A contract kickoff or orientation meeting is an interaction between the agency and the supplier held shortly after the award of a contract. It is recommended that within 30 days of contract award, a contract kickoff meeting be conducted. Attendees should include the procuring agency's procurement lead, contract manager/administrator, business owner/project manager, technical leads and agency SWaM representative (and for VITA, the IFA Coordinator, as applicable); supplier's project or account manager, contract manager, and key technical personnel; and, any other significant stakeholders who have a part in the successful performance of the contract. The purpose of this meeting will be to review all contractual obligations for both parties, all administrative and reporting requirements, and to discuss any other relationship, responsibility, communication and performance criteria set forth in the contract. Not every contract requires a full-scale formal kickoff meeting, but following award, each contract should be accompanied by a discussion to ensure the parties agree on the performance expectations, requirements and the administrative procedures applicable under the terms of the contract. The agency's procurement lead should make a decision as to whether a kickoff meeting is necessary or if a telephone conference will be sufficient. VITA's sourcing and/or procurement staff will conduct these for VITA contracts in accordance with then-current internal procedures. For less complex, low- dollar value contracts, a telephone call to the supplier to review major points of the contract may be adequate. The following factors may be used to determine the need for a formal meeting or telephone review:
The kickoff meeting should not be used to change the terms of the contract, but should accomplish the following:
After the kickoff meeting, the procurement lead should prepare a memorandum for the file detailing the items covered. It should include areas requiring resolution, a list of participants, and, in particular, those individuals assigned responsibilities for further action and the due dates for those actions. Copies of the memorandum should be distributed to all participants.