GOOD CONTRACT MANAGEMENT

Good contract management starts with knowing what is in the contract.  "When all else fails, read the contract."  Then, know the regulations and contract common law.  You cannot function effectively without daily building your knowledge of the law applicable to government contracts.  Every day, you must add to your understanding of the contract terms and the law applicable to your government contract.  You must also be aware of all of the recent developments in case law.  You should read recent decisions from GAO and the boards and courts.

Next, what ever happened to management by walking around?  You must know what is going on with performance on your contracts.  You must communicate with the people performing the work.  Fortunately, email helps.  It can help you reach out when physically getting around is difficult.

Stay in close touch with the contracting officer.  You must keep track of the contracting officer who has the authority to change the contract.  Hopefully, you can visit the contracting officer often in person.  Email also is effective.  When there is a problem requiring direction from the contracting officer, send a letter attached to an email.  When you think a change has occurred, immediately notify the contracting officer in writing (letter attached to an email).  Make the contracting officer your friend.

Prepare a daily report on your activities, like a diary.  After the day is done, when you have advanced your education, informed yourself on the performance of the contract, maintained contact with the contracting officer and sent out any necessary emails and letters, hit your computer and write up the events of the day.  We used to call these "memos to file."  Periodically index these daily reports by subject matter. 

When all is said and done, contract management is the most challenging job in government contracting.  Government contracts are the most highly regulated instruments in the world.  Becoming an expert on all of the legal implications is a constant challenge.  Making sure your employer is protected and earns a profit requires your constant vigilance, attention to detail and communication with the contracting officer.

bill@spriggsconsultingservices.com