Professional Practice

Public Practice: Contract Administration

Image courtesy of Kris Sorich, ASLA

Public Practice Landscape Architecture: Contract Administration

Contract administration includes all activities and interactions between a public agency and a selected contractor or service provider. These activities occur when a project is first identified and initiated through its final completion and close out. Contract administration is a critical component to the effective and efficient delivery of goods and services for the benefit of the public. Successful contract administration includes:

• Ensuring fair, safe and responsible contract administration
• Completing projects on time, within budget, and to meet the scope of the project
• Monitoring and protecting publicly-owned assets and financial resources
• Avoiding exposure to liability and minimizing project risk

Public practice landscape architects are often the lead staff for the day-to-day management of contracts for planning and design services, as well as construction. They spend time coordinating and collaborating on-site, in the office, in the community, and in front of agency leaders and elected officials to ensure successful outcomes. They represent the public agency’s interests in managing contacts with design consultants and construction contractors. Tasks typically include:

• Developing procurement proposals including solicitation documents (RFPs and RFQs), scopes of work, and bid documents
• Coordinating with partner agencies and departments for contract advertising
• Coordinating proposal evaluation processes, forming and facilitating selection committees, and recommending contract award
• Negotiating contract terms and developing agency templates and procedures for procurement
• Conducting grant administration, management and reporting
• Coordinating contract communications between contractors and agency staff
• Managing contract budgets
• Verifying billing and processing invoices for contractor payments
• Conducting contractor performance reports
• Coordinating substantial completion, punch list completion, and final completion
• Coordinating project closeout including final deliverables, warranties and release of liens

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