Contract Kick-Off Meeting Checklist (Page 2 of 2) in pdf

Contract Kick-Off Meeting Checklist Page 2

Contract Kick-Off Meeting Checklist

Requirement for periodic evaluation reports of contractor performance and/or

progress reports be furnished the purchasing office

That maintenance manuals, parts lists and as-built drawing have been obtained

prior to authorization of final payment or as required by contract terms

A clear understanding of all contractor supplied warranties or bonding

commitments

The need to advise the purchasing office if changes to the contract, follow-up

maintenance or other services, etc., may be required

Acceptance and approval of the receipt of goods and services and documenting

the contractor’s invoices for approval of payment

Be sure the user has encumbered funds to pay for services which overlap fiscal years.

Provide a copy of the contract and any subsequent changes to accounts payable for

invoicing/payment action verification.

Establish and plot critical contract performance milestones required of contractor (e.g.,

checklist, progress reports or other written deliverables).

Compile a tracking report on payments made against the contract.

If the contract is renewed be sure that price and all other requirements are based upon

conditions of the basic contract.

If contractor’s performance or delivery is unsatisfactory, issue a Procurement Complaint

Form, Cure or Termination letter (as appropriate). Sample letters are included. Should

action not yield satisfactory results or assistance is needed, contact your procurement agent.

Version 2 3/1/2013

Page 2

Contract Kick-Off Meeting Checklist Page 2