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Contract Manager Functional Responsibilities

The following list provides the Contract Manager (CM) functional responsibilities. Set aside the title of contract manager, and look at the functional responsibilities inherent in each role the CM oversees. From this, anyone who oversees the contract management functional responsibilities should take the contract manager training (CMT).

This list is not all inclusive and is only provided as an example for agencies to use as a guide to determine who is required to attend the contract manager training required by Gov't. Code §2262.053.

The primary responsibilities of the contract manager are:

  • Participating in developing the solicitation and writing the draft documents. Contract administration must be considered during this process.
  • Consulting with legal counsel to address any legal concerns and/or issues.
  • During solicitation development determine if the contractor’s compensation structure is appropriate for the work.
  • Serving as the point of contact for disseminating the instructions regarding the work to the contractor/vendor.
  • Receiving and responding to communications between the agency and the contractor.
  • Managing, approving, and documenting any changes to the contract.
  • Managing any state property used in contract performance, e.g., computers, telephones, identification badges, etc.
  • Identify and resolve disputes with contractor in a timely manner.
  • Implementing a quality control/assurance process.
  • Maintaining appropriate records.
  • Documenting significant events.
  • Monitoring the contractor’s progress and performance to ensure goods and services conform to the contract requirements.
  • Exercising state remedies, as appropriate, when a contractor’s performance is deficient.
  • Inspecting and approving the final product/services by submitting a written document accepting the deliverables.
  • Monitoring the budgeting/accounting process to ensure sufficient funds are available
  • Verify accuracy of invoices and authorize payments consistent with the contract terms.
  • Performing contract closeout process ensuring the contract file contains all necessary contract documentation, formal acceptance documented, and document lessons learned.
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