved contract management and service delivery processes
  • Effectiveness and benefits of contracting process and related service delivery are analysed.
  • Opportunities for process and service delivery improvements are identified and communicated to appropriate senior personnel within council.
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

Overview of assessment requirements

A person who demonstrates competency in this unit will be able to perform the outcomes described in the elements to the required performance level detailed in the performance criteria. The unit's skill and knowledge requirements must also be demonstrated. The candidate will demonstrate the capacity to manage contracts and contractors effectively, ethically and leading to the attainment of stated council objectives.

Critical aspects of evidence to be considered

The demonstrated ability to:

manage contracts and contractors within council.

Context of assessment

Assessment of performance requirements in this unit should be undertaken with the context of the local government framework. Competency is demonstrated by performance of all stated criteria, including the range of variables applicable to the workplace environment.

Method of assessment

The following assessment methods are suggested:

preparation of a major workplace project report/portfolio (that may incorporate assessment of related units) as a key form of assessment that enables candidates to integrate the learning and assessment project into their regular work responsibilities, which enables integrated and holistic assessment of the complex skills and knowledge addressed in this unit

observation of the learner performing a range of workplace tasks over sufficient time to demonstrate his/her handling of a range of contingencies

written and oral questioning to assess knowledge and understanding

completion of workplace documentation

third-party reports from experienced practitioner

completion of self-paced learning materials, including personal reflection and feedback from trainer, coach or supervisor.

Evidence required for demonstration of consistent performance

Evidence should be gathered over a period of time in a range of actual or simulated management environments.

Resource implications

Access to a workplace or simulated case study that provides the following resources:

relevant council documents, such as strategic and operational plans

relevant local government legislation and regulations.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)


Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

This describes the essential skills and knowledge and their level, required for this unit

Required Skills

tender management

high-level negotiation

literacy and numeracy skills to manage contracts

project management

high-level written and oral communication

analysis of organisational systems, processes and activities

developing a range of possible options in solving problems

time management.

Required Knowledge

legal and council requirements for letting and managing tenders

council code of conduct for the management of relationships with contractors.

Hidden text

The Range Statement relates to the Unit of Competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording in the Performance Criteria is detailed below.

Council procedures and protocols for the management of tenders and contracts may include:

codes of conduct for transparent and accountable management of contracts and contractors

tendering procedures

reporting requirements.

Contracts may cover provision of:

short-term, one-off services

lengthy and complex relationships with external service providers offering services to the community.

Project or service to be contracted may relate to any sphere of council operation but typically may include:

capital works

parks and gardens maintenance

provision of community care services, such as family care, disability services or child care

provision of waste and recycling service.

Tender selection processes may include:

advertising period

use of selective tenders, tender panels and 'open' tenders for contracts of differing values

establishment of weighted selection criteria

establishment of a selection panel with complementary expertise.

Reports of project progress may include:

compliance with required timelines

indicators of service levels and quality

actual cost against budgeted cost

customer satisfaction.

Hidden text

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
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. 
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. 
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. 
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. 
Effectiveness and benefits of contracting process and related service delivery are analysed. 
Opportunities for process and service delivery improvements are identified and communicated to appropriate senior personnel within council. 

Forms

Assessment Cover Sheet

LGAGCM710A - Manage contracts and contractors
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:


Assessment Record Sheet

LGAGCM710A - Manage contracts and contractors

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: