Office of Procurement Services

Contract Administration Guidelines

Contract administration designation and responsibilities

For each agreement or contract approved through RealSource, a Contract Stakeholder and Manager are assigned. The RealSource Contract Manager represents a designated person within Realsource and the Contract Stakeholder is a departmental employee who monitors or who assisted with the processing of the contract.

As a Contract Stakeholder, VCU employees are the designated the Contract Administrator and have the following responsibilities. 

As Contract Administrator, you are responsible for the following:

  1. Ensuring that any rebates, commissions, signing bonuses, incentives, or other financial commitments made by the Firm (ie. Contractor, Vendor, or Supplier) have been received by VCU.
  2. Creating purchase order(s) to commit funds for the purchase and match and pay over the term of the agreement and ensuring that the Firm is strictly adhering to contract pricing.
  3. Coordinating contract “start-up” activities with appropriate University departments (Facilities Management, Police, IT, University Relations, Treasury, etc.).
  4. Arranging for delivery of goods and equipment, and confirming bulky/heavy items can be moved into place.
  5. Collaborating with the Firm throughout the contract’s Term to provide instructions and/or answer questions in connection with the contract.
  6. Communicating changes to the scope of work or contract to the Buyer so a formal written amendment to the contract can be issued. You cannot sign amendments or change orders.
  7. Approving deliverables under the contract, whether it be services or goods. If such work is found to be incomplete, you have specific authority to require its completion.
  8. Requesting annual SOC reports (if applicable) or seek IT Governance review if data sensitivity level on a software contract warrants.
  9. Notifying the Buyer of any problems or deviations from the contract if the Firm is failing to perform. Written documentation may be required so that adequate corrective action can be taken.
  10. Communicating to the Buyer your decision to renew the contract at least 90 days prior to renewal, or your need to extend the contract so the Firm can complete services.
  11. Providing access or a copy of these guidelines to any individual who may be designated as the Contract Administrator in future.
  12. Notifying the Buyer of a change in Contract Administrator and making sure all contract records are provided to the new Contract Administrator.

 Please review the guidelines as needed and contact your assigned Buyer or Contract Manager should you have any questions about this guidance or concerns with the contract.

 

For more information 

Regarding contracts under $10,000 in value, general inquiries can be submitted to contracts@vcu.edu.  Regarding contracts over $10,000 in value, general inquiries can be submitted to purchasing@vcu.edu.  Please do not submit contracts through email. Direct specific questions regarding contract reviews, signatures, changes, renewals, or vendor non-performance to the assigned Contract Analyst.

For technical questions about Contracts or RealSource, please submit a Cherwell service ticket.