CONTRACT MONITORING & ADMINISTRATION CHECKLIST
Vendor/Contractor Name: Contract Routing No. (from CLIN)
This Contract Monitoring & Administration Checklist shall be used by the program with each of its contracts. The use of this Checklist helps to assure proper management of the contract and provides a record that professional management practices were used in the monitoring and administration of the contract. This Checklist is in addition to, and not a replacement of, your established monitoring processes and procedures. Any questions concerning the use of this Checklist can be directed to your Contract User Group representative or to the Contract Management Unit. Instructions: Please check “Yes” or “No” for each practice listed below, to indicate which practices you will use in managing and monitoring your contract. This Checklist must be signed by the designated project manager to certify that the practices indicated will be used to manage and monitor the contract. The signed Checklist must be included with your contract packet upon submission to the Contract Management Unit (see the Contract Submittal Checklist). Please keep a copy of the signed Checklist in your contract file.
CONTRACT MONITORING & ADMINISTRATION TOOLS
BEST PRACTICE State Contract Manual, Chapter 10 Page Reference: 10-2 10-4 10-6, 10-7 10-12, 10-13 10-16, 10-17, 10-18 10-19, 10-20 Will this “Practice” be used to manage this contract? YES NO
1. Have a designated Project/Contract Manager. 2. Have and follow a List of Contract Manager Duties. 3. Require and utilize Progress Reports from the Contractor. 4. Maintain a formal Contract Administration File. [Use of this practice is required.] 5. Conduct a Post Award Conference with the Contractor. 6. Have and utilize a detailed, written, and chronological Work Plan with Performance Time Frames. [May be part of the Statement of Work] 7. Conduct careful Monitoring of Contractor Performance and maintain written records thereof. 8. Have an internal plan for Resolution of Vendor Performance Issues. 9. Do a Project Risk Assessment and have a Risk Management Contingency Plan in place to address identified risks. 10. Conduct a Post Contract Evaluation. 11. Other [Please describe]:
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10-20, 10-21, 10-22, 10-23 10-39 10-14, 10-67
10-74 N/A
I hereby certify that the above indicated practices will be used to manage and monitor the above referenced contract. Signature of responsible party: Dated:
CONTRACT MONITORING & ADMIN. CHECKLIST 04/10/07 Colorado Department of Human Services
Contract Management Unit Harry McCabe, Director