Contract Administration / Complaints

Once a contract is signed, the administration of the contract falls to the department. The Department Contract Administrator is responsible for assuring that the contractual relationship is completed successfully and in accordance with the University's terms and conditions.

Activities of a Department Contract Administrator are:

1. Inspecting and accepting contractor performance;
2. Communicating with contractors to assure understanding of the University's requirements within the boundaries of the contract documents;
3. Evaluating contractor performance;
4. Notifying Materiel Management promptly of any disputes,  failures to perform or other problems with contractors;
5. Documenting all activities of the contract and assuring copies of documents are forwarded to Materiel Management  for the file; and
6. Processing payments and contract close-out documents.

The contractual duties of the Materiel Management Office are:

1. Maintaining the University's procurement files;
2. Maintaining records of vendor performance;
3. Reviewing and approving all requests for changes in delivery, price or specifications before any action is taken by the Department or Contractor;
4. Issuing contract renewals and/or extensions;
5. Resolving disputes with Contractors; and
6. Issuing cure, request for payment, and/or default/termination letters to Contractors.

Complaints

Complaints and/or discrepancies on vendor performance should be reported as they occur using the Procurement Complaint Form (PCF).  Vendors are required to respond to the agency and send a copy to DGS/DPS.  Failure to respond within ten days may result in removal from the Vendors List.  Complaints concerning telecommunication services will be forwarded to Virginia Information Technologies Agency, Acquisition Services Division (VITA/ASD) utilizing the PCF.  Contract Administrators and end users should complete the PCF, per instructions included on the form, and forward it and all documented efforts to resolve the problem with the vendor to the Materiel Management Office.

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Materiel Management
Bristow Hall
201 High Street
Farmville, VA 23909
tel:  434-395-2093
fax:  434-395-2246   trs:  711