Contract Administration
This tool provides a sample accountability matrix (from Appendix X of IAEA Nuclear Energy Series NP-T-3.21) for contract owners, administrators, monitors, supply chain
personnel, and others associated with administrating a typical service contract at a nuclear facility. It includes activities related to contract prequalification, procurement,
post award activities, contract execution. Two models of contract field execution are shown, the first whereby the owner / operating organization retains full control over
the work site, and a second ‘owner-only’ model’ where a construction island separate from the normal owner work space is established that is under the direct control of
the constructor. The choice of which model is preferred can depend on the cost effectiveness and ease of setting up the separate construction island, the risks involved
(safety, production, environmental, or commercial) with less oversight in an owner-only model, any operational restrictions that such an arrangement might impose, and
national labour legislation.
For each role the following legend is applied A = Accountable for the activity, CR = shall concur with the activity; S = shall approve; R = responsible; C = consult as required;
V = shall review, and I = shall be informed.
Stage
Contract Planning
Contractor
Prequalification
Process Step
Requirements
Prepare statement of
work
Identify safety,
environmental and
quality requirements
Clearly define extent of work and identify
required resources
Conduct a review of the work to be done
to identify all foreseeable significant safety,
environmental and quality requirements
Establish contract
Requirements
Determine roles under national safety
legislation and finalize contract
requirements
Prepare contract
requirements
document
Provide contractor
with prequalification
package
Evaluate contractor’s
prequalification
submission
Prepare contract requirements document
for review and approval and develop a
purchasing strategy.
Forward copy of contractor questionnaire,
along with cover letter and ‘information for
contractors’, to contractor
Potential contractor’s health and safety
programme and safety ratings shall be
evaluated before the contractor is eligible
to submit a quotation or proposal on a
contract
Reference: NCT-Tool-5.2.1-1
Contract
Owner
Contract
Administrator
A
Contract
Monitor
Supply Chain
I
C
Safety, environmental,
technical resources
and others as required
A
A
Others
C
C
A
A
A
R
C
Legal and other
stakeholders as
required
R
Technical resources
and others as required
A
Supplier safety
compliance
department
Released: 03-Feb-2016
Contract Administration
Stage
Procurement
Process Step
Issue an invitation to
contract
Prepare and issue a RFQ or RFP to a list of
qualified and approved proponents.
Evaluate proposals /
quotations
Evaluate submissions and recommend the
best value submission(s).
Select a contractor
Post Award
Conduct job site and
orientation
meeting(s)
Conduct a mark-up
meeting
Verify qualifications
and provide sitespecific training
Contract Execution
Requirements
Review and approve
readiness to start
work
Administer the
Contract
Monitor and verify
the contractor’s
activity
Report on
performance
Reference: NCT-Tool-5.2.1-1
Award the contract and issue a purchase
order
Job site meeting(s) provide an opportunity
to meet personnel and review the terms
and conditions
Where union agreements require schedule
a mark-up meeting to discuss work
distribution among the various trades..
Determine whether competency
requirements and qualifications have been
met and define the plans for any required
site-specific training
Review and approve all permits, training,
etc. required to begin work.
Ensure compliance with contractual terms
and conditions, and manage changes,
during contract performance through to
closeout and termination.
Monitor work activities to verify contract
compliance. I
Document administrative actions and all
data required to support the project’s
business activities and performance
assessment.
Contract
Owner
Contract
Administrator
Contract
Monitor
Supply Chain
CR
C
A
A
C
A
CR
C
A
I
A
I
Others
C
Legal and other
stakeholders as
required
C
Legal, technical
resources, and other
stakeholders (as
required e.g. cross
functional sourcing
Team)
C
Legal
I
C
Human resources
A
C
A
S
A
S
A
I
C
I
C
A
C
V
A
V
V
I
Released: 03-Feb-2016
Contract Administration
Stage
Process Step
Contract Execution
-Owner-only
Administer the
contract (owner-only)
Monitor and verify
the contractor’s
activity (owner-only)
Report on
performance (owneronly)
Contract Closeout
Evaluate and report
on performance
Verify contract
completion
Close out the contract
Reference: NCT-Tool-5.2.1-1
Requirements
Administer and record job progress.
Monitor the work for correction of
deficiencies by the contractor.
Monitor work activities to verify contract
compliance.
Document administrative actions and all
data required to support the project’s
business activities and performance
assessment.
Complete final contract closeout report for
the Contractor’s performance.
Verify that technical and commercial
contract conditions have been fulfilled.
Ensure that all work has been completed
successfully and that all deficiencies and
administrative matters have been resolved.
Contract
Owner
Contract
Administrator
S
A
Contract
Monitor
Supply Chain
Others
C
A
C
A
C
C
S
A
C
C
S
A
C
C
S
A
C
C
Released: 03-Feb-2016