Need some simple suggestions for basic contract management? Setting aside regulations in government contracting and all the complexities, there are a few steps you can take which reduce some of the workload and stress upon contract award. Below are a few suggestions to consider within your infrastructure.
Suggestion #1 - Make all Subcontractors Aware of Contract Terms and Conditions in Advance
Develop a pool of qualified subcontractors/vendors in advance of planned purchases. Send a draft subcontract to your subcontractors during the proposal process with your RFP so your subcontractor knows what terms and conditions they are signing up to abide by. Spending this time prior to and during the proposal process to finalize the terms and conditions reduces the stress to finalize the contract with the subcontractor. You need to formulate your plan for kick off and program execution upon your receipt of your prime award. If your subcontractors are already engaged and ready to proceed, it will save you time during your next critical steps. It is not just about prices or labor rates and there is much more that subcontractors need to understand when it comes to doing business that will end up with the Federal Government.
Suggestion #2 - Make Time for Peer Review
We are all busy working multiple tasks on multiple programs with competing priorities and sometimes we miss an item or end up writing something that makes perfect sense to us while writing; however, a few folks down the road may not find your fantastic writing skills as succinct as you thought. Take time to have a peer review of your documentation. It’s a requirement under DFARS 252.244-7001 (c)(18) for an approved purchasing system to provide for training. Peer reviews provide for cross-training and collaboration within your buyer group. During a peer review, this is a great time to make sure you documented your contract file appropriately or corrected any errors while the transaction is fresh on your mind.
Suggestion #3 – Track the Deliverables and Invoices
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 for your subcontracts. Make a similar list to track your subcontractor’s invoices and confirm your subcontractors are invoicing timely and correctly in accordance with their contract. As a prime, you need to ensure you are invoicing and collecting cost accurately across your program. The government customers don’t like surprises in cost, so confirm you are tracking and billing accurately.
Suggestion #4 – Communicate Regularly
Programs can be complex and expectations change during the life of a program. Take the time to communicate with your subcontractors on a routine basis. Subcontractors want to ensure they are doing well on the program on all aspects as to technical, administrative, and meeting prime and government expectations. Regular communication can confirm expectations and prepare subcontractors for any changes expected in the future.
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 Subcontract Management needs.
