34.6 Contents of contract administration file
At a minimum, each contract administration file should include the following items, as applicable to the specific IT contract:
- Executed contract
- Supplier contractually required certifications, licenses and authorizations, including Small (SWaM) Business designation, proof of authorization to transact business in the Commonwealth and Lobbying Certificate
- Supplier insurance certificates/bond guarantees
- Stakeholder contact detail
- Record of actions used to administer the contract
- Description of contract administrator duties
- Amendments/modifications
- Verification of required reporting (i.e., transmittal documents)
- Copies of any statutory and VITA required approvals, waivers and exceptions related to the procurement and/or contract
- Copies of agency acceptance approvals
- Copies of transmittals for government- or supplier-furnished data, information, material and equipment
- Copies of confidentiality agreements and/or software license user agreements
- Claims related to the contract
- Release of claims document
- Disputes and resolution documentation (including cure notices and termination letters)
- FOIA requests and responses
- Final supplier written statement certifying that it has fully complied with the contract's Supplier Procurement and Subcontracting Plan, and if it has not fully complied, a written explanation of any variances between such Plan and the actual participation.
- Contract closeout documents
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