Need some simple suggestions for basic contract management? This is a follow on to the previously published blog, Simple but Effective Subcontract Management Suggestions. Below are a few suggestions to consider when initiating and managing your prime contract within your contracts group.
Suggestion #1 – Prepare a Contract Brief
At the start of a contract prepare a contract brief setting out the baseline for your award and funded values noting any particular ceilings. You should note any restrictions relative to overtime, indirect rates or specific unallowable costs. Record your baseline clauses incorporated by reference and then create a change log so you can easily track the changes throughout performance such as clause changes, scope changes or changes to FAR clauses.
Suggestion #2 – Organize Contracts Folders in Uniform Format
If you haven’t dedicated the time to think about how to organize your contract documents, take the time to do so. Whether you decide to organize your folders by phases of the acquisition or a strict alphabetical or numerical system, think about what works for your company. Contracts tend to grow, and requirements change, therefore your staff needs to be able to have a quick method of identifying where the appropriate documents are located. There’s nothing worse than needing documents for an audit and you just can’t find them.
Suggestion #3 – Track the Deliverables and Reporting Requirements
Make a list of all deliverables required under the Statement of Work as well as reporting requirements contained within your contract clauses and plan for your scheduled due dates. Schedule these on your calendar to confirm with your technical and administrative staff across the organization ensuring they are in process and finalized in advance of the due date. Make note of where all deliverables need to be physically delivered or electronically submitted within various portals.
Suggestion #4 – Communicate Regularly Across the Program
Make time to check in with your Program Management leads to confirm expectations are being met and formulate any plans for corrections required during program execution. You should also check in regularly with your Contracting Officer. Regular communication can negate any misconceptions between all the functioning organizations as well as instill rapport and trust during the program. If you develop a good working relationship with your Contracting Officer, it will serve you well to work through any concerns as they develop on the program. Remember, they have customers as well across their organization and they are generally assigned to multiple programs.
Redstone GCI assists contractors throughout the U.S. and internationally with understanding the Government’s expectations and is here to help you with any of your Contract Management needs.
