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Follow this advice when you end a contract or transition to a new supplier.
Close the contract
There are certain tasks you need to do when closing a contract. These may include:
- assess whether deliverables have been met to the standards set in the contract
- prepare a final report
- get a final report from the supplier
- organise handover of any data or intellectual property
- organise any final payments to the supplier
- follow asset management practices
- follow record management practices
- ensure contract disclosure details are current
Make sure you have a plan if you’re transitioning a contract to a new supplier. Ensure handover is smooth and thorough.
Check with your procurement governance unit about tasks you need to complete. They have specific advice if you are buying or building an asset and need to consider asset management.
Review the contract
- review the contract after it is completed
- document the lessons learnt throughout the contract
- compare the outcomes of your procurement to your planning
- assess the factors that accounted for any differences between planning and outcomes
- consider how your organisation managed approvals
- consider where to make improvements for future procurements
- assess whether your planning supported successful tender and contract management processes
- review the relationship with your supplier and consider how you could have improved the quality of the relationship
- if your contract is for a service, ask stakeholders for feedback about how they found the service
- document recommendations for improvements and share them with your organisation
Review supplier performance
The requirements to review supplier performance differ for goods and services, and construction.
You must review supplier performance for constructions procurements. This is under Direction and Instruction 8.2.
Supplier feedback review forms part of good contract management, it’s recommended to review supplier feedback for goods and services contracts.
Use the supplier customer satisfaction survey.
Key performance indicators and supplier performance scorecard tool
xlsx 856.57 KB
Reviewed 05 July 2023
Buying for Victoria
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- Mandatory evaluation criteria for industrial relations management (Attachment 2 to Construction Instruction 3.7)
- Probity requirements (Construction Direction and Instruction 4.1)
- Managing probity in public construction (Construction Direction and Instruction 4.2)
- Forward notices (Construction Direction and Instruction 5.1)
- Publishing details of procurement undertaken (Construction Direction and Instruction 5.2)
- Disclosure of contracts and variations to contracts (Attachment 1 to Construction Instruction 5.2)
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- Contracting requirements (Construction Direction and Instruction 7.1)
- Contractual terms and conditions (Construction Direction and Instruction 7.2)
- Compliance with policy requirements (Attachment 2 to Construction Instruction 7.2)
- Debrief for tender participants (Construction Direction and Instruction 8.1)
- Supplier performance and shared reporting regime (Construction Direction and Instruction 8.2)
- Complaints (Construction Direction and Instruction 8.3)
- Public Construction Procurement Committee (Construction Direction 8.4)
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- Guiding principles (Construction Guidance 1.2)
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- Application of the Directions and Instructions (Construction Guidance 1.3a)
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- Exemptions (Construction Guidance 1.4)
- Tender preparation and planning (Construction Guidance 3.1)
- Competition and contestability (Construction Guidance 3.2.1)
- Limited Tenders (Construction Guidance 3.2.2)
- Tender Notices (Construction Guidance 3.4)
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- Tender Documentation (Construction Guidance 3.6)
- Evaluation criteria (Construction Guidance 3.7)
- Probity – apply public sector values (Construction Guidance 4.1.1)
- Probity – treat tender participants fairly and equally (Construction Guidance 4.1.2)
- Probity – maintain confidentiality of tender participants’ confidential information (Construction Guidance 4.1.3)
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- Probity – identify and manage conflicts of interest (Construction Guidance 4.1.5a)
- Probity – commitment from tender participants (Construction Guidance 4.1.5b)
- Managing probity in Public Construction Procurement (Construction Guidance 4.2)
- Forward notices (Construction Guidance 5.1)
- Publishing details of procurements undertaken (Construction Guidance 5.2)
- Use of Registers and Supplier Panels (Construction Guidance 6.1)
- Contracting requirements (Construction Guidance 7.1)
- Compliance with legislative and policy requirements Contracting requirements (Construction Guidance 7.2.1)
- Non-Standard Commercial Arrangements (Construction Guidance 7.2.2)
- Debrief for tender participants (Construction Guidance 8.1)
- Supplier performance and shared reporting regime (Construction Guidance 8.2)
- Complaints (Construction Guidance 8.3)
- Responsibilities of the Accountable Officer (Construction Guidance 10.1)
- Delegation (Construction Guidance 10.2)
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- Social procurement framework and guides
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- Fair Jobs Code for suppliers and businesses
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