5.3 The contract management documents should set out how the Authority will fulfil its role in managing the contract and monitoring performance. These documents will provide information to the monitoring team on the processes which need to be followed to fulfil the Authority's obligations. They should be drafted by the contract manager and are procedural rather than legal documents but are likely to include key schedules such as the services specification. Given the long duration of most PPP/NPD contracts, change of personnel is inevitable. These documents will help to make sure that there is consistency in contract management by the Authority even when personnel have changed.
Contract Management Documents The key information which should be covered by the contract management documents includes: A. Background to the project explaining the purpose and outcomes of the project; B. Risk Register; E. Transition plan; F. Contract Administration Manual - documenting the Authority's and the Contractor's obligations under the contract; G. User Guides/Project Directory - that summarises in plain English the key areas of the contract documents, for day to day reference by the Authority and end users; I. Information Strategy - list of information required by both parties and a document register with information on what each document contains and where it is held |
5.4 This is an indicative list rather than a checklist and Authorities should consider which of these add value. The sections below set out each document in detail.