(Refer to Chapter 5 of the Partnerships Victoria Contract management guide for more on the contract management planning process.)
The suggested structure for the contract management plan is outlined below. As a relatively high-level document, its recommended size is limited to 30 pages, excluding schedules.
1. Introduction and purpose
1.1 Introduction
1.2 Purpose
2.Governance and resourcing
2.1 Internal State project governance
2.2 Departmental responsibilities
2.3 Project team management structure
2.4 Contract management budget
2.5 Delegation arrangements
2.6 Probity protocols
2.7 Knowledge management tools
2.8 Register of key documents
3. Project context
3.1 Project objectives and key areas of focus
3.2 Project background
3.3 Project scope
3.4 Project timeframes
3.5 Project cost
3.6 Disclosure of project agreement
4. Key project commercial features
4.1 Project summary
4.2 Parties to the project deed and other project contracts
4.3 Key dates in the project deed
4.4 Project contractual relationships
4.5 Risk transfer
4.6 General obligations of private party
4.7 General obligations of the government party
4.8 Payment mechanism and performance regime
4.9 Default, termination and step-in regime
4.10 Structure of private finance
4.11 Government party rights at expiry of contract
4.12 Additional/project specific contract provisions
4.13 Audit and inspection rights of the State
5. Contract management strategy
5.1 Objectives
5.2 Strategy
5.3 Key activities
5.4 Key contacts and personnel
5.4 Contractually defined contract management roles
5.5 Contractual communication forums
5.6 Contract risk management
5.7 Change management
5.8 Stakeholder communications and media protocol
5.9 Process for review and benefits evaluation
5.8 Transitioning and succession planning
6. Proposed structure of the contract administration manual
Schedule 1 - Project team management structure (construction phase)
Schedule 2 - List of advisers engaged during procurement stage
Schedule 3 - Contract management activities
Schedule 4 - List of project documents
Schedule 5 - Sample project control group meeting agenda