Review contract performance and recommend a variation

You are a Contract Management Officer in the Procurement and Contract Management Branch.

Simulated workplaceIntermediate missionCAQA Department of Community Programs

What is going on

The Goulburn Valley Neighbourhood Houses Network holds service agreement CON-26-0071 for coordination across five neighbourhood houses, worth $1.26 million to June 2028. Its chief executive has written, reference EC-26-0304, asking to vary the milestones because two houses lost their coordinators. The provider also has an open compliance case with a remediation plan on record keeping due on 30 September, and a Community Connect application under assessment for a shared volunteer coordinator. Nikhil Bhattacharya wants a performance report against the agreed measures, a recommendation on the variation with the correct delegate identified, and a reply drafted within the ten business day timeframe.

Nikhil Bhattacharya, Manager, Procurement and Contracts
Subject: Goulburn Valley service agreement variation request

The Goulburn Valley Neighbourhood Houses Network has written asking to vary the milestones in service agreement CON-26-0071, reference EC-26-0304 in the tracker, because two houses lost their coordinators. Review the contract performance against the agreed measures, look at the open compliance case on their record keeping, and prepare a contract performance report and a variation recommendation with the delegate identified from the delegations register. Then draft the reply for my signature within the ten business day timeframe.

Your brief

Review the provider's performance against the service agreement measures, take account of the open compliance case, assess the variation request and its effect on value and risk, identify the delegate from the delegations register, prepare a contract performance report and a variation recommendation and draft the reply for signature.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

Read the Procurement Policy contract management section and open CON-26-0071 in the Contracts and Procurement Register to confirm value, term, contract manager and performance measures.
Open EC-26-0304 in the Ministerial and Correspondence Tracker, confirm the due date and set the status to Drafting.
Review the provider's performance evidence against each measure and the open case RC-26-0176 in the Compliance and Investigations Register, and record findings with evidence.
Assess the requested milestone changes for their effect on service delivery, payment schedule, value for money and risk, and consider what conditions would protect the department.
Check the Financial and Administrative Delegations Register to identify who must approve a variation of this contract and whether the value changes.
Prepare a contract performance report and a variation recommendation with conditions, and complete a Conflict of Interest Declaration if you have any connection with the provider.
Draft the reply to the chief executive for the Manager's signature, explaining the decision path and any conditions, and update the tracker and register.

My notes: what did I enjoy, and what surprised me?

What someone in this role would produce

Contract performance report with evidence against each measure
Variation recommendation with conditions and delegate identified
Draft reply for signature
Updated tracker entry EC-26-0304 and register entry CON-26-0071

Printing this is a record of what you explored. It is not a certificate or a qualification.