Page 10 - The EDGE Summer 2024

PROCUREMENT

BY BILL MUNCH, NIGP-CPP, CPPO, CPPB
Basics of Contract Administration in

School District Procurement

Bill Munch

Contract administration for school districts in 3. Contract Monitoring: Monitor contracts to
Arizona involves the management and oversight ensure that all parties are meeting their obligations.
of contracts entered into by the school district with This includes tracking deliverables, timelines,
vendors, service providers, and other entities. Our payments, and performance metrics. This is NOT
school district procurement rules do a great job of expediting. Monitoring contracts is proactive.
telling us how to bid and award a contract, but very Expediting is reactive and corrective. Every contract
little about what to do after the contract is awarded. should have a contract administrator assigned to
Contract administration is about being proactive, monitor the contract. The contract administrator
not reactive. should be the district lead most closely associated
with the contract.
What are the key elements of contract administration
and how can a school district work toward building 4. Budget Management: It is important to keep
a successful contract administration program that track of contract costs and ensure that they align with
benefits the organization and the vendors it does the school district's budget. Monitor any changes in
business with? scope or cost and follow appropriate procedures for
modifications. Ask questions and seek answers.
Here are some key attributes of contract
administration to consider when shoring up your 5. Record Keeping: Maintain accurate records
contract administration program. of all contracts, including the original agreement,
amendments, correspondence, and performance
1. Legal Compliance: Ensure that all bids
evaluations. This documentation is important to
(solicitations) and contracts comply with federal,
resolve any disputes that may arise. You need the
state, and local laws, as well as school district
paper for audit purposes as well.
governing board policies and procedures. In some
instances, contracts may need to be reviewed 6. Communication: This is the most critical aspect
by legal counsel to ensure compliance. Don’t be of contract administration. Establish clear lines of
penny-wise and pound foolish. Nominal savings in communication between the district and vendors to
legal fees could easily be outweighed by exposure address any issues that may arise during the contract
to inefficient and non-compliant contracts. period. Regular communications can help prevent
misunderstandings and ensure smooth contract
2. Procurement Process: Follow the proper
implementation.
procurement process for soliciting bids or proposals,
evaluating responses, and awarding contracts. The 7. Training and Resources: Provide training to staff
process should be transparent, fair, and documented. involved in contract administration to ensure they
The three most important things in Arizona understand their roles and responsibilities. Access to
School District procurement are documentation, resources such as contract templates, guidelines, and
documentation and documentation! best practices can also help streamline the process.

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10 THE EDGE SUMMER 2024