(Refer to Chapter 6 of the Partnerships Victoria Contract management guide for more information)
The suggested structure for the contract administration manual is outlined below.
The contract administration manual is to be completed before the beginning of the service delivery phase. As the contract administration manual needs to be detailed and must be a living document to retain its usefulness, its size may exceed 100 pages, excluding attachments.
While responsibility for developing the manual lies with the contract management team, parties such as the procurement team, advisers and the government party operator (where relevant) should be consulted in its drafting.
Contents
Part A: Preliminary details
1. Glossary
2. Introduction
2.1 Purpose and scope of manual
2.2 Responsibility for developing the manual
3. The project and its status
3.1 Summary of the deal
3.2 Parties to the project deed and other project contracts
3.3 History of the project to date
3.4 Key dates
3.5 Unresolved issues at commercial acceptance
4. The project in the context of the broader service delivery framework
4.1 Role of the project within the government's service delivery framework
4.2 Stakeholders and communication arrangements
Part B: Governance and resourcing
5. How will the government party's role be performed?
5.1 Contract management team staffing
5.2 Operational budget
5.3 Governance arrangements
5.4 Delegations/authority
5.5 Internal reporting
5.6 Knowledge management tools
Part C: Contract management strategy and framework
6. Contract management strategy
6.1 Approach to managing the contract
6.2 Key relationships and forums for communication
7. Dispute resolution
7.1 Contractual provisions and their implementation
7.2 Actions to date and lessons learnt
8. Risk analysis
8.1 Risk register and its review and update
8.2 Issue escalation to other government entities
8.3 Contingency framework
Part D: Contract obligations and management processes
9. Obligations of the Government Party
9.1 Key activities and obligations
9.2 Other relevant government party entities/persons
10. Reporting obligations of the private party
11. Contract variations
12. Invoicing, payment and abatement
12.1 Regular services payments and abatement provisions
12.2 Invoicing submission and review and payment processes
13. Public communications
14. Change events
Part E: Ongoing review and development
15. Project reviews
15.1 Project benefit evaluation
15.2 Contract management review
16. Updating the contract administration manual
Appendices
Attach as relevant