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Overview
A good contract administration program is essential to improving performance under university contracts. Contract administration is the day-to-day management of contracts made with the University of Alaska’s vendors and contractors. The specific nature and extent of contract administration varies from contract to contract. It can range from the minimum acceptance of a delivery and payment to the contractor to extensive involvement by program, audit and designated procurement officials throughout the contract term.
It is the contract administrator’s responsibility to ensure the contractor is performing pursuant to the terms and conditions of the contract, and to serve as the primary point of contact for reporting performance issues to the contracting officer.
The following is a list of primary responsibilities for contract administrators. This list in not all-inclusive, and additional responsibilities may fall on the contract administrator depending upon the type and/or complexity of the contract.
Contract Administration Guidance/Responsibilities
Contract Acceptance: As the contract administrator you are not allowed to commit UA resources. Click-through agreements must be reviewed and approved by a contracting officer in UA Procurement In writing before you complete the click-through process. Contracts requiring authorized signatures must be reviewed and signed by Procurement to be valid.
Comprehend the Contract: Your first task as a contract administrator is to thoroughly understand the terms and conditions of the contract you're overseeing. This means digging into the details to ensure you know what's expected from both UA and the vendor.
Avoid Conflicts of Interest: It's crucial to make sure your role as the contract administrator doesn't present any conflicts of interest. In other words, your personal interests or connections cannot interfere with your ability to impartially manage the contract. You can review the Alaska Executive Branch Ethics Act (AS39.52) or the UA Board of Regents Regulation P04.10.010(C) for details.
Serve as the Communicator: You'll be the primary point of contact between UA and the vendor. This may involve conducting regular meetings with the vendor to exchange information and keep everything on track.
Quality Control: Your role includes monitoring the vendor’s performance to guarantee that they are providing goods and services that meet the quality standards set out in the contract.
Invoice Verification: It's your responsibility to review and verify the accuracy of the invoices submitted by the vendor. This ensures that payments are made in accordance with the terms specified in the contract.
Contract Change Oversight: If the vendor proposes any changes to the contract, you must work with the responsible contracting officer to review and negotiate the changes, this includes knowing and monitoring the term of the agreement and confirming extensions or renewals of the agreement with the responsible contracting officer
Special Conditions Management: If the contract contains unique conditions, like specific background checks or university policies, you need to ensure the vendor is aware of and follows these requirements.
Dispute Documentation: In the event of any disputes or performance issues related to the contract, you need to document them thoroughly in writing. This documentation is essential for resolving conflicts and, if necessary, involving the responsible contracting officer for vendor performance correction.
Point of Contact: Make it clear to UA employees who may interact with the vendor that you are the primary person to contact regarding any issues they observe with the vendor’s performance.
Ensure Corrective Actions: If UA requests the vendor make improvements or correct certain aspects of their work, it's your role to ensure these corrective actions are carried out.
Contract Closure Assistance: When the contract reaches its completion, you'll collaborate with UA Procurement contracting officers to finalize and close the contract. This process involves confirming that all work has been finished, deliverables have been received and accepted, and any financial, legal, or intellectual property matters are properly resolved with the vendor.
As a contract administrator, your role is to act as a liaison, a quality control agent, and a conflict resolver to ensure the smooth execution of contracts between the university and vendors. Your work is essential in maintaining the integrity and effectiveness of these agreements.