Why conduct end of contract reporting under procurement-related policies?
End of contract reporting under procurement-related policies is needed to:
- ensure the supplier has met contractual commitments related to social outcomes
- enable government to monitor outcomes achieved through procurement-related policies
Reporting under procurement-related policies is in addition to end of contract reporting.
How to implement end of contract reporting under procurement-related policies
Step 1: Determine which procurement-related policies apply
Review contract documents to identify the procurement-related policies in the contract.
Procurement-related policies may include:
- Local Jobs First – local industry development
- Local Jobs First – Major Projects Skills Guarantee
- Social Procurement Framework, including Building Equality Policy
- Fair Jobs Code
- Other policies or commitments made in the contract
Step 2: Review records
Review records on how each procurement-related policy was implemented. Records may include how commitments:
- were delivered and managed
- when commitments were delivered
- performance aspects of commitments were met
Records developed for periodic reporting under procurement-related policies will help in this task.
Step 3: Review the contract
Review contract documents to identify reporting requirements for each policy.
Different requirements may apply for each policy.
End of contract reporting may include:
- reviewing delivery of commitments over life of contract
- service provider submitting a statutory declaration certifying completion of commitments
Step 4: Complete contract reporting activities
Complete reporting activities, using templates developed policy owners.
Reports may need to be:
- collated by the Agency for end of year combined reporting, or
- sent direct to the policy owner
Consult Agency procurement team for advice on how to submit each report.
Consider:
Manage probity and conflicts of interest
Manage probity – consider issues raised at Probity issues by stage and task.
Conflicts of interest can arise during this task. Identify, declare and manage these.
Address Agency rules
Consult Agency procurement team for advice on meeting:
- procurement rules and policies
- Agency specific rules and policies related to monitoring performance
Follow Agency specific rules on when to seek an approval and who can give the approval.
Follow Agency specific rules for recording decisions and storing records.
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