Discussion 4: Contract Management

Once a buyer has decided to enter into a contract with a supplier, contract management tools are used to automate the interactions between parties. The primary elements of a contract management solution are contract authoring tools and a contract repository.

Contract authoring allows buyers to create contracts with approved templates and clauses and to collaborate, negotiate and execute a contract directly with their supplier of product or service.

The contract repository offers the ability to store a fully executed contract in an easily searchable database which includes notification reminders of; contract expiry, renewal and contract-end dates. The repository holds all historical contracts, providing legal and procurement professional’s full visibility to all agreements with any given supplier.

The number of contract management requirements applicable to:

  • All users (ministries, broader public service, vendors and suppliers): 5
  • Ministries: 2
  • Ministries and broader public service: 85
  • Total number of contract management requirements: 92

 

NOTEThis page summarizes the feedback received between June 15 and September 30, 2015 on the BC Bid Replacement project, and is provided for historical reference only.

 

SIX THOUGHTS ON “DISCUSSION 4: CONTRACT MANAGEMENT”

 

1.     Vicky Renneberg from Vancouver Island/Coast said on June 16, 2015 at 1:51 pm:

I don’t understand ID 4.2.4. A system can’t enable enforcement of a contractual requirement. The contract must contain enforceable requirements (i.e. language) and the human contract manager must decide whether or not to hold a contractor to those requirements.

There are references to amendments throughout the spreadsheet, such as ID 4.2.21 noting that amendments should have the same numbers as the contracts they apply to, and 4.2.30 talking about a “robust amendment process”, but I don’t see anything about amendment templates or any other amendment tools.

 

2.     Vicky Renneberg from Vancouver Island/Coast said on June 16, 2015 at 2:06 pm:

Are there any plans to connect this Contract Managment System to CAS?

moderator Jason said on June 17, 2015 at 11:18 am:Edit

The solution will have to interface with CAS

 

3.     Norm Koerber from Kootenay said on June 28, 2015 at 12:49 pm:

It would be nice if the equipment signed up through BC Bid did not have to go through a separate process to sign up for work with Wildfire Service. Every year we (Wildfire) sign up a bunch of equipment that is already in BC Bid. It would be great if we could eliminate this redundancy for us and our equipment providers.

 

4.     Paul said on July 5, 2015 at 10:14 pm:

As noted in previous comments, requirement #4.2.4 states “The Solution must enable enforcement of contracted terms”. Because of the wide range of possible contracted terms and enforcement mechanisms, this requirement probably needs some examples or other guidance.

Perhaps related, there is no specific mention of the requirement to attach survey or scorecard type reporting on compliance with contract terms. This could be a quarterly process of SLA reviews, scoring and issue tracking.

Paul said on July 19, 2015 at 1:27 pm:

I withdraw the last part of my previous comment. We see the requirements for contract based scorecards in the next “Evaluations” section.

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