Public Sector Contract Checklist

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Pre-Contract Phase

Conduct a thorough needs assessment to define the requirements and objectives of the contract.

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Needs Assessment Initial

Conduct market research to identify potential suppliers and assess market conditions.

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Market Research Planning

Determine the appropriate procurement method (e.g., open tender, restricted tender, direct award) in accordance with regulations.

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Procurement Method Planning

Develop clear and comprehensive specifications that accurately describe the goods, services, or works required.

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Develop Specifications Planning

Prepare tender documents, including instructions to tenderers, evaluation criteria, and contract terms and conditions.

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Prepare Tender Documents Tendering

Tendering and Evaluation

Advertise the tender opportunity in accordance with relevant regulations.

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Advertise Tender Tendering

Manage tenderer queries and provide clarifications as needed.

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Manage Queries Tendering

Evaluate tenders fairly and objectively against the pre-defined evaluation criteria.

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Evaluate Tenders Evaluation

Document the tender evaluation process and the reasons for selecting the successful tenderer.

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Document Evaluation Evaluation

Contract Award and Management

Award the contract to the successful tenderer and notify unsuccessful tenderers.

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Award Contract Award

Manage the contract effectively to ensure performance in accordance with the agreed terms and conditions.

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Contract Execution Management

Monitor contractor performance against key performance indicators (KPIs).

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Monitor Performance Management

Manage contract variations in accordance with established procedures.

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Manage Variations Management

Process payments to the contractor in a timely and accurate manner.

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Manage Payments Management

Ensure proper contract closure and documentation upon completion.

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Contract Closure Closure