11.6 Key steps and milestones of IT procurement planning

11.6.4 Manage and administer contract

Step

Action

1.

Determine the processes by which the contract will be managed and administered including:

  • Contract status reporting requirements.
  • Preliminary, production and/or cutover technical reviews/testing
  • Acceptance process and how inspection and acceptance corresponding to the statement of work's performance criteria will be monitored and enforced.
  • Invoice review process.
  • Product or service deficiency reporting.
  • Contract changes and amendments process.
  • Service level agreements and performance metrics including how such service levels will be monitored, measured, and reported.
  • VITA governance and oversight compliance

2.

Manage product warranties.

3.

Direct change management: administer changes, budget changes, contract modifications, etc.

4.

Resolve contract disputes.

5.

Create realistic and justifiable remedies for non-performance, non-conformance of deliverables and/or unmet service level commitments.

  • A portion of the work may be accepted or all of the work may be rejected.
  • Work may be accepted with provisions for corrections in the future.
  • Ensure that all project requirements are complete.

6.

Terminate/expire contract:

  • Terminate contract for default. Supplier may fail to deliver or fail to make progress.
  • Terminate contract for convenience.

Make sure that the contract file includes all required backup and supporting data according to your agency's record retention policies and the Virginia Freedom of Information Act's requirements.



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