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Evidence Guide: LGAGCM710A - Manage contracts and contractors

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

LGAGCM710A - Manage contracts and contractors

What evidence can you provide to prove your understanding of each of the following citeria?

Scope council process and service requirements

  1. Council procedures and protocols for management of tenders and contracts are identified, considered and used.
  2. Council's strategic and operational plans are reviewed and considered to determine scope and nature of project or service to be contracted.
  3. Size and scope of project or service to be contracted are determined and documented.
  4. Process to manage tender and contract is documented and appropriate sign-off is secured in line with standard operating procedures.
Council procedures and protocols for management of tenders and contracts are identified, considered and used.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Council's strategic and operational plans are reviewed and considered to determine scope and nature of project or service to be contracted.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Size and scope of project or service to be contracted are determined and documented.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process to manage tender and contract is documented and appropriate sign-off is secured in line with standard operating procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure tender process is planned and managed effectively

  1. Anticipated expense levels of tender are identified and justified.
  2. Tender objectives, including quality, quantity, location, time frame requirements and price limits are clearly defined and documented.
  3. Processes for letting of tender are put in place in line with standard operating procedures.
  4. Selection processes are developed that comply with legislative requirements, council policies and procedures.
  5. Choice of contractor is justifiable, agreed upon and recorded according to council policies.
  6. Contract is negotiated and agreement reached to maximise benefits for council and following appropriate legal scrutiny and advice.
  7. Contract is drafted and signed according to legislative and organisational requirements and project objectives, reflecting agreement outcomes.
Anticipated expense levels of tender are identified and justified.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Tender objectives, including quality, quantity, location, time frame requirements and price limits are clearly defined and documented.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Processes for letting of tender are put in place in line with standard operating procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Selection processes are developed that comply with legislative requirements, council policies and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Choice of contractor is justifiable, agreed upon and recorded according to council policies.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract is negotiated and agreement reached to maximise benefits for council and following appropriate legal scrutiny and advice.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract is drafted and signed according to legislative and organisational requirements and project objectives, reflecting agreement outcomes.

Completed
Date:

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Manage contract to achieve desired outcomes

  1. Management plan is developed to ensure effective management of contract.
  2. Performance of contractual obligations is managed in accordance with agreed contract and management plan.
  3. 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.
  4. Reports of project progress and outcomes are prepared and presented in accordance with management plan and standard organisational procedures.
  5. Contracts are concluded in line with management plan and contractual requirements.
Management plan is developed to ensure effective management of contract.

Completed
Date:

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Performance of contractual obligations is managed in accordance with agreed contract and management plan.

Completed
Date:

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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.

Completed
Date:

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Reports of project progress and outcomes are prepared and presented in accordance with management plan and standard organisational procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contracts are concluded in line with management plan and contractual requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage relationships with contractors

  1. 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.
  2. Regular and formalised communication processes with contractors are established and rigorously applied.
  3. Sound business relationships with contractors are established and maintained to ensure effective communication and the early identification of potential service delivery problems.
  4. Contractual disputes that arise are managed in accordance with contractual requirements and using established mediation mechanisms.
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.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Regular and formalised communication processes with contractors are established and rigorously applied.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Sound business relationships with contractors are established and maintained to ensure effective communication and the early identification of potential service delivery problems.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contractual disputes that arise are managed in accordance with contractual requirements and using established mediation mechanisms.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Plan for improved contract management and service delivery processes

  1. Effectiveness and benefits of contracting process and related service delivery are analysed.
  2. Opportunities for process and service delivery improvements are identified and communicated to appropriate senior personnel within council.
Effectiveness and benefits of contracting process and related service delivery are analysed.

Completed
Date:

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Opportunities for process and service delivery improvements are identified and communicated to appropriate senior personnel within council.

Completed
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Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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.

Required Skills and Knowledge

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.

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Range Statement

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.

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