Contract Management Documentation Checklist
PLAN / Date / Yes / No / N/A- Needs analyst, cost-benefit analysis and/or feasibility of proposed contract
- Business case, if applicable
- Prepared contract/project planning requirements and decision documents
- Estimate of contract costs
- Identification of risk and insurance requirements
- Pre-approvals sought and given
- Executive approval (if required)
- File/contract/project number
- Review of existing eligibility/pre-qualification list
PRE-AWARD / Date / Yes / No / N/A
- Solicitation process selected
- Approval of formal change standard solicitation document (if needed)
- Legal opinions, if applicable
- Identification of award and evaluation criteria
- Internal reference check process, if contract valued at $10 million or more
- Solicitation advertisements including directed marketing
- Solicitation documents and/or evidence of 3 quotes obtained, or documentation on grounds for direct award
- Evaluation handbook template
- Completed evaluation handbooks for each proponent / respondent, for both individual and consensus evaluations
- List of bidders with prices bid by each
- Pre-bid/proponent meeting materials and sign-in sheets
- Solicitation acknowledgement form (if used)
- Distribution and receipt of proposal/bid packages
- Secure financial guarantees (if used)
- Submissions received and opened
- Documentation of any submissions that missed mandatory requirements
- All documents from the evaluation process (notes, scores, scoring summary etc.)
- Names of evaluation committee members (and qualifications if needed)
- Record of reference checks (if used)
- Direct award justification, if applicable
- Copy of the Notice of Intent, if used
AWARD / Date / Yes / No / N/A
- Copy of letter to successful bidder/proponent/respondent
- Copy of letter(s) to unsuccessful bidder(s)/proponent(s)/respondent(s)
- Feedback provided to proponents/respondents
- Documented responses to debriefings
- Debriefing notes, if applicable
- Pre-work discussions/work plan confirmation
- Contract finalization items/terms/scope of work
- Insurance certificates/documents
- WorkSafeBC letter of good standing
- Financial guarantees and documentation (if needed)
- Copies of any required certifications
- Copy of signed contract
MANAGE / Date / Yes / No / N/A
- Copies of monitoring notes/inspection reports
- Project plans/schedules
- Performance measurement guidelines, forms, etc.
- Correspondence from the contractor (letters, e-mails, etc.)
- Progress reports submitted by the contractor
- Invoice copies processed against the contract
- Summary of all payments made against the contract
- Contract modifications, extensions or amendments
- Cancellation and dispute resolution materials (if needed)
- Copies of records identifying receipt of deliverables
- Notices to comply, stop work orders, termination letters (if used)
- Copies of site inspections or visits to contractor’s facility
- Minutes of progress meetings attended by the contractor
- Copies of waivers of moral rights (if needed)
- Copies of non-disclosure agreements (if needed)
CLOSE OUT / Date / Yes / No / N/A
- Contract evaluation (especially if over $50,000)
- Any final documentation shared with contractor
- Lessons learned
- Copies of internal reports on AIT data collection
RELATIONSHIP MANAGEMENT / Date / Yes / No / N/A
- Information requests and responses
- Activities to increase vendor community knowledge
- Training provided to the vendor community