A. Contract administration primarily consists of actions which must be taken by the Purchasing Office from the time a contract is awarded until the supplies, or services have been delivered and accepted, and payment has been made. Once the purchase has been made or the contract awarded, the contract administration function is the primary link between the supplier, the buyer, and the using department, to handle problems arising from the procurement action.
B. User departments are responsible for contract administration to assure that the supplier delivers the product or service to the city user in accordance with the terms and conditions of the contract issued by the Purchasing Office.
C. To ensure consistent contractor compliance, the contract administration includes, but is not limited to the following tasks:
1. Holding pre-performance conferences to emphasize city requirements and contractor responsibilities under certain complex or critical contract programs;
2. Follow up with the contractor and user department on problems occurring during the period of performance. It is the responsibility of the user department to document and keep records of vendor performance on contracts. This information is crucial in determining contract extensions or terminations;
3. Upon notification from departments, supported by documentation, a letter of nonperformance will be sent to a vendor who has unsatisfactorily performed on a city contract. This notice may state performance standards that must be satisfied by a time indicated, quantity of goods to be provided, or quality of service provided;
4. Follow-up on past due purchase orders and expedite delivery as necessary;
5. Take necessary actions to amend existing contracts through required approval channels;
6. Take necessary actions to terminate existing contracts, when required, through approved channels; and
7. Resolve contract provision disputes within the authority limits granted by the City Council, state statutes, and internal procedures.
(Res. 2008-011, passed 2-19-2008)