Best Practices for Contract Administration
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| 1. | To ensure cost-effective, orderly, fair, and ethical use of contractors, establish and follow a purchasing policy for use of contractors and suppliers that sets out
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| 2. | To avoid unnecessary repair or replacement costs, keep track of current warranties and enforce the terms of warranties wherever applicable. Related Links >> |
| 3. | To comply with statutory requirements and ensure proper servicing of building and mechanical systems, identify what maintenance work must be contracted (e.g. legal requirement) or is most effectively provided by contractors and include this information in the purchasing policy. Related Links >> |
| 4. | To obtain competitive prices from suppliers and contractors, use standardized specifications and quality standards that are clear and complete, and follow the procedures for obtaining quotes or tenders as per the purchasing policy. Related Links >> |
| 5. | To avoid unnecessary costs, use bulk purchasing, discounting, preferred supplier arrangements, and similar arrangements as per the purchasing policy. Related Links >> |
| 6. | To ensure contractors deliver the required services and/or goods and to avoid conflict with contractors, use written contracts that clearly specify the scope of work and/or goods being purchased and other terms (e.g. timing, payment, quality of work). Related Links >> |
| 7. | To retain qualified contractors at competitive prices and to ensure needed trades are available when required, set up standing agreements with pre-qualified trades for scheduled and unscheduled maintenance services as per the purchasing policy. Related Links >> |
| 8. | To ensure that contracted work meets the specified standard, inspect contract work before making payment. Related Links >> |
| 9. | To safeguard supplies, tools, and equipment (movable assets) and to generate timely reordering, establish and use a formal inventory control system that includes
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| 10. | To ensure access to qualified contractors on an ongoing basis and to avoid conflict with contractors, maintain a businesslike relationship with contractors that recognizes their rights and meets the society’s requirements. Related Links >> |
