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Contract Monitoring Guide

This document provides a checklist for agencies to monitor contracts. It outlines the key responsibilities of contract monitoring including [1] ensuring all contractual obligations are met and monitoring is documented, [2] identifying the contract administrator responsible, and [3] having written contract monitoring procedures. The checklist then lists specific items agencies should document for each contract such as delivery dates, acceptance of goods, invoices, defaults, and required reports.

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Hesham Hassaan
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246 views1 page

Contract Monitoring Guide

This document provides a checklist for agencies to monitor contracts. It outlines the key responsibilities of contract monitoring including [1] ensuring all contractual obligations are met and monitoring is documented, [2] identifying the contract administrator responsible, and [3] having written contract monitoring procedures. The checklist then lists specific items agencies should document for each contract such as delivery dates, acceptance of goods, invoices, defaults, and required reports.

Uploaded by

Hesham Hassaan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Contract Monitoring Checklist

It is the responsibility of each agency to ensure all contractual obligations are met and that
contract monitoring is documented. This appendix serves as a tool to assist the agency during that
process. Each contract is unique and the agency may add to this tool as required to meet its
particular circumstance.

Item # Contract Monitoring Agency Documentation Yes/No


1. Contract:
Contract number/ effective Contract #: _______________________________
date/contractor name/purchase order Contract Effective Date: _____________________
number.
Contractor Name:__________________________
Contract Renewal Options? Yes / No
Purchase Order #: _________________________

2. Agency Contract Administrator: Name: __________________________________


Name/ title/contact information of the
Title:____________________________________
person responsible for ensuring all
contractual obligations are met. Phone #: ________________________________
E-mail: _________________________________
3. Monitoring Procedures/Methodology: Agency has a written contract monitoring Yes/No
Written documented contract procedures?
monitoring procedures/methodology.
4. Delivery: Contract specified delivery date:
Delivery date specified in the Date agency received item(s): Full/
contract/date of delivery. Full or Partial Delivery? Partial
Delivery in Accordance with Contract? Yes/No
5. Acceptance: Items delivered were accepted (met contract
Item(s) delivered were in accordance specifications)? Yes/No
with contract specifications. Latent material defects? Yes/No
6. Warranty: Warranty work was required? Yes/No
Item(s) warranted in accordance with If so, warranty was performed in accordance with
contract. the contract? Yes/No
7. Invoice: Invoice matched purchase order price? Yes/No
Invoice price mirrored purchase order
price. If no, invoiced more or less than PO? More/Less
8. Default of Contract: Was the contractor held in default? Yes/No
Was contractor held in default of Was the contractor debarred? Yes/No
contract and/or debarred. Was a vendor complaint form provided to P&C? Yes/No
Additional Agency Monitoring Requirements (example)

9. Reports: Contractor reports were provided by the required


All reports required by the contract due date? Yes/No
were provided Contractor reports were accurate (when initially
timely/accurately/prescribed manner. submitted)? Yes/No
Contractor reports were in the prescribed Yes/No
manner?

Contract Monitoring performed by (print and sign): __________________________________

________________________________________

Version 2 3/1/2013

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