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Services Contract Training
Guidance on Contract Management Issues
Extract from: ProjecTeam Services Contract Administration Instructions
ã Issued by ProjecTeam Ltd T: 0161-766-8709 F: 0161-766-5520 E-mail: mdrake@projecteam.co.uk www.projecteam.co.uk
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1. MEETINGS
1.1 The Contractor's Representative shall attend meetings:-
(a) Monthly review meeting;
(b) Monthly performance review meeting;
(c) Ad-Hoc meetings.
1.2 All meetings will be chaired and minuted by the Authority's Representative.
1.3 All meetings unless otherwise agreed between the Parties will be held on the Authority's Premises.
1.4 The main purpose of the Monthly review meeting is to discuss the content of the Contractor's "Monthly Report" and to take a forward look at delivery of Service issues.
1.5 The Monthly performance review meeting will review the information provided by the Contractor in compliance with Condition 4, together with any additional information provided by the Contractor at the meeting. The Parties shall then seek to reach agreement on the score to be entered in the table hereunder. Both Parties shall signify their agreement by signing and dating the table.
1.6 In the event that the Parties are unable the reach agreement on the status to be entered, both shall be recorded and initialled.
2. REPORTS
2.1 The Contractor shall produce reports:-
(a) Monthly report, in compliance with Condition 3;
(b) Monthly performance, in compliance with Condition 4;
(c) Ad-Hoc.
2.2 Unless the Authority's Representative states otherwise, the Contractor shall submit an original and [two] copies of all reports.
2.3 Reports for Monthly meetings shall be handed to the Authority's Representative three full working days prior to each meeting.
2.4 The Contractor shall, within one working day of being requested to do so by the Authority's Representative, provide a written report to the Authority's Representative in response to any alleged deficiencies in the Services.
3. CONTRACTOR'S MONTHLY REPORT
3.1 The Authority's Representative may Approve a reduction in the extent of the information to be provided, if he / she is satisfied that the Services meet the Specification requirements.
3.2 The report shall provide the following information:-
3.2.1 Highlights:-
The Contractor shall provide an overview of events during the reporting period and identify:-
(a) any achievements;
(b) any areas of concern or any weaknesses in the Services provided together with any corresponding actions being taken;
(c) the identification of any future key events and actions;
(d) any interface problems between Staff and Personnel;
(e) any Trade Union concerns;
(f) any unexpected problems and emergencies resolved by the Contractor on his own initiative;
(g) details of proposed new sub-contractors to be added to Section 5 Appendix F, Schedule of Approved Sub-Contractors;
(h) details of proposed new Equipment to be added to Section 5 Appendix C.
3.2.3 Financial:-
Variations
Value Issued and Agreed
Contractor’s Valuations of those issued but not agreed
Contractor’s Valuations of Variations considered to be outstanding
Value of Volume Related services
The present volume count value
The projected volume count value to the end of the financial year
3.2.4 Staff
Resource Information
3.2.4.1 The Contractor shall, when requested by the Authority's Representative, submit to the Authority's Representative within 2 working days of the end of each week, 2 copies of a labour return detailing the number and grades of Staff employed in providing the Services and the hours worked during the previous week.
3.2.4.2 The Contractor shall provide details of any change or event taking place, example headings are:-
Ø Details of any proposed Key Staff changes;
Ø Planned or unplanned absentee cover;
Ø Recognised recruitment need;
Ø Training courses attended and planned;
Ø Health and Safety.
4. CONTRACTOR’S
MONTHLY PERFORMANCE REPORT
[This example relates to a Facilities Management Contract for Office Services. Modifications would be needed to suit other types of Contract]
The performance report shall address, as examples, for each element of the Service and where appropriate each Site:-
Ø achievement of response times;
Ø achievement of accuracy targets;
Ø comment upon any User complaints or praise received;
Ø failure of services provided by others;
Ø performance of the help desk;
Ø report health and safety matters including the results of health and safety fire equipment inspections, details of any hazards and injuries and claims for compensation, new legislation and new materials to be used which are governed by the Control of Substances Hazardous to Health (COSHH) regulations;
Ø compliance with Fire Regulations;
Ø security breaches:- nature, losses or potential losses, persons involved, actions taken, involvement of civil authorities and the progress or result and the Contractor’s proposals for corrective action;
Ø bomb, arson and similar threats;
Ø details of tenders received, with recommendations, and contracts placed;
Ø details of performance of other contracted services managed by the Contractor;
Ø use of fuel, utilities and energy management;
Ø administration of leases;
Ø details of Capital Works and Minor Works performance including planned work and work in progress reports;
Ø proposed changes to working practices leading to greater efficiencies, improved performance and enhanced value for money (VFM).
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Ø CONTRACTOR'S MONTHLY PERFORMANCE
Ø REVIEW TABLE
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Month: ... ... ... 2002 SERVICES: ... ... ... |
STATUS: Contractor |
STATUS: Authority |
REMARKS |
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[List the services] |
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Facilities Management
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Postal & Messengerial
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Typing
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Reception
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Reprographic
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GENERAL COMMENTS |
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SIGNED AND DATED BY THE AUTHORITY
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SIGNED AND DATED BY THE CONTRACTOR
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STATUS:
GREEN: The Contractor is meeting the terms of the Contract.
AMBER: There are some failings which, if they continue for more than two months, will become a red marking.
RED: The Contractor is failing to deliver the service in accordance with the Contract and if not corrected within two months an adjustment will be made to the amount paid by the Authority and/or a Default Notice will be served.
ã Issued by ProjecTeam Ltd
E-mail: mdrake@projecteam.co.uk