Contracts MANAGEMENT

Contract issuance

1. Once ITQ evaluation is completed and contract is awarded, Teacher IC to contact successful vendor to notify them;

2. Letter of Acceptance (LOA) is issued to successful vendor via Gebiz system;

3. A copy of the LOA is printed and issued to Teacher IC for reference and safekeeping.

4. All contracts with vendors/instructors/coaches have to be issued before delivery of services/products

contract monitoring

1. Teacher IC need to ensure goods and services are satisfactorily delivered in accordance to the terms of the contract

2. For instructors/coaches being paid on a monthly fixed amount basis, teacher IC need to monitor and track their attendance to ensure minimum hours as stated in the contract are fulfilled

CONTRACT RENEWAL/EXTENSION

Teacher IC need to monitor closely contract expiry of vendors/coaches/instructors and initiate the following 3 months before expiry:

• For contracts with option to extend:

  • teacher IC need to review the requirements and contractor’s performance to determine if the options should be exercised and check whether option prices are still competitive.

  • evaluate if option should be exercised and work with Procurement Officer (Admin team) to extend the contract; or

• For contracts without option to extend, teacher IC need to initiate new procurement process if the product or services are still required