Page 38 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

Contracts

• A draft of the press release shall be prepared by the PM on the following day after the contract
kick-off, which is simply a synopsis of the recent award (scope, client, purpose, amount, length of
contract, etc.).
• The draft press release (award announcement) shall be forwarded to the CA and COO for Q&A
after draft is complete (no later than (NLT) close of business (COB)).
• The PM shall forward the press release to the CO for review and approval to issue. Vysnova COO
shall designate which Vysnova personnel will relay the draft press release to the CO for approval.
• The PM shall ensure that the Contracting Officer has received an advance copy of any press release
related to the contract for review and comments at least five (5) working days prior to proposed
issuance.
• After receipt of the CO’s comments, the PM shall provide a copy to the Contracting Officer prior
to issuance of the press release.
• The PM will share the Government approved press release with the COO who will authorize the
Vysnova PM to publish.

Contracts Repository
The Contracts Repository is a central location in the Shared Drive where all Vysnova contracts,
subcontracts, and supporting documents are stored and managed. All Vysnova personnel are
authorized to retrieve contracts and supporting documentation for their respective project(s). The
Contracts Repository holds ALL fully executed contractual documents for Vysnova and organized by
Project.
• Weekly Contracts Repository Updates are completed by the CA or designee.
• The CA and EA are the only Vysnova staff authorized to populate documents into the Contracts
Repository.
• The PM and CA shall meet once a quarter to ensure quality assurance on each PMs designated
Project of the repository.
• The CA will provide a 30-minute training session with each PM one week following receipt of the
manual. Contract Repository Training slides will be stored on The Shared Drive and shared with
all PMs.

SOP for Contract Closeout
Contract Closeout begins when the contract has been physically completed, i.e., all services have been
performed and products delivered. Closeout is completed when all administrative actions have been
completed, all disputes settled, and final payment have been made. Therefore, the PM shall complete
the following:
• PM shall closely monitor the POP and when it ends.
• Include the CA in the Project Closeout Kickoff 90 days prior to the end of the POP. The CA will
develop the Contract Closeout Action Plan portion of the PM’s Project Closeout Plan.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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