Upon completion of a contract, the contract manager initiates a post‑contract evaluation, to provide documentation of the service provider’s performance and to assist in future planning and contracts. A post-contract evaluation is required on every contract over $50,000. (See: CPPM 6.3.6.c.3)
What is a Post-Contract Evaluation?
A post contract evaluation is performed when a contract term ends. This means the post-contract evaluation should occur even when the services are still required and a new contract is being awarded to the same supplier.
An evaluation determines:
- How the ministry benefited from the contract;
- If deliverables were met;
- How well the service provider executed the contract terms;
- How well each team member performed their roles; and
- Captures lessons learned.
The evaluation is a synopsis of all of the contract administration and monitoring that has occurred over the entire contract term. Post-contract evaluations are not intended to replace contract monitoring throughout the contract term; for more information, see Contract Monitoring. Post-contract evaluation is one of the best ways to improve government effectiveness. It is important to allow candid and frank discussion about the pros and cons of the contract experience.
NOTE: A post contract evaluation is performed when a contract term ends. This means the post-contract evaluation should occur even when the services are still required and a new contract is being awarded to the same supplier.
Ministry Actions to Post-Contract Evaluation
- Complete a post-contract evaluation and include it in the contract file.
- Complete a post-contract evaluation and include it in the contract file. Ministry staff can view a copy of the Contract Evaluation Report template (for internal use only)
- Base observations on facts; the evaluation may be shared publically as is subject to the Freedom of Information Act;
- Include efficiencies realized and opportunities to improve future delivery of services;
- Share the post-contract evaluation with the service provider;
- Share and discuss lessons learned with other staff and the service provider;
- If services are ending ensure that ministry records in the custody of the service provider are returned to the ministry or disposed of according to the appropriate records management schedules. For more information, see Records Management; and
- Ensure the contract file is up to date and retained according to policy retention guidelines.