Contract Administration for State and Local Government

Learn How To

• Effectively prepare for contract administration at the state and local government level
• Avoid common problems and reduce risk
• Manage the change process more effectively
• Resolve disputes quickly and reduce costs
• Manage contracts to limit risk and improve efficiency
• Adapt best practices in contract administration to specific requirements of state and local government

Course Synopsis

Contract Administration for State and Local Government provides practical, in-depth guidance on carrying out the vital responsibilities of contract administration at state and local government levels. You'll learn how to handle the challenges and problems that arise during the life of a contract. And, you'll learn how to use a proactive team approach to successfully administer contracts of all types and sizes.

The course introduces and clarifies contract administration principles, policies, responsibilities and proven best practices. Participants will learn the importance of documentation and which specific types of records and files must be maintained. The course is highly interactive, using discussion, exercises and case studies to teach effective approaches to analyzing contract terms and conditions, assuring quality, managing changes, resolving disputes and remedying inadequate performance.

Course Topics

1. Contract Management Process: Postaward Phase
   1. Contract management process
   2. Key contract administration policies
   3. Reasons for noncompliance
   4. Main tasks of contract administration
   5. Contract administration realities
2. Contract Administration Planning: An Organized and Logical Approach
   1. The power of planning
   2. Work breakdown structure (WBS) for contract administration
   3. Contract administration plan
   4. Preperformance conference
3. Disputes Resolution Process: A Proactive Approach to Problem Solving
   1. Planning for disputes
   2. Documentation and notification
   3. Contract interpretation
   4. Execution of contract
   5. Dispute resolution methods
4. Contract Change Management: Risk vs. Opportunity
   1. Principles of contract change management
   2. Change impact documentation
   3. Written confirmation
   4. Types of contract changes
   5. Change negotiation dos and don'ts
5. Monitoring Progress: Tools and Techniques
   1. Monitoring contract progress control cycle
   2. Performance variances
   3. Records and documentation
   4. Corrective action
   5. Typical contract problems
6. Quality Assurance and Acceptance
   1. Typical types of inspections
   2. Acceptance (criteria, place and rejection)
   3. Warranties (types and issues)
7. Payment Management
   1. Contract payment objectives
   2. Typical contract payment methods
   3. Progress payment process
   4. Final payment process
   5. Invoice and payment challenges
8. Contract Closeout and Termination
   1. Termination of a contract
   2. Contract closeout procedure
   3. Contract closeout checklist
   4. The value of lessons learned