Contract Management Workbook - Period Contract

Information
To maximise the achievement of contractual outcomes and to continually improve contract performance, effectiv
contract management is required.

Contract Management Workbooks

This workbook and a Contract Management Workbook - One Off Contract are available as tools that can be use
to identify and monitor contract obligations, deliverables and functions as well as to document the ongoing result
outcomes and issues.
The Contract Management Workbook tools have been developed by the Department of Finance for use by WA
Public Sector Agencies as appropriate.
How and when a Contract Management Workbook is used is entirely discretionary.
The data entry cells in the Workbooks are the unshaded cells (cells with Input style applied). See next ce
example:

This cell would require input data

All unshaded (White) cells either get data from elsewhere in the Workbook or are not required.
Agencies may modify the Workbooks to suit individual or whole of Agency requirements. In using the Workbook
tools, an Agency acknowledges that it will retain ownership and responsibility for its maintenance, and the input
and management of all content including modifications.
Modifications should be undertaken with caution due to the formulas embedded in the worksheets.
Copies of the Contract Management Workbooks can be downloaded from the Department of Finance,
Government Procurement website under I manage a Contract - Resources.

More Information
Further information on contract management resources can be found on the Department of Finance's website.
Contract Management Advice
Advice on contract management practises or issues can be obtained by contacting the Capability and
Development team by email: ProcEducation@finance.wa.gov.au
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end of introduction
 Contract Management Workbook - Period Contract

Overview and Index

Agency Name:

Work Area:

Contract Manager:

1. Contract Overview
Contract No. & Title:

Contract Term: Initial Term: Extension Options:

Contract Commencement Date: Contract Expiry Date:

(inclusive of all extension options)
Extension Option 1 Extension Option 2 Extension Option 3 Extension Option 4
Details Details Details Details

Awarded Total Contract Value: (for the full contract term inclusive of GST)
Contractor's
Contractor Telephone Email
Representative

2. Worksheet Index
List all the documents relevant to this contract and where filed (ie hard copy file, record manageme
Document Register
system etc). Add documents to the list as created.
Use to list the contractor/s details including the purchase order number.
Contractor Details
Keep details up to date.
Use to detail and manage the extension options. Options must be exercised or declined in accorda
Extension Options
with the contract terms and conditions and your Agency delegation schedule.
Use to detail any pricing and/or payment requirements (ie price schedule [keep up to date], price va
Pricing - Payment Details
mechanism, settlement discount, payment schedule).

Payments Made Use to detail and monitor payments made.

Use to detail all the variations made to the contract. Variations must be done in accordance with th
Contract Variations
contract terms and conditions and your Agency delegation schedule.
Use to detail and manage the insurance requirements.
Insurance Details
Keep details up to date and keep evidence of current insurances.

Meetings Use to detail and monitor meetings. Agenda Proforma Meeting Action Items List

Reporting Use to detail and monitor the reporting requirements and to document the results / analysis.

Performance Use to detail and monitor the performance requirements and to document the results.

Use to detail the key risks and controls / actions identified for managing the contract.
Risks Register
Update and / or add risks and actions, as identified, during the contract term.
Use to document enquiries and issues raised and their resolution.
Enquiry - Issues Register
Highlight any significant enquiries - issues for consideration at review - renewal.

Review - Renewal IssuesUse to summarise / list the issues that need to be considered when reviewing / renewing the contra
Buyers Guide Use to track the updates to the buyers guide.

Transition Use to detail and monitor the transition in / out tasks and timetable.

Use to detail and monitor stakeholders and / or specified personnel.

KeepPersonnel
Stakeholder DetailsSpecified details up to date.

Version 01-12-14 end of

 Enter the Contract
Renewal Notice
Required (in Days)

Purchase Order No.

rd management

ned in accordance

date], price variation

rdance with the

tion Items List

nalysis.

wing the contract.

end of table
 Document Register
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Documents

Contract Documents (be familiar with and have a good knowledge of the contract documents)

Request Conditions and General Conditions of Contract - August 2012

(must be the same version as listed in the Request )
Request (final copy)
Addendum(s) (if any) (final copy)
Contractor(s)' Offer including any clarifications
Letter(s) of Award (signed copy)
Service Level Agreement (if applicable) (signed copy)
Other Documents (Add relevant documents as created)

Business Case (where completed) (approved copy)

Procurement Plan (approved and signed copy)
Evaluation Report (approved and signed copy)
Preferred Respondent Letter(s) (signed copy)
Preferred Respondent Response(s) / Outcome(s)
Unsuccessful Letter(s) (signed copy)
Certificate of Currency - Public Liability Insurance
Certificate of Currency - Workers Compensation Insurance
Certificate of Currency - Professional Indemnity Insurance
Add relevant documents as created
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Return to Overview and Index

File / RMS Reference No.

end of table
 Return to Overview and Index

Contractor Details
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Contractor Name:
(legal entity & 'trading name' as applicable)
Address 1:

Address 2:

Address 3:

Contractor's Representative:

Position:

Telephone:

Email:

Facsimile:

ABN:

ACN:

Purchase Order No.:

Small Business:
(Yes / No)
Version 01-12-14 End of table
Return to Overview and Index Return to Overview and Index

Contractor Details
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Contractor Name:
(legal entity & 'trading name' as applicable)
Address 1:

Address 2:

Address 3:

Contractor's Representative:

Position:

Telephone:

Email:

Facsimile:

ABN:

ACN:

Purchase Order No.:

Small Business:
(Yes / No)
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 Return to Overview and Index

Extension Options
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Contractor:

Exercised Date Exercised or Value of Extension Option

Extension Due Date Status
(Yes / No) Declined inc GST*
Option 1

Option 2

Option 3

Option 4

* Only where the extension option is exercised.

Contractor:

Exercised Date Exercised or Value of Extension Option

Extension Due Date Status
(Yes / No) Declined inc GST*
Option 1

Option 2

Option 3

Option 4

* Only where the extension option is exercised.

Contractor:
 Exercised Date Exercised or Value of Extension Option
Extension Due Date Status
(Yes / No) Declined inc GST*
Option 1

Option 2

Option 3

Option 4

* Only where the extension option is exercised.

Contractor:

Exercised Date Exercised or Value of Extension Option

Extension Due Date Status
(Yes / No) Declined inc GST*
Option 1

Option 2

Option 3

Option 4

* Only where the extension option is exercised.

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w and Index

Enter the Expiry Notice

Required for Extension
Options (in Days)

Comments File/RMS Reference No.

Comments File/RMS Reference No.

Comments File/RMS Reference No.

Comments File/RMS Reference No.

end of table
 Return to Overview and Index

Pricing - Payment Details

Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Detail the Price Schedule if any

Detail the Price Variation mechanism

ie
The Price is fixed for the
Term.
or
The Price is fixed for the
first year of the Term.
On each anniversary of the
Contract Commencement
Date, the Price will be
varied by the Consumer
Price Index
(Consumer Price Index, Australia (Cat No 6401.0): 1 All Groups, Index Numbers – Perth).
or
The Price is fixed for the
first year of the Term.
The Price will be varied after the first year of the Term on [SPECIFY DATE] by [SPECIFY MECHANISM].

The Contractor shall apply

in writing for the
Customer’s approval each
time a revised price is to
be applied to the
Contract. Twenty one (21) days prior notice is required for a Price Variation request.
Documentation will be
required to justify
applications for revised
Contract prices during the
term of the Contract.
No price variation is
payable unless and until
approved by the Customer.

Any request by the

Contractor for back-
payment of price variations
will not be considered.

Detail the Settlement Discount if any

….% discount where payment of the Price or that part of the Price specified in the invoice is made within seven (7)
Calendar Days of the date of the invoice
….% discount where payment of the Price or that part of the Price specified in the invoice is made within fourteen
(14) Calendar Days of the date of the invoice
….% discount where payment of the Price or that part of the Price specified in the invoice is made within twenty-one
(21) Calendar Days of the date of the invoice
Detail the Payment Schedule if any

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end of table
 Return to Overview and Index

Payments Made
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Year 1 Year 2 Year 3 Year 4

Contract Value* inc GST

Balance Remaining
* Where variations effect the value, update accordingly.
Date Date Date Date
Payment Amount Payment Details Payment Amount Payment Details Payment Amount Payment Details Payment Amount Payment Details
Processed Processed Processed Processed
Payments Made

Total Payments Made

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 Total Contract Value inc
Year 5
GST

Date
Payment Amount Payment Details
Processed

end of table
 Return to Overview and Index

Contract Variations
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

( Note: If a variation changes the price, contract term etc the Purchase Order may need to be updated) Only complete where the variation effects the contract value

Date Variation Current Total Contract Value New Total Contract Value inc
Contractor Name Variation No. Variation Description / Reason
Effective From inc GST GST
 ( Note: If a variation changes the price, contract term etc the Purchase Order may need to be updated) Only complete where the variation effects the contract value

Date Variation Current Total Contract Value New Total Contract Value inc
Contractor Name Variation No. Variation Description / Reason
Effective From inc GST GST

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File / RMS Reference
File / RMS Reference

end of table
 Return to Overview and Index

Insurance Details
Agency Name:

Work Area: Enter Insurance Expiry

Notice Required
Contract Manager: (in Days)

Contract No. & Title:

Contractor Name Insurance Type Expiry Date Status Insurer Policy No. Insured Amount Exclusions

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urn to Overview and Index

File / RMS Reference No.

end of table
 Return to Overview and Index

Meetings
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Detail the meeting requirements here

Proposed Agenda & Record Proforma

Contractor Name Meeting Type Status Date Meeting Held
Meeting Date File/RMS Reference No.
 Meetings
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Detail the meeting requirements here

Proposed Agenda & Record Proforma

Contractor Name Meeting Type Status Date Meeting Held
Meeting Date File/RMS Reference No.

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Enter Meeting Notice Required
(in Days)

Meeting Action Items List

File/RMS Reference No.
Enter Meeting Notice Required
(in Days)

Meeting Action Items List

File/RMS Reference No.

end of table
 Contract No. & Title:

Venue:

Date: Time:

Attendees

Name Position Organisation

Agenda Items
1 Introduction

Notes:

2 Status of Items on the Meeting Action Items List (copy attached)

Notes:

Action(s) Required:

3 Data / Performance Review

• Contract / Contractor Performance and/or

• Feedback on Report Results / Analysis and/or

• Feedback on Performance Measurement Results / Analysis

Notes:

Action(s) Required:

4 Achievements

Notes:

Action(s) Required:

5 Challenges

Notes:

Action(s) Required:

6 Improvements

Notes:

Action(s) Required:

7 Other
 Notes:

Action(s) Required:

8 Next Meeting

Date & Time:

Venue:
ganisation
 Return to Overview and Index

Meeting Action Items List

Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Contractor:
Action No. Description of Action Required Who When

Contractor:
Action No. Description of Action Required Who When
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Contractor:
Action No. Description of Action Required Who When

Contractor:
Action No. Description of Action Required Who When
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

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Status

Status
Status

Status
end of table
 Return to Overview and Index

Reporting
Agency Name:

Work Area:

Contract Manager: Enter Report Notice Required (in Days)

Contract No. & Title:

Detail the reporting requirements here

Date
Contractor Name Report Type Date Due Status Report Analysis Comments Issues / Actions Requiring Follow Up
Received
Version 01-12-14
File/RMS Reference No.
end of table
 Return to Overview and Index

Performance
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Specified Output / Service Agreed Performance Measures Contracted Performance Level Proposed Method of Measuring
(include both parties obligations)

Output / Service Date

Contractor Name Result / Analysis Comments Issues / Actions Requiring Follow Up
Measured Performed
Version 01-12-14
Sanctions for Non
Performance

File/RMS Reference No.

end of table
 Return to Overview and Index

Risks Register
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Key Risk Description Risk Level Controls / Actions Who

 Risks Register
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Key Risk Description Risk Level Controls / Actions Who

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When
When

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 Return to Overview and Index

Enquiry - Issues Register

Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Date Date Significant Source of Enquiry - Issue

Enquiry - Issue Details Outcome - Resolution
Received Resolved (Yes / No) (with contact details)
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Date Date Significant Source of Enquiry - Issue

Enquiry - Issue Details Outcome - Resolution
Received Resolved (Yes / No) (with contact details)

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File/RMS Reference No.
File/RMS Reference No.

end of table
 Return to Overview and Index

Review - Renewal Issues

Agency Name:
Work Area:
Contract Manager:
Contract No. & Title:

Issue for Consideration Details / Comments Source

add rows as needed

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end of table
 Return to Overview and Index

Buyers Guide
Agency Name:
Work Area:
Contract Manager:
Contract No. & Title:
Date of
Update No. Changes in Update
Update

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File/RMS Reference No.

end of table
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Transition
Agency Name:

Work Area:

Contract Manager:

Contract No. & Title:

Transition In / Out Task Who When Comments

add rows as needed

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 Return to Overview and Index

Stakeholder - Specified Personnel

Agency Name:
Work Area:
Contract Manager:
Contract No. & Title:

Name Position Organisation / Work Area Phone No. Email Status / Comments
add rows as needed

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Address

end of table