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Contract Handover Checklist

Purpose
This Checklist can be used to support the handover of goods and services contracts
from the sourcing phase to the contract management phase. Alternatively, public
authorities can develop their own contract handover checklist.In accordance with the
Contract Management Policy, a contract handover checklist is required for all routine,
complex and strategic contracts, to ensure effective contract handover has been
completed1.
Contract Handover
At the end of the sourcing phase, the staff member responsible for leading the
procurement process (the Sourcing Lead, often a procurement officer) should
undertake a contract handover with the person(s) responsible for ongoing contract
management (the Contract Manager). This is particularly important where the
Contract Manager has not been involved in the planning or sourcing processes.
The contract handover process supports the efficient and effective sharing of
information, and handover of responsibility.
Persons Involved
The responsibility for leading the contract handover may vary depending on the
public authority’s Internal Procurement Framework.
The Contract Management General Requirements Schedule describes the following
roles:
Governance A committee established to oversee contracts of high value, risk or
Committee (GC) complexity.
Sourcing Lead (SL) Person responsible for leading the procurement process including planning
and sourcing.
Contract Owner (CO) Person responsible for:
- the strategic oversight of the contract, and achievement of outcomes;
- appointing contract management roles (in accordance with the
Complexity and Capability Assessment);
- approving the contract management plan;
- the budget/cost centre that funds the contract; and
- person with delegation to approve contract payments and variations.
Contract Manager Person responsible for the ongoing, day-to-day management of the
(CM) contract and contract performance (note, they may also be the Sourcing
Lead).

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Public authorities may develop their own contract handover requirements for Transactional procurements
Further information: Procurement Services SA Effective: 01.07.2021
Contact Number: (08) 8226 5001 Next review: 01.07.2023
Contact Email: contact@procurement.sa.gov.au Page Number: 1
Version: 1.1
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Contract Handover Checklist

Appendix 1: Example Contract Handover Checklist

It important to note that this is an example only and suggested tasks are not necessarily in sequential order for that phase. Tasks
and responsibilities may vary depending on a public authority’s Internal Procurement Framework.

Phase Contract Handover Task Responsibility Together with /

Supported by

Sourcing ¨ Review and update Complexity Assessment of the contract CO SL

(post
evaluation, pre- ¨ Appoint Contract Manager CO -
contract
execution) ¨ Identify if a Contract Governance Committee is necessary and how they will oversee CO
the contract

¨ Review contract alongside the initial business case and needs analysis CM -

¨ Review contract alongside the risk assessment / risk management plan undertaken CM SL
in the planning and sourcing phase of the procurement process

¨ Review and understand the scope and expected outcomes for the contract, including CM -
performance measures

¨ Discuss and document agreed deviations/variations from the specification prescribed SL CM

in the market documentation

¨ Discuss and document any other issues/important information identified through the SL CM
procurement process (particularly the contract negotiation phase)

¨ Develop the Contract Management Plan CM SL

¨ Approve the Contract Management Plan CO -

Further information: Procurement Services SA Effective: 01.07.2021

Contact Number: (08) 8226 5001 Next review: 01.07.2023
Contact Email: contact@procurement.sa.gov.au Page Number: 2
Version: 1.1
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Contract Handover Checklist

Contract ¨ Arrange for the contract to be executed by the authorised person SL CO

Execution
¨ Record the contract on the public authority’s Contract Register / Contract SL / CM -
Management System

¨ Disclose contract in accordance with Premier and Cabinet Circular PC027 SL / CM -

Disclosure of Government Contracts

Contract ¨ Provide key contract details of supplier SL CM

Handover2
¨ Provide access to tender documentation SL CM
¨ Market Documents
¨ Supplier Response/Offer
¨ Supplier certificates of currency of insurances
¨ Provide access to other important documentation such as the risk assessment
¨ Discuss Post Sourcing Review findings / learnings SL CM / CO

¨ Document Post Sourcing Review SL -

Contract ¨ Develop Contract Transition and Implementation Plan CM

Transition

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Recognising the importance of adhering to confidentiality as outlined in the Probity and Ethical Procurement Guideline and recognising that the enforceable obligations lay in the contract, rather
than the supplier’s response/offer
Further information: Procurement Services SA Effective: 01.07.2021
Contact Number: (08) 8226 5001 Next review: 01.07.2023
Contact Email: contact@procurement.sa.gov.au Page Number: 3
Version: 1.1
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