Managing your contract

Contract management is where the supplier and government meet their contractual obligations.

It is in the interest of everyone to have a successful contract and a strong relationship.

You should also keep copies of the following:

• tender response
• conditions of contract
• other relevant documents that form the contract.

How to communicate

All communication should go through your contract manager.

You must maintain and keep all written records. This is very important and will help if there is an issue or dispute.

To get the most out of your communication, you should:

• establish and maintain a relationship with the agency contact
• communicate regularly
• schedule informal and formal meetings.

Manage contract risks

How much contract management needed depends on how complex your contract is.

It will also depend on the assessed levels of risks involved.

Understanding your risks will help ensure your contract is successful and well managed.

Monitor contract

Monitoring performance will ensure you identify issues as early as possible.

You must meet your local benefit commitments you provided in your tender response.

You must raise any issues early with your agency contact.

This is one of your many obligations as a supplier.

If there are issues during the contract, you must address them in writing.

Manage delivery

You must understand the delivery requirements.

Before you start, confirm delivery times and locations.

Your progress will be checked against the following:

• key performance indicators (KPIs)
• local benefit commitments.

You must meet these obligations to fulfil your contract with government.

The agency will arrange regular performance review meetings.

If you need to change the contract, you must discuss and get approved before you start.

Contractor performance report

At the end of your contract, the agency is required to complete a contractor performance report.

This report will capture your performance in a range of categories including:

• standard of work
• contract administration
• quality assurance
• work health and safety
• local content.

It is important that you discuss any issues when they arise.

A lack of communication between you and your project manager can result in a poor performance report.

The report is signed off by both parties involved in the project. It can be used as a reference for future work.

In some situations, government is required to provide feedback from the report to other parties, such as Contractor Accredited Limited (CAL).

Payment

Invoices can be paid as lump sum, or milestone payments.

Read your contract for how you agreed to be paid.

Find out more about getting paid.

Contact

For more information email procurement.nt@nt.gov.au.