A system for contract administration is designed to ensure that the contractor is performing in accordance with the terms and conditions of the contract. Contract administration results may be used by the Purchasing Agent for vendor evaluation.
(A) The department or agency involved in the contract is responsible for matching contract terms and prices with invoices, and to otherwise monitor compliance with the contract terms. The department or agency is also responsible for determining the need for any change orders where appropriate, and for starting the process to obtain such an order.
(B) The Purchasing Division will maintain a database of executed contracts and work with departments and agencies to monitor renewal options, the contractor’s compliance with terms and conditions and the parties’ satisfaction with overall contract performance.
(C) Departments and agencies experiencing difficulty in contract performance shall submit a written request to the Purchasing Agent to evaluate the parties’ compliance with the contract terms and conditions. The Purchasing Agent or the agent’s designee shall communicate with the vendor and assist in negotiating a resolution to whatever barriers to contract performance exist.
(D) Invoices must be identified to an existing contract or purchase order before payment is issued.
(1977 Code, § 1:4-1) (Ord., § 7-101, passed 12-8-2009; Ord. passed 2-12-2013; Ord. 21-0923, passed 10-12-2021)