Chapter 34 - IT Contract Administration

34.4.0 Conduct contract closeout

Ideally, a closeout letter should be prepared by the contract administrator to accompany closeout reports/certificates tailored to the contract's requirements, for approval signature by the contract's business owner/project manager, the supplier and/or applicable agency-internal governance stakeholders. These stakeholders may include the SWaM coordinator, the inventory/asset manager, the financial manager, and for VITA statewide contracts, the IFA coordinator. Each stakeholder must acknowledge that they have received all final contract items due as they relate to their area-final SWaM report, the return of government or supplier data/equipment/software, final invoice/payment and final sales/IFA report and payment.