Training Course on Contract Administration – Understanding and Implementing Contractual Obligations

Course Description

Once the contract has been awarded and signed between the parties, it is important to ensure that the contracted works need to be delivered for its intended purpose. This is where the Contract Administration comes into place to monitor the contracted works or services which must be effectively delivered. Contract Administration includes the activities needed to implement and determine the fulfilment of the contract requirements by the parties to the contract. The contracted works are a team effort which involves all the contractual parties to work towards the common goal of delivering the completed works ready for its intended use.

The basic responsibilities of the parties are generally stipulated within the contract documents. Depending on the project deliverables, the selection of procurement route may differ. The role of the Contract Administrator does not begin until the contract is in place between the parties. However, in practice, such roles will begin before the existence of the contract. Based on the scale of the project, the appointment of a Contract Administrator will vary. Generally, the Contract Administration services are provided as a part of the consultant’s service. In the case of large-scale projects, the employer may hire a full-time representative to administer the contract. The Contract Administrator is not the same as the Project Manager, the Project Manager is the added participant in the process and the Contract Administrator is usually an integral component of the basic services agreement between the parties.

This Training Course on Contract Administration – Understanding and Implementing Contractual Obligations offered by Phoenix Center for Policy, Research and Training will provide a holistic education/training to the delegates for the best practice in dealing with the contract implementation, payments, valuation of variations, administering claims, dispute resolution and project closeout. The course focuses on providing the knowledge and skills necessary to administering and managing a contract. In a time when contracts awarded by government and commercial entities are increasingly complex and involve sophisticated technology, a firm understanding of contract administration and management is vital to success. The course will examine contracts in the award and performance phases from the purchasers’ and contractors’ viewpoints.

In order to understand the Contract Administrator’s involvement in the project and for successful completion of works or services, it is essential for all the developers, contractors, consultants to train their employees on the procedures involved in the administration of contracts. Phoenix Center for Policy, Research and Training has designed this module in an easier way to understand all the approaches involved in the administration of contracts throughout the project cycle.

Course Objectives

Upon the successful completion of this Training Course on Contract Administration – Understanding and Implementing Contractual Obligations, participants will be able to:

• Understand the fundamental obligations of the Contract Administrator
• Effectively implement the signed contract to achieve the employer’s requirements
• Gain sufficient knowledge in the valuation of variations, payments, and claims
• Apply contractual techniques in dealing with the risks involved in the projects
• Understand the requirement of insurance, bonds and guarantees
• Understand the importance of dispute resolution techniques
• Effectively communicate with the parties on their contractual responsibilities
• Identify the process involved in the project closeout
• Ensure compliance with contractual provisions related to the flow of adequate information and submission of notices
• Comprehend all the approaches involved in the administration of contracts

Training Methodology

The course is designed to be highly interactive, challenging and stimulating. It will be an instructor led training and will be delivered using a blended learning approach comprising of presentations, discussions, guided sessions of practical exercise, case study review, web-based tutorials, group work, exploration of relevant issues collaborative strength training, performance measurement, and workshops of participants’ displays, all of which adhere to the highest standards of training. The training technique is built on learning by doing, with lecturers using a learner-centered approach to engage participants and provide tasks that allow them to apply what they’ve learned. Experiential knowledge is also given equal importance within the format of training. Our facilitators are seasoned industry professionals with years of expertise in their chosen fields. All facilitation and course materials will be offered in English.

Who Should Attend?

This Training Course on Contract Administration – Understanding and Implementing Contractual Obligations would be suitable for, but not limited to:

• Contract Specialists and Professionals
• Contract and Project Coordinators
• Bid Managers
• Supply Chain Professionals and Purchasing Officers
• Contractors and Sub-Contractors
• Cost Controllers
• Project Managers
• Contract Managers
• Legal Advisors
• Anyone involved in the implementation and management of a contract.
  

Course Content

Module 1: Managing the Contract

• Types, forms, and terms of contracts
• Procurement
• Concepts and principles of contract law
• Key legal definitions and terms
• Types of contracts
• Contract price and payments

Module 2: Contract Negotiations

• Negotiation objectives
• How to negotiate

Module 3: Introduction to Contract Administration

• Roles, responsibilities and authorities
• Communications and teamwork
• Monitoring contracts
• Administering consulting contracts
• Filing records and audits
• Payment schedules
• Cost control
• Changes to the contract requirements
• Overview of Contract Administration
• Who is a Contract Administrator?
• The role and responsibilities of the Contract Administrator
• Requirements to become a Contract Administrator
• Implementing the contract

Module 4: Managing Contractor Performance

• Reporting
• Issue management
• Poor performance
• Managing quality assurance of deliverables
• Performance evaluation
• Performance incentives

Module 5: Performance and Scheduling Management

• Baseline tracking
• Integrated change control
• Management of quality assurance and non-compliance
• Risk and issue management
• Management handover and contract closure
• Documentation management

Module 6: Contract Administration – Interim Payment Certificates

• Purpose of interim valuation
• Application for payment
• Contractor’s entitlement
• Valuation of interim payments
• Withholding payments

Module 7: Contract Administration – Variation

• Initiation of variation/instruction
• Measuring variations
• Adjustment of provisional sum, preliminaries and etc.
• Contractual provisions relating to variations
• Valuation of variations

Module 8: Contract Administration – Claims Management

• Understanding claims and why they arise
• Type of claims
• Initiation of claims
• How to process and assess a claim
• Admissible item under a claim
• Assessing the value
• Claims in case of suspension or termination under the contract
• Dispute mechanisms in the contract
• Managing arbitration
• Dispute resolution

Module 9: Contract Administration – Final Accounts and Reports

• Preparing for final account
• Structure of the final account
• Final account adjustments
• Defects liability
• Delay damages

Module 10: Contract Administration – Insurances, Bonds and Guarantees

• Purpose of insurance, bonds and guarantees
• Types of insurances
• Insurance requirement under the contract
• Bonds and guarantees
• Indemnity

Module 11: Contract Administration – Dispute Resolution Techniques

• Circumstances and sources of disputes
• Addressing the disputes under the contract
• Amicable settlement
• Alternative dispute resolution techniques
• Litigation

Module 12: Contract Administration – Project Closeout Procedure

• Participants roles
• Closeout meetings
• Close-out documentation
• Post completion services
• Project feedback

Requirements

• Participants should be reasonably proficient in English.
• Applicants must live up to Phoenix Center for Policy, Research and Training admission criteria.

NOTE

1. Discounts: Organizations sponsoring Four Participants will have the 5th attend Free
2. What is catered for by the Course Fees: Fees cater for all requirements for the training – Learning materials, Lunches, Teas, Snacks and Certification. All participants will additionally cater for their travel and accommodation expenses, visa application, insurance, and other personal expenses.
3. Certificate Awarded: Participants are awarded Certificates of Participation at the end of the training.
4. The program content shown here is for guidance purposes only. Our continuous course improvement process may lead to changes in topics and course structure.
5. Approval of Course: Our Programs are NITA Participating organizations can therefore claim reimbursement on fees paid in accordance with NITA Rules.
   

Booking for Training

Simply send an email to the Training Officer on training@phoenixtrainingcenter.com and we will send you a registration form. We advise you to book early to avoid missing a seat to this training.

Or call us on +254720272325 / +254737566961

Payment Options

We provide 3 payment options, choose one for your convenience, and kindly make payments at least 5 days before the Training start date to reserve your seat:

1. Groups of 5 People and Above – Cheque Payments to: Phoenix Center for Policy, Research and Training Limited should be paid in advance, 5 days to the training.
2. Invoice: We can send a bill directly to you or your company.
3. Deposit directly into Bank Account (Account details provided upon request)

Cancellation Policy

1. Payment for all courses includes a registration fee, which is non-refundable, and equals 15% of the total sum of the course fee.
2. Participants may cancel attendance 14 days or more prior to the training commencement date.
3. No refunds will be made 14 days or less before the training commencement date. However, participants who are unable to attend may opt to attend a similar training course at a later date or send a substitute participant provided the participation criteria have been met.

Tailor Made Courses

This training course can also be customized for your institution upon request for a minimum of 5 participants. You can have it conducted at our Training Centre or at a convenient location.

For further inquiries, please contact us on Tel: +254720272325 / +254737566961 or Email training@phoenixtrainingcenter.com  

Accommodation

Accommodation is arranged upon request and at extra cost. For reservations contact the Training Officer on Email: training@phoenixtrainingcenter.com or on Tel: +254720272325 / +254737566961